Email is an electronic mail that has been programmed for the exchange of messages between users. Emails have been designed in order to connect to all the professionals, friends and family, institutions as well as companies and organizations with just the help of computer-based software. A global network of email allows people to exchange Email messages very quickly and in a secure manner.
E-mails are modern-day letters that are safe and secure. The main advantage of using Emails is they are flexible and they can be sent on any timeline without any restrictions. A letter would take from one day to a couple of weeks to be delivered whereas an Email just takes a couple of seconds to deliver the desired message to the recipient’s mailbox.
The messages are delivered instantaneously with the help of the Email service. The biggest advantage of using emails is they do not charge any penny from the users. The majority of the email services do not charge any money from the users. So, you just only need an internet connection with proper network connectivity and that’s it! You are ready to go!! This article provides you with the E-mail writing format for the students.
- Importance of Email Writing in this Digital Era
- How to write an Email?
- Tips & Tricks on Email Writing Format in English
- Email Writing Format Samples
- Informal Email Writing Format Samples
- Formal Email Writing Format Samples
- What should I put as the subject in an email?
- What is the format of email writing?
- What are Informal Emails?
- What is the subject while writing an Email?
Similarly, in today’s era, we prefer to write emails rather than send letters. Emails are more convenient to write and it is the best and most transparent way to send a message to any person. Along with that writing, letters involves wastage of papers and it affects the environment. Emails are faster, more efficient, and trustable. Over the years, Emails have replaced letters.
Emails play an important role in a student’s life. In day-to-day activities, a student has to deal with a lot of things and among them is writing and sending Emails. Emails are used for two purposes, professional and non-professional. So, we have distinguished Email into two types: formal and informal Emails.
So, let us see the meaning and the purpose and use of writing a formal and informal Email. Just like we have Formal and Informal Letters, similarly, we have Formal and informal Emails. As we know, formal emails are written for professional purposes like applying for a job interview, applying for any professional work, applying for getting any document, or applying for getting leave from work or school.
Whereas Informal emails are written with the purpose of being personal as well as being friendly. It is generally written to our close ones like relatives, friends, parents, and grandparents. The letter is written to know about your close ones, to know about their well-being and everything that is just between you and them that is all personal stuff. It is written with a personal sense.
There is no language barrier while writing Informal Emails, anyone can use any casual language if they want. Since it is a personal email, there are no restrictions on the format. So, we have discussed the format and some important things related to the informal and formal emails.
Email writing is an extremely essential part of professional communication and student career. So, it is very important for a student to know how to write an Email. Since emails have become so common these days, we should know how to write something attractive and presentable to the readers.
It is not an easy task for any person to get a response from the recipient and it is not easy for the recipient to respond to those emails which are not relevant according to their standards and work. So, it is extremely important to write an Email in such a way so that the receiver doesn’t feel uninterested in your message or proposal. This is exactly the reason why you should learn to write good emails. So, the Email should be BOLD.
So, here are some of the important points that you should remember before writing an Email:
GET TO THE POINT STRAIGHT
The best part of Email communication is the one that is simple, concise, and clear with the intentions.
ACCURATE GRAMMAR AND SPELLING
While writing an Email do make sure that you avoid grammatical and spelling errors. By committing such mistakes you give a wrong impression of yourself in front of the receiver which may or may not limit your chances of getting your work done or getting selected if you are applying for any Job Interview.
FORMAT AND OTHER IMPORTANT THINGS
So, this is a very basic point that everyone should be aware of. That is while writing an Email make sure you type in the right email ID. Always make sure that you get the right Email address from the receiver because Emails are quite complicated and intricate. Even a small point or any missing number or even missing any letter would make it invalid. So, you might end up sending an Email to any wrong person or the mail would simply bounce.
Now, the next most important thing that we should be focusing upon is SUBJECT. While writing an email subject plays an important role because the subject is the first thing that a receiver notices. So, it also determines if the receiver would want to open the mail. There is also a very important quote related to this, “The front 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.
So, it doesn’t matter how much time it takes, you should draft the subject very efficiently because it is the only thing that comes to the attention of the Receiver and it decides the whole outcome.
SALUTATION OR GREETING
Salutation or Greeting is very important. You should specify it properly to the receiver. It should be an appropriate greeting according to the standards. The greeting builds a rapport.
BODY OF THE EMAIL
The body of the email is the most important part of the whole Email. It is an essential and the most crucial aspect while writing the article. So, in this part, you need to be very specific with your intention and you should be able to express your purpose. You have to make sure that you have everything that you want to convey drafted in simple terms.
You need to express everything in a very concise and explicit manner. Along with that, do not use colloquial language or long unwinding sentences or those sentences which have unnecessary information or irrelevant data. Make sure that you don’t repeat cliche terms or irrelevant terms. You make sure that your message should be positive and affirmative, even if you are turning down an offer. If you have to follow, do it before they remind you to. Keep the body very short and concise.
USE STANDARD FONT STYLE AND STANDARD FONT SIZE
Finally, sign off the email on a polite note, and before submitting it proofread it properly. The closing of the email should feel genuine and try to be original. Now, you have to just wait for the receiver to read it and respond to your Email.
So, here are some sample emails that would help you understand more about Email writing and it is beneficial for the students. So, let’s look at some of the examples here.
An email expressing your appreciation
To: Recipient’s email address
Congratulations XYZ!! I was glad to see your name on the merit list. You have done an incredible job by clearing one of the toughest exams in the country. The test of your extreme dedication, perseverance, Will power, Self Discipline, and Hard Work is finally over now. With your utmost efforts, you have crushed and white-washed the whole abundance of the problems. I am genuinely very happy about your success. You have made all of us very proud.
You have truly astonished us by getting such an amazing rank. You have truly honored the family name and I am pretty sure that you are not gonna stop here, you will continue your streak of getting success by crushing all the obstacles that come in your way. From now on you are going into a new phase of your life which would be completely filled with challenges, fun, and life lessons.
I am very stunned that you have such a clear mind and your path is so clear. I am happy that you chose Chemical Engineering rather than running behind the trends you have actually opted for that branch in which you are genuinely interested. I am waiting to meet you in person to convey all my love and appreciation.
Convey my regards to uncle, aunty, and grandpa.
Email about your trip
To: Recipient’s mail id
Subject: About my trip
My dear XYZ,
I am extremely happy and excited to write to you about Dubai-Qatar-Uk, I will be going on along with my elder sister. After all these efforts and patience we are finally going to my favorite place. I have a lot of plans as well as expectations from this trip. We will be leaving on the 3rd.
We will be away from our home for another 4 months, first, our plan is to go to Abu Dhabi.
Since my elder sister is a consultant for an American-based company, she will be going to attend her conference meeting in Abu Dhabi, Sharjah, and Ras Al Khaimah. So, her conferences and meetings would take up a total duration of 1 month. During that time I will be going to my uncle’s house and we all have planned to stay and see the whole of Dubai, especially the dinner night in Dubai Desert.
After that, we will be going to Doha. Doha is an extremely amazing place. Then finally we will be going to London. It has always been my dream to travel to the UK. I have just seen the UK in movies and I am so fascinated by the infrastructure and the beauty of that country that I really wanted to go to that country and now finally I am getting the opportunity to go 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 for sure.
With best wishes,
Also, Refer: Resume Format for Students
Email on seeking information regarding course details
To: Recipient’s mail id
Subject: Regarding Course Details
I have passed the B.Tech degree examination with Polymer and Surface Coating Technology as the Main Branch. I intend to have a course in Computer Science Engineering and would like to know the details of the courses taught at your institution. Could you please send me a copy of your Could your brochure?
Email on introducing a new employee to your team
To: Recipient’s mail id
Subject: Meet the New Customer Service Representative
I am pleased to introduce you to (name),
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!
Email on official intimation of your resignation
To: Recipient’s mail id
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.
Letter for joining on Duty – Joining letter format in word
Sub: Letter to join as a(post name) in your company.
Ref: Your appointment letter no. (………….) on dated(………).
With the reference mentioned above, I have been selected for the post of (post name). As per the instructions given in the appointment letter, I have obtained a medical certificate from the (name of the hospital) hospital.
Here, now I wish to join my duty on the date(…………) as a (post name). My joining may kindly be accepted.
(sign and name)
FAQs on Email Writing Format
The subject in an email should state what your email is about. Do not use long sentences when writing the subject. Use simple vocabulary and place the most important words at the very beginning of the subject.
Be sure to type in the exact email address of the recipient. Keep the subject as short as possible. Use it only to convey what the mail is about. No explanation about the matter should be included in the subject line. The body of the email should explain the purpose of the email.
However, add only the necessary details. Keep it simple. End the email with a complimentary close and sign-off with just your name in informal emails and with your name and destination in a formal email.
Informal Emails are written with the purpose of being personal as well as being friendly. It is generally written to our close ones like relatives, friends, parents, and grandparents. The email is written to know about your close ones, to know about their well-being and everything that is just between you and them that is all personal stuff.
It is written with a personal sense. You can write informal emails to anyone with whom you share non-professional relationships. You can also write such emails to your business partner, workers, and colleagues with whom you were closer. There is no language barrier while writing Informal emails, anyone can use any casual language if they want. Since it is a personal email, there are no restrictions on the format.
The most important thing that we should be focusing upon is SUBJECT. While writing an email subject plays an important role because the subject is the first thing that a receiver notices. So, it also determines if the receiver would want to open the mail.
There is also a very important quote related to this, “The front 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. Many of the concepts have broad application in Email writing — the emphasis on the reader’s needs, the tools for effective openings, logical organization, use of headlines, and so on which plays an important.
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