Email Writing – Format and Samples

Email Writing

Email Writing – Format and Samples, the fast expansion of internet usage and economic activity has altered the way individuals and organisations communicate. E-Mails have taken over the duty of post offices where our letters were distributed. Many addresses in the form of e-mail addresses have been created by individuals and organisations. The importance of emails is growing as businesses collect email addresses from their customers.

Email writing is an important part of professional communication these days. People used to write letters, and now e-mail has taken the place of letters. Writing an email has become an art form to impress your readers. After creating interest in your email message or proposal, it is expected that you will get a response. This is how it has become mandatory to learn impressive email writing for all of us. Email writing needs to convey the message in the right way. It should be simple and clear.

Email writing is almost similar to letter writing and needs to follow certain major tips the same as what we follow in letter writing. It means that if you are comfortable writing letters, it will be a breeze to write an impressive email. Emails can be formal or informal, as in letter writing. The format of email writing also plays a vital role in the development of a good email and it changes according to the nature of the email you are writing. Always be careful about using accurate grammar, tone, and spelling.

Advantages of E-mail versus Traditional Postal Communication

E-mail has a significant advantage over traditional postal communication in our daily activities. E-mails provide the following advantages:

  • E-mail is a quick and time-saving activity since it eliminates the need to send letters to many addresses and incur postal costs.
  • A single message can be sent to multiple recipients at the same time.
  • It is cost effective because it saves a lot of money on mail expenses.
  • The message is delivered without sacrificing any of the letter’s contents.
  • The expense of paper is almost non-existent.
  • It is simpler and more convenient than writing letters and memos.
  • By sitting on our laptop, we can check our various messages.
  • There is no waiting or interest.
  • Before sending the message, you can easily revise it.
  • The message is transmitted without checking for grammatical errors in writing.
  • The format of an email is formal.
  • With some limits, this is an effective communication approach.
  • Messages can be delivered to many recipients by including a cc address.
  • Email addresses are simple to save digitally.
  • Other documents, videos, images, and clips are simple to include in your email.
Email Writing - Format and Samples

Disadvantages of E-mail

There are some drawbacks to using e-mail:

  • It is possible to temper the message.
  • The address of the sender can be changed.
  • It is not possible to determine the actual e-mail address’s source.
  • Once you hit the send button, you can’t go back and change your mind.
  • Tracking is really difficult.
  • Privacy is occasionally violated.
  • It is possible to falsify emails.
  • Your inbox is clogged with emails that you never needed.

E-mail Format, Structure, and Content

Punctuation keys are used in e-mails, and parenthheses, oddball colons, and mispelled semicolons are frequently used in emails these days.

Emoji (Emoticons) and Acronyms

In the early days of email, people quickly discovered the limitations of a textual medium to convey very personal, emotional thoughts. To try to provide shortcuts to emotional language, smileys were born. Intended to be “read” sideways-on, they provided a substitute for facial expression, albeit in a very primitive fashion.

Emoticons or smileys express emotion:

Example 3.1. A few emoticons (or smileys)

  • :-) happy
  • :-( sad
  • ;^) tongue-in-cheek
  • :-P tongue sticking out
  • :-O surprised (open mouthed)
  • %-\ a pretty bad hangover”

Saying Goodbye

A whole classification of acronyms for saying goodbye and farewell has been created—a kind of online closing for an online communicating you are doing. Why not try some of these when writing your email or the next time you leave a chat room?

  • BBL—Be back later
  • BFN—Bye for now
  • BRB—Be right back
  • TTFN—Ta ta for now
  • TTYL—Talk to you later

Email Protocols

There are many protocols to be followed while writing e-mails.

  • Quick response
  • Correct structur
  • Identify yourself and the subject of your email.
  • Always adhere to good structure and layout.
  • Respond to all of the questions.
  • Always keep your emails brief.
  • When writing an email, use proper grammar.
  • There is no gender prejudice in the language.

How to Create a New Gmail account?

You need to create an account before you start writing an email. Creating an account on Google is free and easy to manage. It is helpful in the following things:

  • Send and Receive an email to your contacts using Gmail.
  • Gmail account is required to create a new Youtube channel.
  • Free download apps from Google Play.
  • You will be asked to provide some personal information like your name and date of birth.
  • Furnish your correct information.
  • No previous account is required to create a new account.

Steps to create a new Gmail Account for you and your business

First choose your type of account: 1. For Myself OR 2. To manage a business.

Step 1: Go to the Google Account sign in page.

Step 2: Click create account.

Step 3: Enter Your name.

Step 4: In the ‘Username’ field, enter a user name which you can easily remember. Your name or your business name.

Step 5: Enter and confirm your password.

Step 6: Click Next.

You are free to add your mobile no. Students can enter their parents mobile no. till they get their own mobile no. after your school.

Step 7: Click Next.

Your Gmail account is opened and you can use it as per google terms and conditions.

What are there on your Gmail Account?, Need to Understand.

On the Top Right:

  • ?: Used for support,Setting button, …, dots for apps, and extreme right: your profile.
  • In the centre , there is a search bar.
  • On the left side: + Compose( for writing a new mail), Inbox, Starred, Sent ( you sent mails), Draft( your drafted mails), and More..

You have created your account and let’s see how to write an email.

Keep the following points in your mind while writing an email:

  1. Type the correct email ID of the receiver (same as the recipient’s name in letter writing).
  2. When it comes to email addresses, even a dash (.) can send your message to the wrong address.
  3. The subject is very important, as it was in letter writing. It should be clear, small, and meaningful.
  4. It should reveal your respect for the receiver and should be the same as what we write in a letter.
  5. Body of Email: Draft the body of email in three paragraphs as we write in the letter’s body. The first paragraph conveys your question or subject; the second paragraph explains the details of your email; and the third paragraph explains the conclusion or action required.
  6. Finish your email in a polite tone and check everything like spelling and grammar before you send it.

Email Writing Format for Students

Informal Email Writing Format for Students

Example 1. : You are the principal of the school. Write an email to congratulate the topper of class 12 students.


Recipient’s Email Address (

Subject: Congratulations.

Dear (Name of Recipient)

The Body of the Email

Many congratulations on getting the first position in the school in the 12th class. I was very much excited to see your result. You stood in the merit list of the HBSE.

You have always been a hard-working student, and you proved your point in the examination. I congratulate your parents, who have always supported you in your plans. I am happy that you will get your targeted course and college in Delhi University. Your school is also proud of you.

I wish you a happy life for your future assignment.

The sender’s name is:


The Principal

G.S.S.S., Rohtak

Formal Email Writing Format for Students

Example 2. : You want to do an English Speaking Course from the British Council, New Delhi. Send an email to get the details of the course.


Subject: I need the specifics of the speaking course.

Respected Sir

E-mail body:

I am a student in class 12. Summer vacation is going on and I want to enhance my speaking skills during the vacation. Therefore, I need the details of the above course. Could you please send me the details of the course urgently?

Thank you in anticipation.

Yours faithfully

Your Name

Examples of Email Writing for Students

Example 3. : You want to visit your kids in Germany. Write an email to The Director of Secondary Education for the permission of the visit.

Subject: I need permission to visit my kids in Germany.

Respected Sir

I am working as a lecturer in English at G.S.S.S., Rohtak. My children are studying in Germany. I want to visit my children during summer vacation. Kindly allow me to visit Germany during my summer vacation. My schoolwork will not be affected.

I hope you will grant the permission as early as possible so that I can apply for the visa. Your immediate action will be highly appreciated.


Yours sincerely,


Example 4. : Email to introduce a new teacher.

Subject: Meet the new teacher at the principal’s office.

Dear Teachers,

I am pleased to introduce our new teacher, XYZ. He will be joining us tomorrow at 10 a.m. He will be teaching mathematics to the elementary classes. You are all invited to tea at the principal’s office.

Feel free to congratulate him on his new assignments.

Best Regards

The Principal

Example 5: Write an email to submit your resignation.

Subject: Resignation from the post of clerk

Respected Sir

Due to family circumstances, I want to bring to your kind notice that I am resigning from the post of clerk. Please accept my resignation and think of the next month as the notice period that the department asks for.


Yours faithfully


Example 6.: Write an email to your employees about the change of office hours from December 1.

To: Recipient’s email

Subject: Wintertime office hours change.

Dear XYZ

You are hereby informed that the school timings are going to be changed from December 1 due to the harsh winter. Therefore, report to the school at 10 a.m.

The Principal

FAQ on Email Writing

1. What comes in the To?

You will have to write the recipient’s email address.

2. Is the email address case sensitive?

Yes, the email address should be in small letters.

3. What should I write in the subject line?

Write your main point in the subject column.

4. What should be the length of the body of the email?

Explain your point in a clear and concise manner. Always limit your minimum.


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