Email Writing has secured an essential mode of communication today with the blessings of the internet. Email writing has become the substitute for letter writing in most personal and official communication. Formal and Informal Email writing formats and Examples have been discussed in the following with formal and informal email writing tips.
What is Email writing?
An email writing is a kind of letter writing that is sent to someone for communication via the internet using a mobile or computer. E-mail is also called electronic mail which can store and forward messages to several persons, groups, or organizations within seconds using the internet. When someone writes an email, he is called the Sender, and to whom he/she sends the email is called the Recipient. Both must have an email address (also called an “email id”). It looks like firstname.lastname@example.org / email@example.com.
Email Writing Format Examples
Email Writing format in English is divided into two sections. Address section and Body section. The address section consists of the recipient’s email id and the subject of the email. The body section consists of salutation, opening line, main content, closing line, complimentary closing, and sender’s name (signature). Let us check what an email looks like.
English Composition Resources:
The elements of an effective email writing format
- To: 1st Recipient’s email id
- Cc( Carbon copy): 2nd Recipient’s email id (if required)
- Bcc ( Blind carbon copy):3rd Recipient’s email id (if required)
- Subject Line: short and to the point subject regarding the content.
- Body Paragraph: The body is the main element of an email. It consists of a salutation, opening sentence, main content, closing line, complimentary closing, and Name of sender( signature).
- Salutation: Salutation should be written according to formal or informal emails.
The salutation of Formal Email
- Dear Sir / Madam,
- Respected Sir/Madam.
The salutation of Informal Email
- Dear Friend(name),
- Dear Mother,
- Dear Father,
- Dear(any relative),
- Good morning Mr.(last name),
- Dear Ms.(last name),
- Dear Mr.(last name).
- Good morning Mr.( last name),
- Hello Ms.(last name)
Opening Sentence of an email writing
The opening sentence is an important element in the body of an email. It is written according to the subject of the email.
- I hope you had a great start to the weak,
- I trust you are doing fine,
- I hope you are fine and frolicking,
- I hope this email finds you well.
- You will be glad to know that ………, etc.
The main part of the email for which the email is written. It should be written clearly and compactly.
After the main content, a closing sentence is written.
- I look forward to hearing from you soon,
- looking forward to a prompt response,
- I’d appreciate your prompt attention to this matter,
- please advise as necessary etc.
Complementary closing is added after the closing sentence according to formal and informal emails.
Complimentary Closing of Formal Email
- Thank you and regards,
- Best Regards,
- With Regards,
- Yours faithfully,
- Sincerely Yours,
Complimentary Closing of Informal Email
- Yours ever,
- yours truly,
- your loving son/daughter,
- best wishes,
- Have a pleasant day ahead,
- Sending you a positive vibe.
- Yours sincerely.
Name of sender( Signature)
The name of the sender is written at last.
Tips to improve the email writing
The following tips should be noted carefully to improve email writing skills.
Tips to Know:
- Use capital letters rarely
- Avoid using graphics
- Use simple and lucid language
- Write Recipient’s correct email id in the proper place
- Be polite and offensive language must not be used
- Follow the Correct Format
Formal and Informal Email Writing
Email is the most common and convenient method of contacting people and organizations within seconds around the world. It is an important mode of communication. There are two types of emails through which we can communicate with Offices and organizations and our relatives and friends.
- Formal Email Writing
- Informal Email Writing
Formal Email writing examples
These emails are written in formal, simple, and polite language. There follows a certain format. Such emails are written for official purposes to authorities, colleagues, seniors, etc.
1. Write an email to the Chairman of your municipality drawing his attention to the insanitary condition of your locality :
Cc:firstname.lastname@example.org (if required)
Subject: Attention to the insanitary condition.
I have the honor to draw your kind attention to the fact that heaps of garbage and rubbish have been lying accumulated in our area for days together. As a result, it has become a den of mosquitos and flies. An epidemic like malaria may break out at any moment. The municipality is quite indifferent to its removal.
Under the circumstances, you are requested to issue an order that the garbage may be removed immediately in the best interests of public health.
2. Study the following advertisement :
SIT & DRAW
An Art Contest (For Class VII, VIII & IX)
Organized by Brati Sangha, Suri, Birbhum
Suppose you want to participate in the contest. Now send an email to the Secretary, in response to their advertisement. Ask for the following information:
(i) Date, time, and venue, (ii) Eligibility for participation, (iii) Last date of submission of application, and (iv) Entry fee, if any.
Cc: email@example.com (if required)
Bcc: firstname.lastname@example.org(if required)
Subject: Asking for Information
In response to your advertisement in the Statesman dated 20-04-2022 for the art contest, I am writing this. I want to participate in the competition. I am 13 years old, and I read in class VIII.
Please inform me of the following:
(i) Date, time, and venue of the contest.
(ii) Eligibility for participation.
(iii) Last date for submission of application.
(iv) Entry fee, if any.
If you kindly inform me of the points, I shall be obliged to you.
3. Send an e-mail to Sunrise Furnishers Company canceling your order due to the failure of the supplier to deliver the required furniture. You are the Managing Director of RBT Public School.
Subject: Cancelling the order
With reference to our order, No 27/281P dated August 27, 2020 regarding supply of furniture, has not been completed yet. I have to say with regret that even after repeated reminders you have not delivered the furniture ordered by us. Since we have always given priority to commitment, we cannot wait any more. Hence, I request you to cancel my order. No further correspondence in this regard would be entertained by us.
RBS Public School
4. Write an email to the Head of your institution for free studentship.
Subject: For free Studentship.
I beg most respectfully to state that I am a student of Class IX. My father has recently retired from service. Under the circumstances, father finds it Quite difficult to maintain the family which depends on his paltry I have always been a good and disciplined pupil of your esteemed institution. I was promoted to Class IX securing the second position. Moreover, I am also a good sportsman and I represent our school cricket team.
I would, therefore, request you grant me a full free studentship so that I may continue my studies well.
I shall remain ever grateful to you for this act of kindness.
Most obediently yours,
5. Write an email to the Head of your school requesting him to grant you sick leave for a week.
Subject: sick leave for a week.
I beg most respectfully to state that I have been suffering from high fever for the last few days. It is, therefore, quite impossible for me to attend classes for a week. The physician has advised me to take complete rest for a week. Therefore, I shall be highly obliged if you kindly grant me sick leave for a week with effect from 10th to 17th July, 2021.
6. As the President of Agra Sports Club, write an e-mail to the members to invite them to participate in the Plantation Drive to be launched at the Shaheed Smarak, Sanjay Place, Agra and surroundings on Sunday at 7:00 am. Send the e-mail to multiple recipients.
To : email@example.com
Cc : firstname.lastname@example.org
Bcc : email@example.com.
Subject: Plantation drive
I feel privileged to make a request and invite you to the Shaheed Smarak, to take part in the plantation drive to be taken up at 7:00 am on the coming Sunday to plant trees in the park and surroundings. The Government of India’s initiative is being widely appreciated and we must contribute towards this campaign. Required saplings have already been arranged. Looking forward to your participation.
7. Write an email for the post of Clerk in response to the advertisement published by Karmakshetra dated 7th March 2021.
Subject: For the Post of a Clerk
In response to your advertisement in Karmakshetra dated 7th March 2021, I beg to apply for the post of a clerk in organisation. Your Necessary particulars regarding my age, qualification etc. are attached with this mail in the pdf format.
Earnestly hope that you will kindly give me a chance to prove my ability and sincerity by appointing me to the post applied for.
8. Write an Email for the replacement of a defective meter.
Subject: Replacement of a Defective Meter.
This is to bring to your notice that the electric meter installed in my house (Meter No. 110762, Consumer No. CS 8563) has been out of order for more than three months now. That the meter is not functioning was noted by your Meter Readers during the last two months, but no action has so far been taken to rectify or replace the defective meter by your department. For the last three months I have been paying electric consumption charges on average basis. It is not desirable that such arrangement should continue indefinitely. I would, therefore, request you to replace the meter without any further delay.
9. Write an Email to the manager of PNB requesting to open a Savings Bank a/c.
To : firstname.lastname@example.org
Subject: Opening a Savings Bank A/C.
I intend to open a Savings Bank Account with your branch for which I obtained necessary forms. However, I was told by the officer-in-charge at the counter that due to too many applicants, it may not be possible to accept my application at the moment. The above decision has put me to much difficulty. I was so long residing at Aminpur in Malda where I had an S. B. Account with the State Bank of India. I have recently shifted my household in Ranikuthi area which is very near to your Netaji Nagar Branch. There is no State Bank branch in the locality where I could transfer my previous a/c. In the circumstances, I need an account with your branch very badly.
Hope you will please reconsider the case and permit me to open an account.
Amal Kanti Biswas
10. In the recent election campaign, the political leaders of almost all the parties used abusive language toward the rival candidates. You are a responsible citizen, so you felt hurt by this evil practice. Write an Email to the editor of the local newspaper to express your heartfelt feelings.
Subject: Misconduct of Political Leaders
Through the columns of your esteemed newspaper, I wish to get the attention of our political leaders towards their ill practice of abusing one another on petty matters at the time of elections. During elections, they indulge in personal attacks, character assassination during the campaign. In public speeches and rallies, they use dirty words to criticise their rivals. This harms the social and political harmony of the country. It is true that we have freedom of expression in our democracy. But instead of misusing it, the leaders should present healthy criticism, raise right issues and educate the public to ask questions to the Government. I hope the concerned leaders will realize the value of public morality and will behave accordingly,
Informal Email writing examples
These include emails written to parents, friends, relatives, etc. They are written in easy and conversational language. These are mainly used for personal communication.
1. Write an email to your father about the results of your Half-Yearly Examination:
Subject: Informing Result
The results of our Half-yearly Examination have been out. I have done well in almost all the subjects except English and have scored the highest marks in Mathematics, Bengali, and Physical Science. I have obtained 75% marks in both History and Geography. But I scored only 50% marks in English. You know that I am very poor at English. Our English teacher has pointed out my defects and has given me the necessary advice to improve my writing skill. I think his advice will help me a lot.
Please don’t worry, I assure you that I shall try my best to do better in the Annual Examination with your blessings. I convey my best regards to your parents and love to you.
Sub: Inability to be at home on your birthday
I am sorry that I shall not be with you on your birthday. Truly, I am going to miss you all as it will be the first time of my missed it. I pray to God to give you a happy and long life. Please do enjoy your birthday and let me know how you enjoyed it. “Happy Birthday”.
3. Send an email to your younger brother who is in the hostel about the benefits of reading Newspapers:
Subject: Benefits of Reading Newspapers
My dear Shyamal,
I have read your letter carefully. But review about newspaper are not accepted well. In our days a newspaper is a useful vehicle of acquiring knowledge. The benefits of reading newspapers are many. It restarts all the important events of the world, contain articles written by eminent thinkers and expresses comments on all happenings of public importance. So, if you do not read newspapers, you will lose contact with the world outside and fail to form your opinion on political economic, social and educational matters.
Hoping that you will now understand the utility of reading newspapers.
4. Write an email to your friend congratulating him/her on him/her brilliant success in the examination.
I heartily congratulate you on your standing first in the Annual Examination. Joys knew no bounds as I heard the news. My parents are very glad to hear this. They are all praise for you. I am really very proud of your achievement. I hope that you will keep it up and improve your result.
More when we meet. Congratulations to you once again with love.
5. Send an email to your friend persuading him to take part in games.
Subject: Taking Part in Games
My dear Rajat,
Recently, I have got it from Naren that you have become a bookworm. You do not take any physical exercises. I am really pained to hear all this about you. I am not trying to dissuade you from your studies. The point is that balance is an important virtue. All of us should give value to it, otherwise, there will be lopsided development. The op-sided person is no better than a jack-ass. So please do not neglect your health. It is Nature’s gift which you must maintain by taking part in various games. Remember that taking part in games is not a waste of time. It rather saves time by making you more competent for harder academic work.
I hope, you will listen to me and take part in games regularly.
With best wishes,
6. Send an email to your friend to join a tour of a historical place of interest organized by your club.
Subject: Tour to a Historical Place
Hope so quite up to the mark with your own purpose. How are you? I am going to offer you a golden chance to have a nice visit to a historical place. Our club is going to organise a tour to Murshidabad to have a wonderful visit to the place of historical interest. We are going to the place on 25th October 2020 by bus. My parents and some of the other friends will also join the tour. We expect you earnestly, please come and join the tour. If you join the tour, you must inform us as early as possible otherwise all the seats on the bus would be booked and there will be no chance.
7. Write an e-mail to your friend regretting your inability to keep an appointment with him.
Sub: Inability to keep an appointment
I hope you are well. Sorry I could not come to see the movie and kept you waiting. Actually, my younger brother met with an accident. I was with him in a hospital. We will see a movie together on some other day.
Hope you understand. See you tomorrow.
8. Write your impressions about your new school in the form of an e-mail to your friend.
Sub: About my new school
You will be glad to know that I am enjoying my new school. It has a beautiful campus with green surroundings. Rooms are spacious and well ventilated. Labs are well equipped. Teachers are dedicated and well qualified. We are kept busy all day in academic and sports activities. The hostel is nice too and the Warden is a fatherly figure. We lead a very regular and disciplined life. The inmates are like the members of a big family. I like and love my new school very much. This weekend, I will visit my parents. I will tell you more about it.
9. Your friend has accepted your invitation to visit your place. Write an e-mail to him about how you have planned to spend the days with him.
Sub: My planning to spend the holidays with you
I am waiting for your arrival. I have chalked out a programme to visit many places like the Red Fort, the Raj Ghat, the Qutub Minar, the India Gate, the Humayun Tomb, Chandni Chowk, Connaught Place, etc. My dad has spared his car for us for two days. We will go to Agra also to see the Taj and other historical places. After returning we shall visit various markets and malls in Delhi. I am very excited about your visit.
Looking forward to meeting you.
10. Send an email to your friend requesting him/her to send you the answer copies of class work on your What’s app No.
Sub: Requesting to send answer copies
Hope you are well. You know that I could not attend school because of my illness. So, I did not have the answer copies done in class from our teacher on all subjects on those days. Now the summer vacation is going on. It is not possible for me to get the answer copies physically from you.
I, would, therefore, request you to send the snap shots of these answer copies to my what’s app No that you know.
I am looking forward to getting a positive reply from you.