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Email Writing

The document provides a comprehensive guide on email writing, emphasizing its importance for professional communication. It outlines key components of an email, including the email address, subject line, salutation, body, and sign-off, along with tips for effective writing. Additionally, it includes sample emails for various contexts such as informal communication, formal inquiries, and official notifications.

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28 views9 pages

Email Writing

The document provides a comprehensive guide on email writing, emphasizing its importance for professional communication. It outlines key components of an email, including the email address, subject line, salutation, body, and sign-off, along with tips for effective writing. Additionally, it includes sample emails for various contexts such as informal communication, formal inquiries, and official notifications.

Uploaded by

radhikachopda239
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Email Writing

Email stands for electronic mail and is a method of sending,


receiving, and producing information over the Internet through an
electronic communication system. Emails are generally used to
communicate for official purposes. It is the most popular mode of
communication since it is the cheapest and it takes less time.

Format of Email Writing


Email writing is an effective way of professional
communication. It is not necessary to get people to respond to your
emails if they do not feel interested in your message or proposal. This
is exactly the reason why you should learn email writing should be
good. Be specific. The best email communication is the one that is
easy and straightforward.

1. Email Address- Make sure you type in the exact email id of the
receiver to whom you are sending. Always cross-check before
sending because even an unwanted full stop can land your
email at the wrong address.
2. Subject Line- The Subject line is the next most essential factor
that should be considered because that is the first thing anyone
receiving the email would see. It is also the determining factor
if the receiver would want to open the mail.
3. Salutation- See that your Salutation or Greeting is suitable for
the receivers.
4. Body- The Body of the email states what the email is all about.
Be very clear with what you want your receiver to know. Make
sure you jotted down everything you want to convey drafted in
simple terms. It should very simple, short, and easy.
5. Sign off the email on a humble note. You can write ‘Thanks &
Regards’ or ‘Warm Regards’. The closing should be good and
hopeful so that the receiver wants to respond.
Email writing template

To - Recipient's email id
CC - Other people receiving the email with visible email ids
BCC - Other people receiving the email with hidden email id
Subject - The title of the Email with a phrase/one line regarding the
main purpose.
Greeting - Words like Hello. Hi, respected before the recipient’s
name.
Main body - Introduction
Ending - End with a concluding line
Attachments - Attach your documents and let the recipient know
Signature - Phrases like Thanks, Regards, and your name under it. You
can add a designation if necessary.

Tips for email writing


Stay updated and avoid using old letter writing formats. There is no
requirement for mentioning dates when practicing electronic modes
of communication.
Formal emails can have indirect questions instead of direct ones.
Always hold your tone politely.
Formal complaints should be eloquent but without losing the nature
of professionalism.

Email Writing Format Samples


Here are some sample emails to make your understanding better of
how to write an email in the best possible way.

Sample 1: Informal Email Writing Format

1. Topic- An email expressing your appreciation

To- Recipient’s email address

Subject: Congratulations! Dear (Name),

My heartfelt congratulations to you. I was glad to see your name on


the merit list. All your hard work was definitely not in vain. I bet
everyone at home is so proud of you.

You have truly made the family proud, and I am happy that you
would get to take up the course in architecture that you were
dreaming of. I am waiting to meet you in person to convey all my love
and appreciation.

Convey my regards to my uncle, aunt, and grandpa.

Regards,

Your name
2. Topic- Email about your trip

To- Recipient’s mail id

Subject: About my trip

My dear (Name),

I am very excited to write to you about the long tour which we are
planning along with my parents. We will be leaving on the 29th of
this month.

We will be away for three months. We are going to Chennai for an


official meeting which my father has to attend. We would then be
traveling to Bangalore to visit our cousins. We would stay there for a
month. After that, we would be going to Hyderabad. It has always
been my dream to visit Char Minar in Hyderabad at least once in my
lifetime, and my parents have finally agreed to take me there. I will
definitely write to you all about my trip – all the different places we
visit, the variety of food we eat and the people we meet.

It would have been even more special if you had come along with
me. We will make sure we plan out a trip once I am back home.

With best wishes,

Your name
Sample 2: Formal Email Writing Format

3. Topic- Email on seeking information regarding course details

To- Recipient’s mail id

Subject: Regarding Course Details

Dear Sir,

I have passed the B.Sc. degree examination with Electronics as the


main subject. I intend to have a course in Computer Science and
would like to know the details of the courses taught at your
institution. Could you please send me a copy of your brochure?

Yours faithfully,

Your name

4. Topic- Email on introducing a new employee to your team

To- Recipient’s mail id


Subject: Meet the New Customer Service Representative
Dear Team,

I am pleased to introduce you to (Name), who is starting today as our


Customer Service Representative. She will be providing technical
support and assistance to our users and making sure they enjoy the
best experience with our products.

Feel free to greet (Name) in person and congratulate her on the new
role!

Best regards,
Your name
Designation

5. Topic- Email on official intimation of your resignation

To- Recipient’s mail id

Subject: Resignation

Dear Sir/Ma’am,

I am planning to pursue my higher studies in the coming academic


year, and hence I would like to inform you of my intention to resign
from the post of (Designation) at (Name of the Institution), effective
three months from now.

I appreciate the opportunities for growth and development you have


provided during my association with (Name of the Institution). It was
indeed a privilege working here, and it was a valuable work
experience, which has helped me grow personally and professionally
to a great extent.
Please accept this letter as the formal intimation of my resignation.

Thank you for your guidance and support.

Yours sincerely,

Your name

6. Topic- Email Writing Format for Resignation

To- Recipient email id

Cc:

Bcc:

Subject: Resignation Letter

Dear Sir,

I’m sending you this email to let you know that I’m quitting the
company. According to business policy, I must provide a month’s
notice before leaving. I’m hoping you’ll be able to find a suitable
candidate for this position within this time frame. I am grateful for
the chances you have provided for me to grow. Best wishes for the
future for you and the organization.

Please let me know what to expect in terms of my final work


schedule and employee benefits. It would be an honor to assist with
the foregoing.

Waiting for your response.

Thanks and Regards


(Your name)
(Designation name)

Sample 3: Email Writing for Students

7. Topic- Email 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

8. Topic- Email to inform your classmates regarding Science


Exhibition

To- Recipient email id


Cc:
Bcc:
Subject: Regarding Science Project
Dear Bindi,

I hope you are feeling better. I am writing to inform you that our
school is conducting a science exhibition. I request everyone to
participate in the exhibition, those willing to participate shall provide
their name latest by the 30th of this month.

Thanks & Regards,


(Your name)
Class Representative
Class-12 (Science)
XYZ Higher Secondary School

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