ENGLISH M BALAJEE

EMAIL WRITING
 Email writing is an essential part of professional communication.
 Email, also known as electronic mail.
 It is a medium of written communication used to send and receive
information over the Internet.
 It has been in use since the beginning of the Internet era.
 Initially, people used it for informal communication before social
media apps were introduced into our lives.
 Later, social media took the spotlight, and now emails are used
mostly for professional communication in schools, colleges, offices,
banks, etc.
Types of Emails
Emails are basically classified into two types:
1.Formal
2.Informal.
Language, tone, words, expressions, etc. differentiate a formal email from
an informal one.
1.FORMAL EMAIL:
 A Formal email is written to send or receive any information
pertaining to official work.
 Emails that you receive from your college or school authorities, banks,
offices, etc are formal emails.
 They must be well-composed and sound formal in nature.
 Words used in formal emails should be more professional than
personal.
 For example, phrases like To whom it may concern, Thanks and
Regards, Early action is intimidated, etc. are used in formal emails.
2.INFORMAL EMAIL:
 An informal email is mostly used as a medium of regular conversation
with friends, relatives, or any personal individual.
 It is written to inform your loved ones about your day, about your life,
and hear the same from them.

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 Such emails do not have to follow any pattern but must stick to the
format.
 They are informal in their language and tone. Phrases such as, I’m
glad, nice to hear from you, yours, by the way, etc are used in an
informal email.
EMAIL WRITING:
 The process of writing an email is known as email writing.
 Email writing deals with finding an objective for communication,
writing down the message, and sending it to the concerned person
through email.
 Emails must be short, concise, and to the point.
 It should consist of all the important and relevant information.
 Informal email writing is easier since the body consists of whatever
the person feels like sharing and uses a personal tone and language
while communicating.
 On the other hand, formal email writing can be a tedious task
because it must be written in a formal tone using formal phrases and
words. This has to be observed and learned by students
WHEN YOU START WRITING AN EMAIL, YOU SHOULD CONSIDER BELOW
INFORMATION:
 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.
 The Subject line 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.
 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 greeting builds a rapport.

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 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.
 Make your message positive, even if you’re turning down an offer.
 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 proof read it before
hitting send.
 The closing should feel genuine; only then will the receiver want to
respond.
Tips for Email Writing(in short)
Emails have to be drafted correctly and written nicely. Some tips to make
you an expert at writing emails are mentioned below. Please consider them
before writing emails.
 Enter the correct email address
 Keep it short and concise
 Include only important and relevant information
 Use language and tone as per the requirement
 Make sure the message to be sent is clear and understandable
 Keep an interesting subject
 Proofread your emails before sending i

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Email Writing Format:

Emails have to be written in the standard format, be it formal or informal.
In reality, when you are sending an email, you just have to type the content,
the format is already present in your medium of communication. But for
exam purposes, students must know the format for writing an email.
Date- Enter the date on which the mail is to be sent
From Sender’s email address- Enter your email address.
To Recipient’s email address- Enter the correct mail address of the
recipient
Subject- Write down the objective of writing the mail
Salutation- Start the mail by greeting the recipient
Body- Write down all important points in a maximum of two to three
paragraphs. Do not exceed the limit mentioned in the question paper.
Sign Off- Bid goodbye to the recipient at the end

1.Informal Email Writing Format Sample:

Suppose you are the Head Manager of your Office, ABC Pvt Ltd. Write down an email
informing your employees regarding the change in office timings for the monsoon
season, due to heavy traffic conditions in the city.
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2.Informal Email Writing Format Sample:

Write an email to your friend Divya Chaudhari telling her about your school trip to
Corbett Park, Dehradun.

23rd August 2024

From: [email protected]

To: [email protected]

Subject: I am going on a school trip

Dear Divya,

How are you? It’s been a long time since we have written emails to each other. I heard
from your mother that you have won the first prize in the inter-school debate
competition. I am very happy for you.

I want to tell you that my school has organized a small trip of 3 days to Corbett
National Park in Dehradun. I am really excited for the trip. We would be doing a jungle
safari there. Though I am a bit scared but it's going to be an exciting trip. I am looking
forward to it.

I really miss you. Hope to meet you soon. Come back home so that we can talk to each
other for hours, there’s a lot that I want to tell you about.

With love

Anjana

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