What is Email?

Email stands for electronic mail. It is the most preferred means of communication because it is cheaper and faster. It is used in formal, semi-formal as well as an informal way of expression or writing. 

There are two ways to write the email:

1. Formally.

2. Informally

Tips for Writing Email Letter Format

Stay up to date and do not use old letter writing formats. There is no need to mention a date when practicing electronic modes of communication. Put all your text left-aligned, rather than following older formats utilized for letters written on paper.Always declare your request as clearly as possible, and supply it with a valid reason to make your case more powerful.

Formal emails frequently use indirect questions instead of direct ones

Formal complaints should be well worded, but without losing the nature of professionalism. While placing down your complaints, make sure your email does not end up looking tense or undignified. It is necessary to state the issues or events producing offense as clearly as possible, but also in brief.Always hold your tone respectful and reassuring when dealing with complaints and grievances. At no point in your email, should you attack the sender with any counter-questions or lose the attitude of formality.

Convey happiness or excitement informal emails only with words and appropriate amounts of punctuation, like the occasional exclamation point

Format of Email Writing

The email writing format is likewise for each of the categories. Though the selection of words and language varies depending upon the kind of email. One can employ friendly and casual writing in informal emails. The language utilized in formal emails should be professional, precise, and formal.

The Important steps for writing the email are:  

1. Subject Line 

2. Salutation 

3. Body of the mailS.

4. Signature

Email Writing Format Samples

From: Sender’s Mail id

To: Recipient’s Mail id

Cc: Other concerned person’s with visible email ids

Bcc: Other concerned person’s with invisible email ids

Subject: Reason for writing the mail

Greeting/Salutation: Display your respect (Such as Sir, Respected Sir)

Main Body: Content of the email


Discuss the matter in detail


Closing line: Thank you for the consideration

Attachments: Attach reference files

Signature line: Name and contact details

Email Writing Examples for Students

Writing a letter to inform your classmates regarding the intra-college quiz competition.

To: (email id of recipient)



Subject: Intra-college Quiz Competition.

Hello Everyone!

This is to notify you all that an intra-college quiz competition is going to be conducted in our college on Jan 25 from 11:00 am in Auditorium – 01.

Everyone is therefore invited to take part in the competition so that our department can win.

For further inquiries, feel free to contact me.


(Your name)

Class representative

Formal Email Writing Format

An email addressed for business communication or professional use falls under this section. The email addressed to any official department, school administration, company or any officers is the formal emails. Use of proper and formal words, the purpose for writing mail, clarity, proper salutation and closing are some of the commands of the formal e-mail

Let us write a formal email for a resignation letter.

To: (Mail id of the recipient)



Subject: Resignation Letter

Dear Sir,

I am writing this mail to inform you that I am leaving my position with this organization. As per the standard of the company I’ve to give a month’s notice before quitting. I hope you will get a good replacement for me within this time period.

I really appreciate the opportunities that you have given to me and helped me to grow. Wish you and the company the best in the future.

Thank you sir,

(Your name)

Here are some practice questions for email writing.

1) Write an E-mail addressing all students and teachers, and informing them about the fair and informing students about a charity fair that is going to be organised in the school to collect donations for the needy group of people.

2) Write an e-mail informing the office-bearers of a school’s Science Society about their meeting with the Principal, to chalk out details about the forth-coming Science Fair.

3) Write an e-mail, addressing teachers in-charge of different classes that will participate in the function. Telling the students and teaching faculty of a school about the audition of a dramatics competition to be held after a month or so.

4) Write an e-mail to the General Manager of the supermarket seeking permission to display the notice and requesting a sponsorship for the event.

5) Write a e-mail instructing the residents of a colony to maintain cleanliness in the park in their neighbourhood. E-mail is to be addressed to the senior and prominent citizens and civic bodies operating in the area

6) Write an e-mail to a prominent football coach of your city who has agreed to be the referee at the event, giving all relevant details.

7) Write an e-mail to all the residents and the members of the Gautam Nagar Residents’ Welfare Society giving information on the event.

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