Rules for Writing Numbers in Email

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Rules for Writing Numbers in Email

Overview Composing an email to answer the customer’s questions can be challenging enough. Fortunately, these rules are actually fairly straightforward and easy to remember. Review and use them on every contact and they'll soon become second nature, allowing you to spend less time thinking about guidelines and more time thinking on how to resolve the customer’s concerns.

1.
Spell out single-digit whole numbers - Use numerals for numbers greater than nine. You ordered six pay per view movies. X You ordered 6 pay per view movies. Be consistent within a category - If you choose numerals because one of the numbers is greater than nine, use numerals for all numbers in that category. If you choose to spell out numbers because one of the numbers is a single digit, spell out all numbers in that category. In the event that you experience a double digit number, be sure to either spell it all or put it all in numerals. Our chat support lines are available 24 hours a day, 7 days a week. Our chat support lines are available twenty four hours a day, seven days a week. x Our chat support lines are available 24 hours a day, seven days a week.

2. Write out a number if it begins a sentence.
Twenty-nine customers in the Denver area were affected by the said outage. 29 customers in the Denver area were affected by the said outage.

3. Percentages - You should spell out percentage rather than putting a “%”
symbol in a formal writing. We expect 12 percent of the children to play the PS3 console. x We expect 12% of the children to play the PS3 console.

4. Dates - if the event will happen on the current year, there is no need
to put the year. The following examples apply when using dates: The appointment is scheduled for June 30. The appointment is scheduled for the 30th of June.

5. Ranges - When using “between” be sure to use “and”. When using
“from” be sure to use “to”. The technician will arrive between 2 P.M. and 5 P.M. x The technician will arrive between 2 P.M. to 5 P.M.

6. Time

If you use the word o'clock, always spell out the number in words. The baby wakes up at five o'clock in the morning. x The baby wakes up at 5 o’clock in the morning. Use numerals with the time of day when exact times are being emphasized or when using A.M. or P.M. The technician finished installing the cable wires at 6:25 P.M. x The technician finished installing the cable wires at six twenty five P.M. "a.m.” and “p.m.” should be capitalized since they are considered as acronyms. They should be A.M and P.M. The scheduled appointment is between 11 A.M. and 2 P.M. x The scheduled appointment is between 11 a.m. and 2 p.m.

7. Addresses - When an address is part of a building's name, always spell the
number in words. Bryan is living at 1032 Maple Street, San Antonio, California. Bryan is living at One Corporate Plaza, San Francisco, California. x Bryan is living at 1 Corporate Plaza, San Francisco, California.

8. Telephone numbers
The domestic telephone numbers should be separated with hyphens. No parentheses should be used around the area codes. Bryan’s phone number is 250-258-6589. Bryan’s phone number is (250)258-6589. Toll-free/800 numbers should be written in this format: 1-800-xxx-xxxx: Please call Comcast at 1-800-266-2278. x Please call Comcast at 18002662278.

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