What are some best practices for using bullet points and numbered lists in a business email?

1 When to use bullet points and numbered lists

Bullet points and numbered lists are useful when you want to present a series of items, facts, or steps in a clear and concise way. They can help you break down complex or lengthy information into manageable chunks, and draw attention to the most important or relevant aspects of your message. However, you should not overuse them or rely on them as a substitute for proper sentences and paragraphs. Use bullet points and numbered lists only when they add value and clarity to your email, and when they match the tone and purpose of your communication.

2 How to format bullet points and numbered lists

When formatting bullet points and numbered lists, it is important to follow some basic rules of grammar, punctuation, and style. To ensure your content is presented correctly, start each bullet point or list item with a capital letter (unless it is a continuation of the previous sentence), end each with a period (unless it is a single word or short phrase that does not form a complete sentence), and use parallel structure (so that each bullet point or list item has the same grammatical form and tense). Additionally, align your bullet points or list items with the same margin, use consistent spacing and indentation, choose the appropriate type of bullet point or list item for your content (bullet points for unordered items, numbered lists for ordered items), and avoid mixing bullet points and numbered lists in the same email unless there is a clear reason to do so.

3 What to avoid when using bullet points and numbered lists

While bullet points and numbered lists can be powerful tools for writing effective business emails, they can also create problems if used incorrectly or excessively. To avoid common pitfalls, aim for no more than five to seven list items per list, limit the number of lists per email, and use bold, italic, or underline fonts to distinguish headings and subheadings. Additionally, use complete sentences and paragraphs to state your main purpose, summarize your key points, and provide a call to action or a courteous closing. Lastly, avoid using bullet points or numbered lists to express opinions, arguments, or emotions - use full sentences and paragraphs to convey your tone, voice, and personality.

4 Here’s what else to consider

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