What are the best ways to format emails on mobile devices?

1 Use a simple and readable font

One of the most important aspects of formatting emails on mobile devices is choosing a font that is easy to read and consistent. Avoid using fancy or decorative fonts that might look distorted or illegible on smaller screens. Instead, opt for a standard and simple font like Arial, Helvetica, or Times New Roman. You can also use the default font of your email app or service, as long as it is not too small or too large. A good rule of thumb is to use a font size of 12 or 14 points for the body text and 16 or 18 points for the subject line and headings.

2 Keep your layout clean and organized

Another key factor of formatting emails on mobile devices is creating a layout that is neat and structured. Avoid using too many colors, images, or graphics that might distract or confuse your readers. Instead, use white space, bullet points, and short paragraphs to break up your text and make it easier to scan. You can also use bold, italic, or underline to emphasize important words or phrases, but don't overdo it. A good rule of thumb is to use one color for the text, one color for the links, and one color for the headings.

3 Adapt your content to the device

One of the most common mistakes of formatting emails on mobile devices is writing too much or too little content. Depending on the device you use, you might have more or less space to convey your message. Therefore, you need to adapt your content to the device and the purpose of your email. If you use a smartphone, you might want to keep your email brief and concise, focusing on the main points and the call to action. If you use a tablet, you might have more room to elaborate and provide more details, but still avoid unnecessary information or repetition. A good rule of thumb is to write as much as you need, but as little as possible.

4 Proofread and test your email

One of the most crucial steps of formatting emails on mobile devices is proofreading and testing your email before sending it. Even if you follow all the best practices, you might still make typos, grammatical errors, or formatting issues that can affect your credibility and professionalism. Therefore, you need to proofread your email carefully and check for spelling, punctuation, capitalization, and clarity. You can also use tools like Grammarly or Hemingway to help you improve your writing and readability. Additionally, you need to test your email on different devices and platforms to see how it looks and functions. You can use tools like Litmus or Email on Acid to preview and optimize your email for various devices and email clients.

5 Follow the etiquette and tone of your recipient

One of the most subtle but important aspects of formatting emails on mobile devices is following the etiquette and tone of your recipient. Depending on who you are emailing and what you are emailing about, you might need to adjust your tone, style, and format to suit the situation and the relationship. For example, if you are emailing a potential client, you might want to use a formal and polite tone, a clear and concise format, and a professional signature. If you are emailing a colleague, you might use a more casual and friendly tone, a more relaxed and conversational format, and a simple sign-off. A good rule of thumb is to match the tone and format of the email you received, or follow the norms and expectations of your industry and organization.

Formatting emails on mobile devices can be challenging, but it can also be rewarding. By following these tips, you can create emails that are professional, clear, and effective, and that reflect your skills and personality as an administrative assistant.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?