The first thing you should know is that there is no such thing as a “professional email format.” There are, however, professional formats for each of the email clients, like Gmail, Microsoft Outlook, Yahoo Mail, etc. The only “format” that is really consistent is the use of a header or body section.
Text is a very important part of a professional email format, but there are some professionals who use pictures, video, Flash, and other elements in their emails. So, we’ll discuss the pros and cons of each of these types of emails.
In a professional email format, pictures, videos, and even Flash objects that can be downloaded are acceptable. These email clients, like Gmail, Microsoft Outlook, and so on, will automatically include the proper pictures and videos in the email. The problem is that these emails do not really tell the world who you are and what you’re doing. Of course, if you’re trying to send out an urgent message, you can include the proper picture, but otherwise, it’s best to just use plain text.
A professional email format also has to include a header and a body. The header tells the world who you are and gives you a quick, short, descriptive background about you, while the body tells the world where you live, where you work, and some details about the situation at hand.
A professional email format also must include a signature, which is a section of text that contains the recipient’s name and company information. This is an important part of the email, because when you receive an email from someone, you want to see who it was from. Sometimes, it’s hard to tell what’s important and what’s not. This signature is usually brief and helps people remember your address.
In general, it’s best to use plain text with a header and a body, unless you’re sending out emails on a frequent basis. It’s easy to send out lots of emails, but it’s much harder to keep up with them and respond to people if they don’t have a chance to read them. If you do include images, it’s best to be as descriptive as possible, since the search engines will, at best, index a few lines of HTML code, but they won’t be able to read the entire text.
One way to avoid making the same mistakes as so many others in the email field is to use a professional email format. However, it’s best to use a format that you already know, since email is constantly changing.