The BEST Substack Formatting Tips 2025

Style like a pro

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If you're anything like me, you've probably spent way too much time staring at your newsletter draft, wondering how to make it look great and feel structured and organized.

Well, let's talk about exactly that today!

Text Formatting

Let's start with the basics — text formatting. It might seem simple, but trust me, it is pretty important.

Use 'em But Don't Abuse 'em

Bold text is your friend when you want to make a point.

That's a given. CMD/Ctrl + B is the keyboard shortcut to make text bold. And you should do that sparingly throughout the text for critical bits.

Got a key takeaway? Bold it. Want a subheading to stand out? Bold's got your back.

As for italics, they're great for adding a little emphasis or injecting some personality. I like to use them for quotes or when I'm being a bit sarcastic (which, let's be honest, is pretty often).

Hit Cmd/Ctrl + I to italicize the highlighted text.

Just remember, if everything is bold or italic, nothing is. Use these formats sparingly for maximum impact.

Your Content's Roadmap

The big and bold ones. Headings.

Headers are like signposts in your newsletter. They guide your readers through your content and break up big chunks of text.

I usually stick to H1 (hit # and enter then write), H2 (##), and H3 (###) in Substack. H1 is typically reserved for your newsletter title.

Here's a pro tip: use your headers to create a mini-outline of your newsletter. If a reader can skim your headers and get the gist of your content, you're on the right track, in my opinion.

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Size Matters

Okay, let's talk about paragraph length.

In the world of emails, shorter is typically better. Why? Because people skim. A lot.

I try to keep my paragraphs to 2-3 sentences max. It might feel weird at first if you're used to writing longer paragraphs, but your readers will thank you.

And here's a little trick I use: one-sentence paragraphs.

Like this one.

See how it breaks up the text and adds a little rhythm to your writing? It's a great way to emphasize a point or transition between ideas.

Worth a Thousand Words

We're living in a visual world.

Adding images or other media to your newsletter isn't just about making it pretty — it's about enhancing your message.

Choose Wisely

When it comes to images, quality trumps quantity every time. I'd rather have one cool image that perfectly illustrates my point than a dozen mediocre ones.

Of course, for some types of content, more is fine, like explanatory images.

But at the same time, for blog posts and newsletter issues, my belief is that images are not crucial to get the point across. Most of the time, the writing will do the trick, and the formatting there is much more important than the selection of images.

Use With Caution

GIFs and videos can be great for adding some personality to your newsletter.

Everybody loves that stuff. And it will break up your content nicely and add some fun to it.

But remember, not all email clients play nice with these formats. If you do use them, make sure you have alt text or a fallback image.

The Backbone of Formatting

You know those little horizontal lines you can add to your newsletter? They're called dividers, and they're seriously underrated.

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See that line above?

That's a divider. I use them to separate different sections of my newsletter.

To me, this is the easiest and most obvious way to organize your text and separate sections.

Embrace the Void

Empty space in your newsletter can be just as important as the content.

White space (or negative space, if you want to sound fancy) gives your content room to breathe. It makes your newsletter easier to read and less overwhelming.

So don't be afraid of empty space. Use it strategically to draw attention to your most important points.

This is an important factor in any sort of design. Web design, graphic design, interior design. Empty space or white space is a thing.

Call to Action

Every newsletter should have a call to action (CTA).

Whether you want people to reply to your email, check out a product, or share your newsletter, your CTA should be impossible to miss.

I like to put my CTA in a box to make it stand out. And be specific about what you want your readers to do. “Check out my new course” is okay, but “Click here to get 50% off my new course on newsletter writing” is much better.

The (Not So) Secret Sauce

Here's the thing about formatting — consistency is key.

Once you find a format that works for you, stick with it. Your readers will come to expect and appreciate the familiarity.

I recommend creating a template for your newsletter. It'll save you time and ensure that every issue has a cohesive look and feel.

On Substack, you could simply create a copy of your previous issue and go from there. I do that a lot.

The Bottom Line

Formatting your Substack newsletter doesn't have to be rocket science.

It's all about making your content easy to read, visually appealing, and consistent. Play around with these tips, see what works for you, and don't be afraid to develop your own style.

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