Text vs HTML Email Format Which One to Use & Sample Templates

ByAlex

A common question when sending professional or marketing emails is: Should I use Text or HTML email format? The answer depends on your goal. Plain text emails are simple, fast, and compatible with all devices. HTML emails offer design, branding, and tracking advantages. In this guide, we’ll break down the key differences between email format text and HTML, as well as when to use each, and provide easy-to-follow templates to help you choose the right one for your audience.

What’s the Difference Between Text and HTML Email Format?

Feature

Plain Text Email

HTML Email

Appearance

Just Text

Text + images + design + layout

File Size

Lightweight

Heavier

Deliverability

Very high

Slightly lower

Design Flexibility

None

Full design control

Sample Plain Text Email Format (Basic Template)

Subject: Welcome to GreenLeaf Weekly!

Hi Sarah,

Thanks for subscribing to our GreenLeaf Weekly Newsletter. We’re excited to share plant care tips, seasonal gardening hacks, and exclusive offers straight to your inbox.

Stay tuned for your first email coming this Friday!

Happy growing,  

– The GreenLeaf Team  

www.greenleafgardens.com

Sample HTML Email Format (Basic Marketing Template)

<!DOCTYPE html>

<html>

  <body style=”font-family: Arial, sans-serif; background-color: #f4f4f4; padding: 20px;”>

    <div style=”max-width: 600px; margin: auto; background: #fff; padding: 30px; border-radius: 8px;”>

      <h2 style=”color: #4CAF50;”>Welcome to GreenLeaf Weekly!</h2>

      <p>Hi Sarah,</p>

      <p>Thanks for subscribing to our newsletter! Expect expert plant care advice, seasonal gardening hacks, and more every week.</p>

      <a href=”https://www.greenleafgardens.com” style=”background-color: #4CAF50; color: white; padding: 10px 15px; text-decoration: none; border-radius: 4px;”>Visit Website</a>

      <p style= “font-size: 12px; color: #777;”>You received this email because you signed up on our website.</p>

    </div>

  </body>

</html>

When to Use Text Format vs HTML Format?

Scenario

Recommended Format

Delivering short alerts

Text

Sending personalized outreach

Text

Branding & product promotion

HTML

Tracking email opens/clicks

HTML

Tips for Writing Both Text and HTML Emails

  • Use Both Formats Together: Most email platforms (Mailchimp, Klaviyo, Braze) send multipart emails with both formats, letting the email client choose the best version.
  • Avoid Overstyling HTML: Keep HTML clean to avoid rendering issues.
  • Always Add Alt Text to images in HTML emails.
  • Use Mobile-Responsive Design in HTML emails.
  • Test Across Devices & Clients before sending.

Sample Combined (Multipart) Email Format (for Developers)

MIME-Version: 1.0

Content-Type: multipart/alternative; boundary= “boundary123”

–boundary123

Content-Type: text/plain; charset= “UTF-8”

Hi Sarah,

Thanks for subscribing! Your first newsletter will arrive on Friday.

– GreenLeaf Team

–boundary123

Content-Type: text/html; charset= “UTF-8”

<html>

<body>

  <h2>Welcome to GreenLeaf Weekly!</h2>

  <p>Hi Sarah,</p>

  <p>Your first newsletter arrives Friday.</p>

</body>

</html>

–boundary123–

Final Thoughts

Choosing between email format text or HTML doesn’t have to be complicated. If you aim for simplicity, high deliverability, or a personal tone, go with plain Text. HTML format is your best bet if your email needs structure, visuals, or engagement tracking. And when in doubt? Use multipart emails to send both!

More Formats:

Hi, I’m Alex, the creator of Formatspedia where I share simple, ready to use formats for letters, applications, and everyday documents. My goal is to make writing easier and stress free for everyone.

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