E MAIL 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.

E-mail, also known as Electronic Mail is a method of exchanging digital messages across internet or
other computer networks. It is the quickest way to communicate in writing.

Guidelines for an E-Mail Writing format

1. Always fill in the subject line with a topic that gives a clue about the content.
2. Put your main point in the opening sentence.
3. Never begin a message with a vague ‘This’—as in “This needs to be done by 5:00.” Always
specify what you’re writing about.
4. The content should not be typed in all capital letters (no shouting!) or all lower-case letters,
either.
5. Textspeak should be avoided, (no acronyms or abbreviations)
6. Proof read and edit the message before sending.
7. Be brief and polite. If your message runs longer than two or three short paragraphs, then,
either the message should be reduced or an attachment should be made.

Important Points for an E-Mail

1. While writing an e-mail, the first column that has to be filled is ‘To’. Here, the e-mail ‘ address
of the receiver is written.
2. In the ‘Cc’and ‘Bcc’ column the e-mail addresses of any other persons to whom e-mail has to
be sent, is written. However, if e-mail has to be sent to one person only then the ‘Cc’ and ‘Bcc’
columns are to be ignored.
3. In the subject column, a clue to the content is written. It need not be a complete sentence.
However, it should be brief.
4. Salutation includes the first name of the receiver in case of an informal message and ‘Dear
Sir/Madam’, in case of a formal message.
5. The body should start with a pleasant opening statement or a greeting. The message written
should be clear and polite. Words like ‘Please’ and ‘Thanh you’ should be used. Each main
idea should be in a separate paragraph. Complete sentences should be used. (SMS language
should be avoided)
6. The main content should not be more than 2 or 3 paragraphs. If it is too big, then attachments
can be made.
7. After proofreading the letter, it can be sent by hitting the send button.

Dos and Don’ts about E-Mail:

Dos

 Use an informative subject line.

 Write the most important information first.
 Use number and bullets to make the message clearer.

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  Use simple grammar and language.
 Write short sentences.
 Use separate paragraphs.

Don’ts

 Write about irrelevant issues.

 Give personal information that you don’t want someone else to know,
 Use capital letters to write whole words as in emails, this is considered shouting
 Use different fonts (the recipient’s computer may not be compatible).
 Use Italics.
 Use exclamation marks.
 Use incomprehensible abbreviations, acronyms and smileys.

Email or e-mail is an electronic letter sent through the internet. But for the format it is just like a
letter. We give some examples of email writing format which may help you.

To Friends

Q1) Write an e-mail to your cousin advising him how to use the internet. You can use the hints given
below :

Answer:

Date : 3 March 20xx

From : shankar

Subject: Using internet

To : kishu23@[Link]

Dear Kishu
I have heard about your love for internet. I agree that it is a very important and useful source of increasing
our knowledge. However, I am afraid. We, the students treat it mostly for fun and entertainment. Not only
this, we use it for giving all information about ourselves. When we do so, we are inviting trouble. I would
suggest you that it should be used very [Link] it a point never to use the internet without
informing your parents about what you intend to do. Second, it is very likely that you develop some sort of
intimacy with some people while talking to them on the internet. Do not accept their invitation to meet you
face to face. Personal information like your password or your bank account number are not the things of
public use. Never disclose them. With regards.

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Yours sincerely
Shankar

Q2) Write an e-mail to your friend giving him some tips telling him how to fight global warming.

Answer:

Date : 3 March 20xx

From : roshni@[Link]

Subject : How to fight global warming

To : rishi@[Link]

Dear Rishi
In your mail, I found you very anxious about the problem of global warming. I have some ideas about how
to fight [Link] warming means the warming of the earth’s atmosphere. We must take steps to stop
doing things which contribute to this warming. First, we must at once replace our electric bulbs with CFL
because the latter gives out lesser heat. We must use only energy efficient appliances like pressure
cooker while cooking. We should use washing machine or dishwasher only when they can be used to
their full capacity. We should plant as many trees as [Link] smoke from vehicles causes a lot of
warming. Private vehicles should therefore be avoided. Public transport is the best way out.
Regards
Yours sincerely
Roshni

Q3) Write an e-mail to the editor of The Indian Express in about 100 words on the issue of the
indiscriminate cutting of trees.

Answer:

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Date : 3 March 20xx

From : ajay@[Link]

To : editorindianexpress@[Link]

Subject : Value of trees

Dear Sir
Trees and plants have a vital role in our lives. In truth, life is possible because the trees are there. They
provide us with oxygen which is essential for our life. Besides, they also add to the scenic beauty. The
green areas of the city are called its lungs. They control the atmospheric [Link] summer, the trees
give us comfortable shade. In winter, they supply us wood for fire which keeps us warm. During the rains,
trees prevent soil erosion. The rain washes the fertilizing layer of the soil downhill. The roots of the trees
bind the soil and landslides are prevented. The trees supply us timber which is essential for making
houses and its furniture. Birds and even some animals get their food and shelter from the trees. The
same trees provide human beings with fruits and herbs. So through your newspaper I ask the people and
authorities to stop this indiscriminate cutting of the trees.
Yours sincerely
Ajay

Q4) Write an e-mail to the editor of a newspaper regarding the poor conditions of the government hospitals in
Kolkcrta. Give your suggestions for improvement.

Answer:

Date : 3 March 20xx

To : [Link]

From : amit@[Link]

Subject: The government hospitals

Dear Sir
Please permit me to bring to light the poor conditions of the government hospitals in Kolkata. Take the

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case of Lake city accident. Three people had been injured. I had to go there as I happened to know one
of them. When the victims reached the hospital, no nurse or doctor could come to see them for about half
an hour. They were admitted only after the doctor had seen them. Thankfully, the beds were also
available at that time. But they were very dirty. This room had ten beds. Each of them was occupied by a
patient and surrounded by at least six people more. Nobody was asking these well-wishers to leave the
room. The doctor prescribed some medicines for my friend. I was told that the hospital didn’t have them.
The behaviour of the nurses was also rude.I would request the government to appoint more doctors and
create more space for the patients. The medicines should be available in the hospital. Above all, one
officer must be deputed to stop the corrupt and careless practices.
Yours sincerely
Amit

Q5) In the recent election campaign, political leaders hurt abusing language for the rival candidates.
As a responsible citizen, you felt hurt at this wrong practice. Write a letter to the editor of a
newspaper to express your feelings.

Answer:
To: editor@[Link]
Cc: Desgray@[Link]
Subject: Misuse of political freedom

Dear sir,
Through these columns of your esteemed newspaper, I wish to draw the attention of our public
leaders towards their nasty practice of abusing each other. Whenever an election comes, they
indulge in personal attacks during the campaign. This is being observed in this election also. In
public speeches and rallies, they use dirty words to criticize their rivals. This harms the social
harmony. True, we have freedom of expression in our democracy. But stead of misusing it, the
leaders should present criticism, raise the right issues, and educate the public. I hope the
concerned people will understand the value of public morality.

Yours faithfully,
Deshraj

…………………………………………………………………………………………………………………..

Q6) You are the owner of Deepti book house in Kamla Nagar, Delhi. Place on order for 1000 copies
of NTSE book of Vinay Publication and request them to supply the books at the earliest.

Answer:
To: vinaypub@[Link]
Subject: Order for 1000 copies of NTSE books
Respected Sir/Madam,

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As per our discussion over the phone, I would like to place an order for 1000 copies of NTSE books
in Education with your publication house.

We would like to have delivery at the earliest so please let us know till when you would be able to
dis patch our order. Regarding the payment schedule, it would be made in complete as soon as the
order is – successfully dispatched as already discussed in our last conversation.

Hoping for a pleasant and long business relationship with you.

Thanks and regards

Mr. Sudhir Gupta
Deepti Book House, Kamla Nagar
Mob: 09812367890