The postscript, commonly recognized by its abbreviation P.S., originated in traditional written correspondence to add an afterthought after the main letter was concluded and signed. This practice arose because editing a finished, signed handwritten or typewritten letter to include a forgotten detail was inconvenient. In modern professional email, the P.S. has evolved from a simple correction method into a distinct strategic element of communication. This article provides guidance on the proper placement, formatting, and strategic use of the P.S. within professional email exchanges.
Understanding the Meaning of P.S.
The abbreviation P.S. is derived from the Latin term post scriptum, which translates directly to “written after.” This etymological root explains its historical function as a supplemental note appended to a completed text. Although the digital age allows for easy editing of an email’s body, the P.S. persists, maintaining its identity as a separate and concluding thought.
Proper Formatting and Placement in Emails
Correctly formatting and placing the postscript is necessary to maintain a professional appearance in an email. The universally accepted placement requires the P.S. to appear after the closing salutation, the sender’s signature block, and any legal disclaimers. A blank line should separate the signature from the P.S. to ensure it stands out visually and does not interrupt the flow of the main text.
Regarding the abbreviation itself, both “P.S.” with periods and “PS” without periods are accepted, though consistency is important. In the United States, “P.S.” with periods is often the preferred convention. The text following the abbreviation should begin with a capital letter, such as in the format, “P.S. The meeting agenda is attached”. The entire postscript should be kept brief, ideally limited to one or two concise sentences, as anything longer suggests the information belonged in the main body.
Strategic Uses of the Postscript
In contemporary business communication, the P.S. acts as a highly visible attention-grabber, as recipients often scan to the very end of an email. One effective strategy is using the postscript to reinforce a Call to Action (CTA) or a specific deadline. Placing a final reminder or link in the P.S. ensures the reader sees the most actionable part of the message.
The P.S. is also valuable for injecting a personal element into an otherwise formal correspondence, which can help build rapport with the recipient. This might involve a brief, friendly remark or a shared detail unrelated to the main topic. The postscript can also host supplementary details intentionally omitted from the main email body to improve its organization and flow. This allows the primary message to remain focused while still providing a secondary piece of information, such as a link to an additional resource.
When to Avoid Using P.S.
The postscript should be avoided in communication that demands high formality and straightforwardness. Correspondence such as formal job application cover letters, legal notices, or initial contact with high-level executives requires a structure where all information is seamlessly integrated into the main text. Using a P.S. in these contexts can appear too casual and detract from the seriousness of the message.
A significant boundary for postscript usage is when the information it contains is necessary for the reader to understand or act on the main message. If the P.S. holds vital details, such as a core instruction or a primary meeting time, it must be moved into the email’s body. Relegating essential content to an afterthought suggests a poorly structured message, undermining the professionalism of the communication.