What is Email?

Email stands for electronic mail. It is the most preferred means of communication in the present world because it is cheaper and faster. It is used in formal, semi-formal as well as an informal way of expression or writing. There are two ways to write an email:

· Formally

· Informally

Tips for Writing Email Letter Format

· Stay up to date and do not use old letter writing formats. There is no need to mention a date when practising electronic modes of communication. Put all your text left-aligned, rather than following older formats utilized for letters written on paper.

· Always declare your request as clearly as possible, and supply it with a valid reason to make your case more powerful.

· Formal emails frequently use indirect questions instead of direct ones

· Formal complaints should be well worded, but without losing the nature of professionalism. While placing down your complaints, make sure your email does not end up looking tense or undignified. It is necessary to state the issues or events producing offense as clearly as possible, but also in brief.

· Always hold your tone respectful and reassuring when dealing with complaints and grievances. At no point in your email, should you attack the sender with any counter-questions or lose the attitude of formality.

· Convey happiness or excitement in informal emails only with words and appropriate amounts of punctuation, like the occasional exclamation point.

Format of Email Writing

The email writing format is the same for each category, though the selection of words and language varies depending on the kind of email. One can employ friendly and casual writing in informal emails, while the language utilized in formal emails should be professional, precise, and formal.

How to Write an Email: A Practical Guide with Samples

Email Format

1. Subject Line:

   • The subject line should summarize the purpose of the email.

   • Example: “Meeting Request for Project Update” or “Invoice Query”.

2. Salutation:

   • Begin with a polite greeting such as “Dear [Recipient’s Name]” or “Hi [Name]”.

3. Introduction:

   • Start by stating your purpose clearly.

   • Example: “I am writing to follow up on our recent discussion…”.

4. Body:

   • Provide necessary details in a clear and organized manner.

   • Use bullet points or short paragraphs to improve readability.

5. Closing:

   • End with a polite sign-off and a call to action if needed.

   • Example: “Looking forward to your response” or “Please let me know if further details are required”.

6. Signature:

   • Include your name, designation, and contact information.

     
     

The Important steps for writing the email are:

· Subject Line________________________

· Salutation

· Body of the mail

· Signature

Email Writing Format Samples

The format is given here

From: Sender’s Mail id__________________________

To: Recipient’s Mail id____________________________

Cc: Other concerned person’s with visible email ids___________________

Bcc: Other concerned person’s with invisible email ids______________________

Subject: Reason for writing the mail_______________________________

Greeting/Salutation: Display your respect (Such as Sir, Respected Sir)

Main Body: Content of the email

· Introduction

· Discuss the matter in detail

· Conclusion

Closing line: Thank you for the consideration

Attachments: Attach reference files

Signature line: Name and contact details

Email Writing Examples for Students

Writing a letter to inform your classmates regarding the intra-college quiz competition.

Date:________________________________

From:_______________________________

To: (email id of recipient)____________________________

Cc:__________________________________________

Bcc:__________________________________________

Subject: Intra-college Quiz Competition.________________________________

Hello Everyone!

This is to notify you all that an intra-college quiz competition is going to be conducted in our college on Jan 25 from 11:00 am in Auditorium – 01.

Everyone is therefore invited to take part in the competition so that our department can win.

For further inquiries, feel free to contact me.

Thanks,

(Your name)

Class representative

Formal Email Writing Format

An email addressed for business communication or professional use falls under this section. The email addressed to any official department, school administration, company or any officers is the formal email. Use of proper and formal words, the purpose for writing mail, clarity, proper salutation and closing are some of the commands of the formal email.

Let us write a formal email for a resignation letter.

To: (Mail id of the recipient)

Cc:_______________________

Bcc:______________________

Subject: Resignation Letter

Dear Sir,

I am writing this mail to inform you that I am leaving my position with this organization. As per the standard of the company I’ve to give a month’s notice before quitting. I hope you will get a good replacement for me within this time period.

I really appreciate the opportunities that you have given to me and helped me to grow. Wish you and the company the best in the future.

Kindly let me know what to anticipate as far as my final work schedule and the employee perks. It would be an honour to be assisted with the above.

Waiting for your response.

Thanks and Regards

(Your name)

(Designation name)

Contact details

Informal Email Writing Sample

An email addressed to any friend, family members or relatives appears under this section. The practice of polite, friendly, and casual terms along with proper salutations and closings are some of the rules of informal emails.

Suppose we need to write the invitation to a birthday party in the mail to your friends, then the sample would be:

To: (Email of the recipient)

CC/BCC: (If you need to add more recipients)

Subject: Invitation to a birthday party

Hi,

I hope this mail finds you in considerable time. I am very happy to invite you to my birthday party on Jan 03 at XYZ Hotel from 7:00 pm to 10:00 pm. The theme of the birthday party is ‘Cinderella”.

It would be excellent if you come and join us at the party. We will have a great time and fun together.

See You Soon

(Your Name)

Exercise

1. You want to take up a summer internship with the local outlet of McDonald's. Write an e-mail to the Head of the outlet enquiring about the procedure to go ahead.

2. Your grandfather has retired and is looking at the prospect of social service. Write an E-mail motivating him and supporting his plans.

3. Write feedback to infood@hotmail.com complaining about the minuscule quantity of vegetables in the products as against that advertised.

4. Schools have started following the continuous comprehensive evaluation of students to mixed reactions from parents and teachers. How beneficial or detrimental has it been

to the students, in your opinion? Express your views in an E-mail to the Editor of a national daily.

5. You are concerned about your friends who, like most other kids, watch a lot of violence and horror-oriented stuff on TV. Write an E-mail to the renowned psychologist of your

city asking him to collaborate with schools and work out a remedial measure

6. Your friend has received a prize in an inter-school debate competition. Send an e-mail congratulating her on her achievement. You are Nisha and your friend is Anubha.

7. Write an E-mail to the President of the RWA of your locality, drawing his attention to the encroachment of the playground area by the neighbouring residents.

8. Write an e-mail to your friend describing to him how you spent your Christmas holidays.

9. Write an e-mail to the principals of schools and colleges to send student- volunteers for 'Blood Donation Campaign'.

10. Write an e-mail to your younger brother to urge him to take part in sports and games.

11. Write an e-mail to your friend expressing your inability to attend the wedding of his younger sister.