An email is the source to collect or gather information via electronic communication system. Here we will discuss about email writing with examples and how to write a formal and an informal email. The learners will understand how to write an email with example.
What is Email?
Email stands for electronic mail. It is most popular and preferable means of communication because it is cheaper and faster among all other ways of communication. It is used as formal, semi-formal and informal ways of expression or writing.
Categories of email writing.
In today’s era, email is the most common way to communicate to one- another. Email writing has been divided into three categories. These are as follows:-
- Formal email
- Semi-formal email
- Informal email
When we write an email for business purpose, it will come under the category of formal email. Formal emails will be written to government departments, school authorities or to any other offices. The tone of formal email is casual.
Semi- formal Email
It is an email written to colleague or a team- mate, comes under the category of semi-formal email. The tone of semi-formal email is simple and friendly.
An informal email is written to family, relatives or friends. The tone of informal email should be emotional. There is no any particular rule for writing an Informal email.
Read this also– Essay writing in English
What is an effective email writing?
Email writing is a medium to convey our ideas or thoughts to the receiver of an email. An effective email writing must be clear and understandable to the receiver. It has the property of clarity of statement, required solutions, and simple language.
Format of email writing
Format of email writing is a very important part. Each category of email has similar format. Though the selection of words and language may be differ according to each category of email.
The format of email writing is given below.
From: Sender’s address
To: Receiver’s address
Cc: Other concerned person with a visible email id.
Bcc: Other concerned person with an invisible email id.
Subject: Reason for writing email
Greeting/ Salutation: Display your respect toward the receiver of email. (Such as ‘Dear Sir’, Hey, Hello’ etc.)
Main body: It shows content of the email. It is generally divided into three parts.
- Matter in detail
Closing line: Show your gratitude with the word like ‘Thank you’.
Attachment: Attach reference file (If any).
Signature: Sender’s name and contact details.
Best steps for writing email
Every email has same basic structure: subject line, greeting, email body and closing line. But there is a right way and standard to use these four steps. Here I am sharing about four steps to write a perfect email.
The four steps for writing email are as follows:-
- Subject line
- Greetings/ Openers
- Body of email
- Closing line
It is the most important part of email writing. It tells about body of email. If you want to build a professional relationship with someone then subject line should be attractive so, the recipient of email will open it and go through the whole part of particular email. On the other hand, a poorly crafted or generic subject line goes into spam folder of email.
It is the most essential part of email writing. It takes the recipient’s attention towards sender’s sent email. ‘Hi’, this greeting is a winner. There are some other words are used by people in the part of greeting of email writing like: ‘Hello’ ,’Dear (with recipient’s name)’ , ‘Dear Sir/ Ma’am’ , ‘To whom it may concern’, ‘Welcome’.
Body of email
Body of email tells about the whole matter what the sender of email writing wants to convey through his email. It must have clear and specific purpose. It is divided into three parts: Introduction, matter of the body and conclusion.
‘Introduction‘ tells about a little information regarding content of an email.
‘Matter of body’ shows clear and whole statements. It tells about main purpose of email writing.
‘Conclusion‘ summaries the whole body part.
“The thing is well when end is well”. Remember this line. As you start an email writing with a greeting so, while closing this you must give a better closing line. It means in the last of email writing, show your gratitude towards the recipient of email. You can use different words in closing line, like: ‘Thank you’, ‘take care’, ‘all the best’, ‘regards’, ‘best wishes’.
Email writing with examples
Formal email writing with an example
■ Write an email to the HR of a company for applying a suitable job.
To: (Sender’s email address)
Subject: For applying a suitable job.
I am Pankaj Kumar from New Delhi. In yesterday’s newspaper, I have seen a job opportunity in your reputated company for the post of a Chartered Accountant.
I am eagerly waiting for your positive response.
Kindly go through my resume that has been attached below in this email.
Attachment: (Attach your curriculum vitae)
Informal Email writing with an example
■ Write an email to inform your friend about interschool basketball competition.
To: (Email id of your friend)
Subject: Interschool Basketball Competition.
This is to inform you that an Interschool basketball competition is going to held on September 07, 2020 from 8:00 am in our school’s basketball court.
You must take participation in basketball competition so our school can be winner in interschool basketball competition.
Thank you so much,
Do’s and don’ts in email writing
You must know what should be done by you and similarly what should not be done by you while writing an email. I am sharing some points to tell you about do’s and don’ts in an email writing.
Do’s in email writing
● Share correct information.
● Make clear points about Information.
● Use attachment as flowchart, graphs, documents or other files.
● Use correct grammar and spelling.
● Be kind and humble while writing an email.
● Focus on your writing.
● Convey your ideas and thoughts in a positive way.
● Use simple and casual tone.
Don’ts in email writing
● Do not use coloured fonts or different font styles.
● Do not write email without a correct format.
● Do not write an email in an unpleasant way.
● Do not write a long email.
● Do not use only capital letter.
● Do not be rude while writing an email.
Email writing topics
Here I am sharing some email writing topics. You can practice email writing with these topics.
1- Write an email to your Principal asking to go on a school trip.
2- Write an email to the head of publication house requesting him to allow you to write a book and publish it from his publication house.
3- Write an email to the editor of ‘The Times of India’ to inquire about current status of Coronavirus.
4- Write an email to the power corporation house of Uttar Pradesh requesting to supply light in your city.
5- Write an email to Godaddy sharing your feedback for a purchased domain and hosting.
Now-a-days, Email writing is being used by people frequently. You must know how to write it and I hope this article is useful and understandable to learn about email writing with examples.
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