How to Use PS in Email: Gmail vs Outlook for Professional PS Formatting

Use a PS in professional email only when it adds a clear final prompt, reminder, or personal note. Put it after your signature, keep it short, and format it cleanly so it looks intentional rather than forgotten.

TLDR: In Gmail and Outlook, the best professional format is the same: signature first, then one blank line, then P.S. followed by one concise sentence. For example: P.S. The proposal link expires Friday at 5 p.m. In a sales follow-up, a short PS can lift attention because readers often scan the top and bottom of an email first; some email studies show the postscript area can draw up to 30% more eye attention than middle paragraphs. Use it for one useful point, not a second email crammed into the bottom.

What a Professional PS Should Do

A PS, short for postscript, is a final note added after the main message. In business email, it works best when it does one of three things:

• Reinforces a deadline: P.S. Registration closes at noon on Thursday.
• Adds a useful reminder: P.S. I attached the pricing sheet for quick review.
• Gives a human touch: P.S. Congratulations again on the product launch.

The PS should not carry critical legal, financial, or operational details. If the information is essential, place it in the email body. A PS is for emphasis, not for hiding the real point.

Correct PS Placement in Email

The standard professional order is simple:

1. Email body
2. Closing line
3. Signature block
4. Blank line
5. P.S.

Here is a clean example:

Best regards,
Maya Chen
Account Director
Northline Consulting

P.S. I included the revised timeline so your team can compare both launch options.

This structure works in both Gmail and Outlook. It also keeps the PS out of the main signature, which matters if your signature includes disclaimers, banners, or social media links.

Gmail: How to Format a PS

Gmail is usually forgiving. Its editor is simple, and it keeps basic spacing well across desktop and mobile. Still, small formatting errors can make a PS look messy.

To add a professional PS in Gmail:

1. Write your email as normal.
2. Add your closing line, such as Best regards or Thank you.
3. Let Gmail insert your signature, if you use one.
4. Click below the signature.
5. Add one blank line.
6. Type P.S. and your short note.

Use plain formatting unless you have a strong reason not to. Bold is fine for P.S., but avoid bright colors, large fonts, or all caps. They make the note feel pushy.

A good Gmail PS looks like this:

P.S. If Friday is too soon, I can send an updated version on Monday morning.

A weak Gmail PS looks like this:

P.S. PLEASE REPLY ASAP!!! ALSO CHECK THE ATTACHMENT AND LET ME KNOW YOUR THOUGHTS ON EVERYTHING.

That second version feels tense. It also asks for too much. Keep one idea only.

Outlook: How to Format a PS

Outlook can be fussier than Gmail, especially when signatures use tables, logos, confidentiality notices, or corporate fonts. Honestly, it feels like Outlook can turn one blank line into three if the signature was built poorly.

To add a PS in Outlook:

1. Write the email body.
2. Add your closing line.
3. Allow your signature to appear.
4. Click below the full signature block.
5. Press Enter once or twice, depending on spacing.
6. Type P.S. in the same font size as the email body.

If your company signature includes a long legal disclaimer, place the PS above the disclaimer but below your personal signature details. This makes the PS visible before the legal text swallows it.

Example:

Kind regards,
Daniel Ruiz
Senior Project Manager
Westbridge Systems

P.S. I can also join the client call if they want a technical walk-through.

Confidentiality notice and legal disclaimer…

This is often the best Outlook layout. The reader sees the PS before the dense disclaimer block.

Gmail vs Outlook: Key Formatting Differences

The practical rule is this: Gmail gives you more control. Outlook gives you more ways to break the layout. It drives me crazy that pasting one line from another email into Outlook can add hidden font styles. If that happens, use “clear formatting” before sending.

Should You Write PS, P.S., or P.S?

For professional email, use P.S. with two periods. It is the most traditional and polished style. PS is acceptable in casual settings, but it looks slightly less formal. Avoid P.S: because it mixes punctuation styles.

Recommended format:

P.S. The meeting room changed to Conference Room B.

Acceptable but less formal:

PS The meeting room changed to Conference Room B.

When a PS Works Best

A PS is useful when the reader may skim. Executives, clients, recruiters, and busy vendors often read the subject line, first sentence, and final lines first. A PS can catch attention without making the main email longer.

Good uses include:

• Sales follow-ups: Add a deadline, bonus, or relevant case result.
• Recruiting emails: Mention one attractive detail about the role.
• Client updates: Highlight an attachment or next step.
• Internal reminders: Call out a time-sensitive action.

Example for a client email:

P.S. The attached version includes comments from legal, so it should be ready for your final review.

Example for recruiting:

P.S. This role is hybrid, with two office days per week.

When Not to Use a PS

Skip the PS if the email is formal, sensitive, or already short. Do not add one to serious HR notices, legal disputes, termination messages, or security warnings. It can look too casual.

Also avoid using a PS as a second subject line. If you have three more points, rewrite the email. A cluttered PS defeats its purpose.

Best Practices for Professional PS Formatting

• Keep it under 25 words. Short notes get read.
• Use one idea only. More than one feels messy.
• Match the email font. Do not make the PS look pasted in.
• Do not overuse bold. Bold P.S., not the whole sentence.
• Check mobile view. Send a test if the email is high value.
• Avoid jokes unless the relationship supports them. Tone can misfire fast.

For Gmail, check that the PS appears below the signature and not inside the quoted reply thread. For Outlook, check spacing and font size. Those two issues cause most formatting problems.

A Reliable Template

Use this structure when you need a safe professional format:

Hello [Name],

[Main message in two to four short paragraphs.]

Best regards,
[Your Name]
[Title]
[Company]

P.S. [One brief reminder, deadline, or helpful note.]

A PS should feel deliberate. Gmail makes that easier with cleaner editing. Outlook needs more care because signatures and disclaimers can distort spacing. Either way, the rule stays the same: keep it brief, place it after the signature, and make sure it earns its spot.

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