The postscript, abbreviated as P.S., originated in traditional letter writing as a method for adding a thought that occurred to the author after the main body of the letter had been completed and signed. Derived from the Latin post scriptum, meaning “written after,” this convention has successfully migrated into modern digital correspondence. While the speed of email allows for easy editing, the P.S. persists as a deliberate instrument of communication. Understanding its proper application and placement ensures a sender can leverage its unique communicative power effectively in a professional setting. This guide will clarify the conventions surrounding the postscript’s use in contemporary email.
The Correct Placement of the P.S.
The single most important rule governing the use of a postscript in professional email is its placement following the complete closing of the message. The P.S. belongs strictly at the bottom, situated beneath the author’s name, title, contact information, any company logos, and any legal disclaimers that form the full signature block. This positioning is a direct emulation of the structure of a formal physical letter, where the signature seals the main content. Placing the postscript here ensures it is the absolute last piece of text the reader encounters before closing the message. Its isolation from the main text body and the standardized signature block makes it stand out distinctly, drawing focused attention from the recipient.
The Psychological Power of the Postscript
The postscript owes its effectiveness to specific cognitive principles that govern how readers process information. When a recipient scans an email, they are often absorbing the main body for detail and the signature block for identification, but the P.S. offers a break in this patterned reading. Its distinct separation from the rest of the text causes it to function as a pattern interrupt, immediately arresting the reader’s attention. Psychologically, the P.S. is often perceived as a spontaneous, almost confidential afterthought, which lends it a heightened sense of urgency or personal relevance. The sudden appearance of additional text below the standardized closing creates a phenomenon referred to as the “recency effect.” This effect suggests that information presented last is recalled more easily and given more weight than details buried within the main body of the communication.
Strategic Uses for the P.S.
Given its high visibility and psychological impact, the postscript is best reserved for content that serves a specific, strategic function beyond the main message. A highly effective application is the inclusion of a clear Call to Action (CTA) that requires immediate engagement from the recipient. For example, an email concluding a negotiation might use the postscript to provide a direct link for scheduling the next meeting or to present a final, concise offer. The P.S. is also an excellent vehicle for communicating a sense of scarcity or urgency, such as announcing a time-sensitive promotion or a limited-inventory offer. A line like “P.S. This offer expires at midnight on Friday” capitalizes on the attention-grabbing format to drive rapid action. In networking or client communication, the postscript can be used to add a brief, humanizing element, such as referencing a shared interest or a recent conversation topic that maintains rapport without cluttering the formal body of the email. Utilizing the P.S. for an important reminder, such as a deadline for submitting documentation, ensures that this single piece of information is seen even if the rest of the message is only quickly skimmed.
Formatting Rules for P.S. in Email
To maintain a professional appearance, the postscript requires specific formatting conventions that signal its function to the reader. The abbreviation itself is most commonly rendered in capital letters, either as “P.S.” with periods following each letter, or sometimes as “PS” without punctuation. A line break must be used to separate the postscript from the signature block above it, ensuring its distinction and maximizing the visual isolation. The text of the postscript should be formatted in the same typeface and size used throughout the main body of the email. Avoid using excessive bolding, different colors, or unusual fonts, which can detract from the professional tone of the message. The entire P.S. message should be contained within one or two concise sentences, maintaining the sense that it is a brief and isolated addendum.
Formal Contexts Where the P.S. is Inappropriate
Despite its strategic advantages, the postscript is not appropriate for all professional communications and should be avoided in contexts requiring the highest degree of formality. Correspondence such as a formal job application cover letter or a business proposal benefits from a tone of unreserved seriousness and complete structure. In these documents, the P.S. can suggest a lack of thoroughness or an attempt at undue casualness, undermining the gravity of the submission. Similarly, emails involving highly sensitive client information, legal matters, or contractual agreements should exclude the P.S. to prevent any perceived ambiguity or misdirection. The inherent association of the postscript with marketing tactics or informal afterthought can cheapen the professional impact of the communication. When the primary goal is to convey seriousness and adherence to protocol, the message should conclude cleanly with the signature block, reserving the P.S. for communications where a degree of salesmanship or personal touch is welcomed.