E-MAIL WRITING NOTES

What Is Email ?

Email stands for electronic mail. It is the most preferred means of communication 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 the email :-

Formally

Informally

How To Write An Email ?

There are a few tips you have to keep in mind when you sit down to write emails. Emails
can be casual or professional, just like informal and formal letters. The format of the email
changes according to the kind of email you are writing. However, accurate grammar and
spelling are aspects that are to be taken seriously.

When you start writing an email,

 Make sure you type in the right email ID. Always check with the receiver for the
exact email address because even a full stop that is not part of the email address can
land your email with the wrong person, or the mail would simply bounce.

 The Subject line is the next most important factor you should carefully consider
because that is the first thing anyone receiving the email would see. It also
determines if the receiver would want to open the mail. ‘The from line is what
recipients use to determine whether to delete an email. The subject line is what
motivates people to actually open the email.’ said Loren McDonald. Spend double the
time you spend on drafting the body to draft the subject.

 See to it that your Salutation or Greeting is appropriate to the receiver/s. The

 The Body of the email states what the email is about. Be clear with what you want
your receiver to know. Make sure you have everything you want to convey drafted in
simple terms. Do not use colloquial language or long unwinding sentences. Try not
to repeat words or use cliched terms. Make your message positive, even if you’re
 turning down an offer. If you have to follow, do it before they remind you to. Keep it
short. Use standard font style and size. Do a final spelling/grammar check/proofread.

 Finally, Sign off the email on a polite note and proofread it before hitting send. The
closing should feel genuine; only then will the receiver want to respond.

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

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

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 emails. 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 assistance 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 the 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 recipient)

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)