Email Writing: Format, Examples, Tips and More

Email Writing: Email, also known as electronic mail, 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.

This article presents the email writing format for classes 10 and 12. Students can also find attached examples of formal and informal email writing. Know the important tips and tricks for writing a good email.

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Types of Emails 

Emails are basically classified into two types: formal and 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. 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.

Apart from this, emails are written for multiple reasons and can be classified on the basis of their objectives, as well. Promotional emails are sent by brands to promote their products, services, discounts, festive celebrations, etc to their customers. Newsletter emails consist of newsletters sent by brands, media companies, and multiple websites that you must have subscribed to. Order emails are sent by your e-commerce websites, such as Myntra, Amazon, etc. that keep informing you about your order status and requests. Survey emails are used to conduct surveys. Here, people are asked to answer the questions presented in the email or the form and submit them within the deadline. The list goes on and on; emails are written worldwide for various reasons.

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What is 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. Email writing can be an easy task if you get the hang of it. 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 learned by students.

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.

To Recipient’s email address- Enter the correct mail address of the recipient.

Date- Enter the date on which the mail is to be sent.

From Sender’s email address- Enter your email address.

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. Make sure to complete the Email Body in the below given format 

• Introduction
• Main Body
• Conclusion

Formal Closing Phrase- Yours Sincerely, Thank You, Yours Faithfully, Best Regards

Sign Off/ Signature Line- Bid goodbye to the recipient at the end.

Email Writing Examples for Class 12

Suppose you are the Head Manager of your Office, XYZ 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.

Email Writing Examples for Class 10

Write an email to the Admission Officer of Indraprastha International College for Women, asking him/her about the information on the admission process, fees, hostel facility, and eligibility criteria for your course.

Informal Email Writing Example

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

Tips for Email Writing

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 it

Topics for Email Writing

Emails can be written on a variety of things, the most commonly known reasons have been jotted down below:

• Resignation Mail
• Write a mail about leave for one day
• To ask for information regarding colleges, admissions, reservation confirmation, internship opportunity
• Change in school timings
• Inter-house, Inter-school competitions
• Announcement of the winner of any school competition
• Congratulations letter, to congratulate someone on their achievement
• Emails about cleanliness drive, plantation programs in school
• Joining of a new employee mail
• Giving life updates to someone close
• Writing to a friend about your achievement

Emails are composed, sent, and received through mediums such as google mail, Outlook, Yahoo, iCloud, Zoho, etc. There are multiple mail service providers available worldwide. Students can always use these online providers to practice email writing. Also, it is important for students to learn professional email writing. It can seem difficult initially, but once you catch the formal tone, it can be quite easy to write.

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