Are you using paragraphs?

In this Chinese ink painting, blank space is used to create harmony and balance. The blank space is an integral part of the painting.

When you write, you use words. You also use space.

Using space in emails

Using space thoughtfully will make your writing easier to read.

Let’s look at two examples.

Example 1

Dear X,

We would need to update the technical documentation for product Z. Could we meet tomorrow at 11am at the main conference room? There are two new features that have been proposed by the design team. It would be best if you are present when they make the presentation. That way, you are on board from the start. If you have any questions, do let me know.

Best regards,

Y

Example 2

Dear X,

We would need to update the technical documentation for Product Z.

Could we meet tomorrow at 11am at the main conference room?

There are two new features that have been proposed by the design team. It would be best if you are present when they make the presentation. That way, you are on board from the start.

If you have any questions, do let me know.

Best regards,

Y

Wouldn’t you prefer to receive an email organized like example 2? Just by using space to separate sentences and thoughts, the entire message becomes clearer.

When writing an email, put yourself in the shoes of the reader. The message should be understood without much effort. The reader should not have to read the message a second or a third time.

Using space when messaging

Even when messaging on WhatsApp, think about space.

Which message is easier to read?

Example 3

Hi B, The training session has been finalized. It will be this Friday @ 3pm in the basement. Everyone from Marketing will be there. We have allocated 10 minutes for you to tell us about your initiative. Could you confirm your availability by today, EOD?

Example 4

Hi B,

The training session has been finalized.

It will be this Friday @ 3pm in the basement.

Everyone from Marketing will be there. We have allocated 10 minutes for you to tell us about your initiative.

Could you confirm your availability by today, EOD?

Of course, the second WhatsApp message (example 4) is easier to read. And in that message, the reader knows exactly what is happening, and what she is expected to do.

Unlike the first message (example 3), the second message is crystal clear. And all that changed was the use of space.

The need for space

Many times, emails are not even read properly. People just skim them. (You may be skimming this post right now :)) When skimming, they may miss relevant information.

Use space when writing emails to divide your message into meaningful chunks. This will make it easier for people to read and absorb the main points of your message. Remember, even a sentence can be a paragraph.

Use space when messaging on WhatsApp and other messaging platforms. It will make it easier for people to understand your message, especially when reading on a small screen.

When there is no space in your writing (example 1), the reader gets overwhelmed. They struggle to find the main message.

Have mercy on your reader.

Look again at the ink painting. A bird on a branch. Simple, clear, and effective. That’s how your writing should be.

Use space to give more structure to your writing.

Use space to let your sentences breathe.

Image credit: Pinterest