CBSE / NCERT English Writing Skill :Email writing types, format, sample, example with detailed description about steps how to write an email. Students must explore for the better under standing of the topic.
What is an Email ?
Email Writing is the process of composing a message to be sent electronically via email. It is a key form of communication in both professional and personal contexts.
Email Writing types of Email
There are two types of Email:
- Formal Email
- Informal Email
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. .
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.
Email Writing characteristics
- Email writing involves deciding the purpose of your message.
- Then, you write the message clearly.
- Finally, you send the email to the right person.
- Emails should be short and to the point.
- Include only the important and relevant information.
- The format, tone, and structure of an email can vary depending on the audience, purpose, and level of formality.
Email Writing Steps to write an email
There are following steps that can be taken for writing an effective email :
STEP 1- Start with a Clear Subject Line
- The subject line gives the recipient an idea of the email’s content.
- Keep it short, clear, and to the point.
- Example: Meeting Reminder, Follow-up on Project Proposal, Request for Information.
STEP 2- Use a Proper Salutation
- Address the recipient formally or informally depending on the relationship.
- Common examples:
- Formal: Dear Mr. Smith, Dear Dr. Jones, Hello Ms. Brown.
- Informal: Hi John, Hello Sarah.
STEP 3- Write the Body of the Email
- Introduction: Start with a friendly greeting and a brief introduction (if needed).
- Example: I hope you are doing well.
- Purpose/Message: State the main purpose of the email clearly. Be concise but detailed enough for the recipient to understand your request or message.
- Example: I am writing to follow up on the proposal I sent last week or I would like to inquire about the meeting time for tomorrow.
- Details: If necessary, include additional details or context to clarify your message.
- Example: As discussed in our previous meeting, I am attaching the updated report for your review.
STEP 4- Close the Email
- Use a closing phrase that suits the tone of the email.
- Formal Closures:
- Best regards, Sincerely, Yours faithfully.
- Informal Closures:
- Best, Cheers, Thanks, Take care.
STEP 5- Add a Signature (If Necessary)
- For professional emails, it’s important to add your signature, especially if you’re introducing yourself to someone you don’t know.
Some tips to write effective emails
- Use courteous language, especially if the email is formal or business-related.
- Avoid slang and keep the tone appropriate to the relationship.
- Keep your message focused and avoid unnecessary details.
- Match the tone to the recipient and context. Keep it friendly for informal emails and professional for business communication.
- Always check for typos or grammatical errors before sending.
- Break the email into paragraphs for easier reading.
Email Writing format
There are following elements of format of an email:
| From: Your email address |
| To: Recipient’s email address |
| Cc: In email, “CC” stands for “carbon copy.” It’s used to send a copy of the email to someone other than the primary recipient(s), typically for informational purposes. |
| Bcc: BCC stands for “Blind Carbon Copy.” When you add someone to the BCC field of an email, the recipients in the “To” and “CC” fields won’t see that person’s email address. It’s often used when you want to include someone in the conversation without letting others know. |
| Subject: Concise and informative subject line |
| Salutation: Use appropriate titles (Mr., Ms., Dr., etc.) and the recipient’s name if known. Body: Clear and concise message with proper grammar and punctuation. Closing Salutation: Polite closing (e.g., Regards, Sincerely) followed by your name. Signature: Include your full name |
Email Writing Examples
Question –Imagine you are Abhijeet/Abhilasha, the Head Manager at ABC Pvt Ltd. Write an email to inform your employees about the change in office timings for the monsoon season, due to heavy traffic in the city.
Answer –
| From: abhi.abcpvtltd@gmail.com |
| To: team.abc@gmail.com |
| Cc: |
| Bcc: |
| Subject: Modification of office timing |
| Hello Team, This is to inform you that the entire team at Top Management has decided to revise the office timings for the entire monsoon season. This decision has been made in consideration of all the employees traveling from farther distance for office daily. The city has bad traffic conditions in monsoon which makes it difficult for employees to reach office on time. Thus, the office timings have been changed from 10:30 AM to 6:30 PM. This will be in effect from tomorrow, ie, 25th July 2023. We look forward to your cooperation and support to other staff members. Thanks & Regards Abhijeet Head Manager ABC Pvt Ltd |