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I have a subject but no
classroom,
An address but no house,
You can write in me but
never with a pen.
Back to Agenda Page What am I?
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I AM AN EMAIL!
You guessed correctly!
Expository
Writing: The
Formal Email
Prepared by: Ms. A.
McKain
Language & Law Dept.
Ardenne High School
11:11PM
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Topics Covered
By the end of the lesson, students should
OBJECTIVES: be able to:
Remembering
✅ Define the term email and explain its basic purpose.
Understanding
✅ Identify and describe the parts of an email, including subject
line, greeting, body, and closing.
Analyzing
✅ Differentiate between the do’s and don’ts of writing a formal
email by analyzing sample emails.
Creating
✅ Compose a formal email in response to a given prompt,
demonstrating appropriate structure, tone, and content.
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WHAT IS AN
EMAIL?
An email (short for electronic mail) is a way
to send and receive messages over the
internet.
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WHY DO PEOPLE SEND
FORMAL EMAILS?
Professional use – Used widely in Examples:
schools, offices, and businesses for
formal communication i.e. Job Job Application letters
applications. Letters of Complaint
Requests for Formal meetings
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Information sharing – Distributing
files, links, updates, or documents
easily.
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Before sending an email,
one MUST have an email
adress
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Elements of An Email
The key elements of an email
typically include:
Salutation – The greeting (e.g., "Dear John," "Hello,"
Subject Line – A brief summary of the email's content; it or "Hi").
helps the recipient decide whether to open the email. Body – The main message content, often structured
Sender (From) – The email address or name of the person or
into paragraphs.
organization sending the message. Closing – A polite sign-off (e.g., "Best regards,"
"Sincerely").
Recipient (To) – The email address(es) of the main
Signature – Information about the sender, such as
recipient(s).
name, title, and contact info.
CC/BCC – "Carbon Copy" and "Blind Carbon Copy" fields for Attachments – Files included with the email, like
sending copies to others (BCC hides recipients from each PDFs, images, or documents.
other).
Date and Time – When the email was sent.
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DO’S AND DON’TS OF A
FORMAL EMAIL
Subject Tone and Language
Do: Be clear and specific (e.g., “Meeting Request for Project Review”) Do: Use polite, formal language. Check grammar and spelling.
Don’t: Leave it blank or write vague things like “Hi” or “Urgent” Don’t: Use abbreviations, contractions (like “can’t”), or text speak (like “u”
Salutation for “you”).
Closing
Do: Use a professional greeting (e.g., “Dear Mr. Smith,” or “To Whom It May
Do: Use a professional sign-off (e.g., “Sincerely,” “Best regards,”)
Concern”)
Don’t: Use casual phrases (e.g., “Cheers,” “Later,”)
Don’t: Use casual or overly familiar greetings (e.g., “Hey,” “Hiya,” or just the
Signature
name) Do: Include your full name, title, company (if applicable), and contact
Introduction information.
Do: Introduce yourself if the recipient doesn’t know you; mention the Don’t: Omit your identity or just use your first name unless it's an ongoing
purpose early. relationship.
Don’t: Dive into the details without context. Attachments (if any)
Body Do: Mention attached files in the body and ensure they are appropriately
Do: Keep it concise, organized, and focused on the purpose. Use paragraphs. named.
Back to Agenda Page Don’t: Ramble or include irrelevant information. Avoid using slang or Don’t: Attach files without explanation or with vague names like “[Link]”
emoticons.
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Let Us Focus
on the Body of
an Email
A formal email typically has three
paragraphs.
1. Introduction-Purpose for Writing
2. Additional information/Explanation
3 . Conclusion-Includes suggestions
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If You Were To Write
an Cover letter in an
email...
What would you include?
SAMPLE
COVER
LETTER
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Practice
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Exit Ticket
STUDENTS MUST BE ABLE TO VERBALLY
FULFILL ONE OF THE LESSON’S OBJECTIVES.
THANK YOU FOR
LISTENING
