Etiquette for
E- mail & Letter Writing
Format in Formal Mails
•Subject
•Opening Salutation
•Greetings
•Opening Line with the body of the Email
•Closing line
•Closing Salutation
•Writer's credentials
Formal Mails
Subject: KISS
• Should not exceed 3-4 words
• Should not be Narrative (To/Ing/ed)
• Should not contain negative words, dates, days, problems, reasons
Opening Salutation: College Scenarios
• Dear/Respected (Write any one) Sir- If the recipient is a male
• Dear/Respected (Write any one) Madam- If the recipient is a female
• Dear/Respected Sir/ Madam- If the recipient's gender is not known
Greetings:
• Greetings for the day!
• Greetings of the day!
• Greetings!
Formal Mails
Opening Line : Preview of the purpose of the mail ( Never start with your Introduction like I am Ram, Myself Ram, My
name is Ram when you are closing the mail with writer's credentials. "It duplicates“
• This is with reference to the above subject,
• With reference to the above subject,
• This is to bring to your notice...... ( if the mail is an intimation)
• I am writing this mail to request for .....
Closing Line:
•Thank you for your consideration
•Thank you for your immediate action.
•Looking forward to hearing from you.
Closing Salutation:
•Warm Regards- Formal and for writing to Higher officials / designation
•Best Regards- Formal and for writing to Higher officials / designation
•Regards- Formal and for writing to colleagues or of the same designation
•Thanks and Regards - Semi Formal
Writer's credentials:
•Students: Name with Roll no, Branch and Section
•Officials: Name with Designation and company Name
Body of the Mail
▪ Remember that Conversational English is different from the Written Language.
▪ Wise choice of words is vital in Email writing.
▪ The entire mail has to be left aligned and not right or center aligned. Avoid coloring the text. It is Informal
▪ Never converse in mail and write exactly to the point.
▪ Never write Madam or Sir in the body of the mail as it sounds conversational. Once typed in Opening salutation as " Dear Sir/ Dear Madam" shall not be repeated
again.
▪ Avoid using Just/Actually/Basically/Hopefully/statistically/Fine/ No problem/No issues
▪ Avoid Jargons and Informal contractions
▪ Never ask questions in email instead request for the information.
Example: Could you please tell me the date of Examination?
Request you to confirm the date of Examination.
▪ Note that the paragraph in an email should not exceed 3 lines. If there are 5 lines in your mail divide it into 2 paragraphs as 3 lines in 1st paragraph and 2 lines in the
Second one.
▪ If you wish to write about multiple details which is vital for reader's focus, never write that in the body of the mail, instead write it in the following paragraphs as
below:
Example: Request you to find the details of the event as stated below:
• Name of the event: Wonder Bars
• Date and time: June 20, 2021 between 9am-5pm
• Venue: GHRCE College Auditorium
• Last date of registration: June 18, 2021
Mail script post a phone call:
Dear Sir,
This is further to our discussion over phone on my TAE submission, the attached is my work as instructed by you.
Warm Regards
Words/Phrases to be replaced
Informal Formal
I want to/ I need to I request you to
I'm sorry for my mistake I apologize / I regret for my mistake
No/ Not/Non-
∙ I am not able to submit ∙ I am unable to submit
∙ I have not received ∙ I am yet to receive
Can/ Will/ Should Could/ Would/Shall
(because of) medical reasons (due to/ on account of) medical reasons
Kindly/ Humbly/ please allow me two more days Request you to allow me two more days
I want to tell you that.... I wish to inform you that....
It was raining when I came(That's why) I was late I was late (as) it was raining when I left.
I won't be able to attend the sessions because of I 'll be unable to attend the sessions due to
∙ Hope you will do the needful ∙ Thank you for your immediate action.
∙ Kindly do the needful ∙ Looking forward to hearing from you.
∙ Awaiting your response ∙ Thank you for your consideration
∙ Please accept my request
Letter Writing Format- College Scenario (Internal)
The Dean
First Year Engineering Receiver
G.H. Raisoni College of Engineering
Nagpur
Date : January 10, 2021 Date
Sub: Subject
Respected Sir/Madam, Opening Salutation
This is with reference to the above subject, I, the undersigned,
--------------------------------------------------------------------------------------------------------------------
----------------------------
----------------------------------------------------------------------------------------------------------------
Thank you for your consideration Closing line
Closing Salutation:
Yours sincerely (If you know the person to whom you are writing)
Yours faithfully (If you donot know the person to whom you are writing)
Letter Writing Format- College Scenario (External )
Your Name Sender
Name of your college
Nagpur
Date : January 10, 2021 Date
The Principal Receiver
M.D.M College of Engineering
Nagpur
Sub: Subject
Respected Sir/Madam, Opening Salutation
This is with reference to the above subject, I, the undersigned,
------------------------------------------------------------------------------------------------------------------------------------------------
Looking forward to welcoming you Closing line
Closing Salutation:
Yours sincerely (If you know the person to whom you are writing)
Yours faithfully (If you donot know the person to whom you are writing)
Name , College, designation with signature Writer’s credential
Rubrics for Email Writing
Description 2 Marks 1.5 Marks 1 Mark 0.5 Mark
Format is correct, including One of the following parts is Two of the following parts are Three of the following parts are
Format
your address, date, inside incorrectly formatted: your incorrectly formatted: your incorrectly formatted: your
address, salutation, body, address, date, inside address, address, date, inside address, address, date, inside address,
closing, and signature. salutation, body, closing, and salutation, body, closing, and salutation, body, closing, and
signature. signature. signature.
Body includes at least three Missing one component from Missing two components from Missing three or more
Body (Content)
complete paragraphs. A clear the following: at least three the following: at least three components from the following:
purpose is clearly stated and complete paragraphs, clearly complete paragraphs, at least three complete
conveyed to the reader. stated purpose clearly stated purpose paragraphs,
clearly stated purpose
Grammar and Spelling
Grammar and spelling are Grammar and/or spelling Several errors in grammar Many errors in grammar and/or
correct. errors are minimal and/or spelling spelling
Language of conversation Lacks complete formal writing
Language is formal and Language is semi formal at few English were observed language
Language
appropriate. places
The letter is free of redundant The letter contains no more The letter contains more more The letter contains so much
Conciseness
and/or superfluous wording. than two cases of redundant than two cases of redundant redundant and/or superfluous
and/or superflous wording. and/or superflous wording, but information that the message
they do not distract from the is weakened.
message.
