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94 views3 pages

email writing

Uploaded by

yashaswinipooja26
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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How to Write an Email?

Email writing is an essential part of professional communication. It is not easy to get people
to respond to your emails if they do not feel interested in your message or proposal. This is
exactly the reason why you should learn to write good emails. Be bold. Get to the point right
away. The best email communication is the one that is simple and clear.
There are a few tips you have to keep in mind when you sit down to write emails. Emails can
be casual or professional, just like informal and formal letters. The format of the email
changes according to the kind of email you are writing. However, accurate grammar and
spelling are aspects that are to be taken seriously.
When you start writing an email,

 Make sure you type in the right email ID. Always check with the receiver for the
exact email address because even a full stop that is not part of the email address can
land your email with the wrong person, or the mail would simply bounce.
 The Subject line is the next most important factor you should carefully consider
because that is the first thing anyone receiving the email would see. It also determines
if the receiver would want to open the mail. ‘The from line is what recipients use to
determine whether to delete an email. The subject line is what motivates people to
actually open the email.’ said Loren McDonald. Spend double the time you spend on
drafting the body to draft the subject.
 See to it that your Salutation or Greeting is appropriate to the receiver/s. The
greeting builds a rapport.
 The Body of the email states what the email is about. Be clear with what you want
your receiver to know. Make sure you have everything you want to convey drafted in
simple terms. Do not use colloquial language or long unwinding sentences. Try not to
repeat words or use cliched terms. Make your message positive, even if you’re turning
down an offer. If you have to follow, do it before they remind you to. Keep it short.
Use standard font style and size. Do a final spelling/grammar check/proofread.
 Finally, Sign off the email on a polite note and proofread it before hitting send. The
closing should feel genuine; only then will the receiver want to respond.

Email Writing Format Samples


Here are some sample emails that will help you understand how to write an email in the best
possible way.

Informal Email Writing Format Samples


Email Expressing Your Appreciation
To: Recipient’s email address
Subject: Congratulations!
Dear (Name),
My heartfelt congratulations to you. I was glad to see your name on the merit list. All your
efforts were definitely not in vain. I bet everyone at home is so proud of you.
You have truly honoured the family name, and I am happy that you would get to take up the
course in architecture that you had been waiting for. I am waiting to meet you in person to
convey all my love and appreciation.
Convey my regards to uncle, aunty and grandpa.
Regards,
Your name
Email about Your Trip
To: Recipient’s email ID
Subject: About my trip
My dear (Name),
I am very excited to write to you about the long tour I will be going on along with my
parents. We will be leaving on the 25th.
We will be away for three months. We are going to San Francisco for an official meeting my
father has to attend. We would then be travelling to New York to visit our cousins. We would
stay there for a month. After that, we will be going to Paris. It has always been my dream to
visit Paris at least once in my lifetime, and my parents have finally agreed to take me there. I
will definitely write to you all about my trip – all the different places we visit, the variety of
food we eat and the people we meet.
It would have been even more special if you had come along with me. We will make sure we
plan out a trip once I am back home.
With best wishes,
Your name

Formal Email Writing Format Samples


Email on Seeking Information Regarding Course Details
To: Recipient’s email ID
Subject: Regarding Course Details
Dear Sir,
I have passed the B.Sc. degree examination with Electronics as the main subject. I intend to
have a course in Computer Science and would like to know the details of the courses taught
at your institution. Could you please send me a copy of your prospectus?
Yours faithfully,
Your name
Email on Introducing a New Employee to Your Team
To: Recipient’s email ID
Subject: Meet the New Customer Service Representative
Dear Team,
I am pleased to introduce you to (Name), who is starting today as our Customer Service
Representative. She will be providing technical support and assistance to our users and
making sure they enjoy the best experience with our products.
Feel free to greet (Name) in person and congratulate her on the new role!
Best regards,
Your name
Designation
Email on Official Intimation of Your Resignation
To: Recipient’s email ID
Subject: Resignation
Dear Sir/Ma’am,
I am planning to pursue my higher studies in the coming academic year, and hence I would
like to inform you of my intention to resign from the post of (Designation) at (Name of the
Institution), effective three months from now.
I appreciate the opportunities for growth and development you have provided during my
association with (Name of the Institution). It was indeed a privilege working here, and it was
a valuable work experience which has helped me grow personally and professionally to a
great extent.
Please accept this letter as the formal intimation of my resignation.
Thank you for your guidance and support.
Yours sincerely,
Your name

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