Email Writing

 An email, short for electronic mail, is a store and forward method of composing, sending, storing, and receiving messages over electronic communication systems. It is the quickest way to communicate in writing.

Style
Just like letters, emails can be formal or informal.

Companies, organizations, government departments, and offices use formal emails, which are written like formal letters for official communication.

 Informal emails are personal emails between friends, relatives, and, sometimes, acquaintances and are written in a friendly and conversational style.

Language
You should avoid using any contractions, abbreviations, and slang expressions in formal, business, or official emails. In personal emails, however, feel free to use contracted words. Conventions like greetings, salutations, leave-taking and closing remain more or less the same as in letter writing except that most email message significantly reduce them or sometimes even leave them out, especially in messages that run into the chain.

Remember the following points for effective email message:

·        Have a clearly stated subject line

·        Place priority information in the beginning

·        Be brief without being rude

·        Use the right tone – formal/informal

·        Have simple vocabulary, uncomplicated sentences, and paragraphs

·        Use correct grammar and spelling to avoid confusion

·        Be courteous

·        End with thanks / a line saying, you look forward to hearing from the recipient

·        Have a signature which may include position held/address/ phone number etc.

An effective email message must not

·        Be too long

·        Be all in capital letters. This is considered as ‘shouting’. However, some words may be capitalized for emphasis

·        Have very confidential or personal information that may fall into wrong hands and cause problems

·        Be forwarded or circulated unsolicited.

Carry attachments with viruses or malicious software in them.

 

 

Solved Example with Answer for

Write an e-mail to your friend requesting him to lend you his camera.

Answer:

Unfortunately, I broke my camera yesterday. I have sent it to be repaired but it won’t be back in time. Can you do a favour and lend me your camera? I assure you that I will take great care of it and return it as soon as we go back from the trip.

Regards

Name ………..

Suppose we need to write the invitation to a birthday party in the mail to your friends, then the sample would be:

To: (Email of the recipient)

CC/BCC: (If you need to add more recipient)

Subject: Invitation to a birthday party

Hi,

I hope this mail finds you in considerable time. I am very happy to invite you to my birthday party on Jan 03 at XYZ Hotel from 7:00 pm to 10:00 pm. The theme of the birthday party is ‘Cinderella”.

It would be excellent if you come and join us at the party. We will have a great time and fun together.

See You Soon

(Your Name)

Tips for Writing Email Letter Format

·         Stay up to date and do not use old letter writing formats. There is no need to mention a date when practicing electronic modes of communication. Put all your text left-aligned, rather than following older formats utilized for letters written on paper.

·         Always declare your request as clearly as possible, and supply it with a valid reason to make your case more powerful.

·         Formal emails frequently use indirect questions instead of direct ones

·         Formal complaints should be well worded, but without losing the nature of professionalism. While placing down your complaints, make sure your email does not end up looking tense or undignified. It is necessary to state the issues or events producing offense as clearly as possible, but also in brief.

·         Always hold your tone respectful and reassuring when dealing with complaints and grievances. At no point in your email, should you attack the sender with any counter-questions or lose the attitude of formality.

·         Convey happiness or excitement informal emails only with words and appropriate amounts of punctuation, like the occasional exclamation point.

Format of Email Writing

The email writing format is likewise for each of the categories. Though the selection of words and language varies depending upon the kind of email. One can employ friendly and casual writing in informal emails. The language utilized in formal emails should be professional, precise, and formal.

The Important steps for writing the email :

·         Subject Line

·         Salutation

·         Body of the mail

·         Signature

Email Writing Format Samples

The format is given here

From: Sender’s Mail id

To: Recipient’s Mail id

Cc: Other concerned person’s with visible email ids

Bcc: Other concerned person’s with invisible email ids

Subject: Reason for writing the mail

Greeting/Salutation: Display your respect (Such as Sir, Respected Sir)

Main Body: Content of the email

·         Introduction

·         Discuss the matter in detail

·         Conclusion

Closing line: Thank you for the consideration

Attachments: Attach reference files

Signature line: Name and contact details

 

       1          Email Writing Examples for Students

Writing an 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)