E-mail Writing: Over the past some decades, the phenomenon usually referred to as the cyber boom has swept across the globe, changing the functioning of the world. Due to this great change, people across the globe have started switching to electronic mail. Presently E-mails are arguably the best ways of communication with a great scope. If we consider business purposes, e-mail suits them as they must be short and precise.
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These types of mails have taken the place of postal mails due to the speed, precision in delivery, availability of multimedia and liberal structures.
Although informal to quite a great extent, there is e-mail etiquette to be followed while writing it. Business people have to take care of the rules so as to get rid of the unwanted bad effects of the services.
Important Tips for Effective E-mail Communication
- They are not as formal and structured as a written letter.
- Use printable fonts and separate the paragraphs at regular intervals.
- Even though it’s for someone new, it’s acceptable to address as “Hello” instead of a “Mr.”
- If the person at the receiving end is very close then the text may be just like an oral conversation.
- Better using abbreviations to cut the length such as I’m, He’d etc.
- It’s important to mention the subject of the e-mail particularly if it’s business related and it must be short, relevant.
- It’s better to create a signature template which includes name, address, website of the company and telephone No. instead of writing it time and again.
- Deleting the previous conversations except the related ones is very important.
- Avoid all capitals at any cost as it looks odd.
Using e-mail sample makes it easy to get the e-mails ready within no time whatever the purpose may be.
What does a Professional E-mail Message Contain?
A professional e-mail should have the following components.
1. Subject Line that explains in a few words why you are writing the mail.
2. Salutation that starts the e-mail with a professional greeting.
3. Body of Message that gives a brief, balanced and easily intelligible description of what has motivated you to write the e-mail.
4. Closing marks the end of your message. It occasionally includes some expression of greeting, bonhomie or good wishes, reflecting that the mail ends on a positive and optimistic note.
5. Signature by you provides information for the reader to get back in touch with you. It includes your full name, e-mail address, phone number, and your address if you are expecting a written reply.
How to Format an E-mail Message
There are two formats acceptable for e-mail writing. Any one may be followed.
1. Write your e-mail messages as you would like to do any correspondence with people with whom you want to share some important information within a far more private space than the one in which notices are written. Though the language employed in an e-mail needn’t be formal as in case of notices, it’s desirable to write full sentences, paragraphs, and a space between each paragraph.
2. The key to writing and formatting e-mail message is to keep them short. Most people don’t read beyond the first or second paragraph, so say what you need to say at the beginning of your message.
FORMAT 1
- The Tone must be formal.
- The message is to be conveyed using clear and simple language.
- An e-mail is no excuse for shoddy expressions, short forms or SMS vocabulary and spelling.
- Traditional rules for punctuation are to be maintained. (Judicious use of Capital Letters).
- All communication must follow the standard norms of etiquette.
FORMAT 2
Sample 1
Question 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.
Answer:
To: (e-mail ids of students/class teachers concerned)
Cc: (e-mail ids of class teachers/faculty members whom the writer of the mail wants to read the mail; this is optional)
Subject: Charity Fair is being organized for West Delhi’s street-dwellers.
Dear all,
We are pleased to inform you that a Charity Fair is being organized by St. Joseph’s School to collect donations for the poor and homeless street-dwellers in West Delhi. The event will be held in the school playground on 28th September, 20XX, between 9 a.m. and 5 p.m.
You are requested to take part in the Fair and make generous contribution to this noble cause.
You are also invited to put up various stalls for the fair with innovative games and activities or healthy food stalls. Any kind of contribution in cash or kind would be accepted during the fair.
Thanks and best wishes
Archana Arora
Secretary, Student Council
St. Joseph’s School
Sample 2
Question 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.
Answer:
To: (e-mail ids of office bearers of the Science Society at Abalus Public School, Husainganj, Lucknow)
Cc: (e-mail ids of other staff members concerned, if any)
Subject: Meeting of the Science Society on the upcoming Science Fair
Dear all,
I hope this mail finds you in good health.
As you know, we have decided to organize a Science Fair in our school on the occasion of National Science & Technology Day. To chalk out the details of this event, our respected Principal has convened a meeting in the Conference Hall on 12th October, 20XX, between 2:30 p.m. and 4:30 p.m.
Being the office-bearers of the Science Society, you are requested to attend the meeting.
Please feel free to contact us for any inquiry.
Regards and thanks,
Rahul Chandra
Head of Department, Science,
Neema Public School
Sample 3
Question 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.
Answer:
To: (e-mail ids of class teachers in charge of classes IX to XII)
Cc: (e-mail ids of the Principal and other staff members concerned, if any)
Subject: Audition for Inter-school Dramatics Competition
Dear members of teaching faculty,
I wish to bring this to your attention that the Audition to select students for the school team, to represent in the Interschool Dramatics Competition will be held on 17th September, 20XX in the School Auditorium from 10:30 a.m. to 1:30 p.m. The last date for giving names for the audition will be 3rd September, 20XX.
You are requested to kindly select the eligible candidates from your classes and hand over a list of the same latest by 7th September, 20XX.
Thanking you,
Yours sincerely,
Pramod Rahane
Cultural Secretary,
Ronald Public School
Sample 4
Question 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.
Answer:
[emailprotected]
Subject: Teacher’s Day celebration
Dear Sir,
Teacher’s Day is around the corner and we, the residents of Wouth City Complex, would like to host a brief cultural programme on the 5th September, 20XX between 5:00 p.m. to 7:00 p.m., in their honour.
There are about 30 teachers in our complex and we would be greatful if you allow us the use of the foyer in the supermarket for the celebration.
We also request you to please sponsor a cup of tea and light refreshments for the teachers and a few guests, about 70 in all.
We look forward to a favourable response.
Thanking you,
Yours faithfully,
Ashish Roy
President, Youth Club, West City Complex
Sample 5
Question 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.
Answser:
To: (e-mail ids of elder statesmen and other people concerned)
Cc: (members of civic bodies and public committees)
Subject: Request for maintaining cleanliness in the Public Park
Dear all,
We want to bring this to your attention that we feel concerned about the cleanliness of the public park in your area/which needs proper attention and maintenance.
Keeping this in mind, you are hereby requested to follow the guidelines already circulated by us. As you already know, these guidelines prevent people from throwing garbage or litter in the park; organizing a social gathering on its
premises; and indulging in acts such as eating, drinking, smoking and sleeping there.
You are requested to stick to these guidelines and cooperate with us in keeping the park clean and free from insanitary objects.
Thanking you,
Yours faithfully,
Prateek Baranwal
Head of Citizens Interaction Cell, Municipal Corporation of Delhi
Sample 6
Question 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.
Answer:
To: [emailprotected]
Subject: Invitation to Referee for Dash for Goal: Inter-House Football Competition.
Dear Sir,
I am Rishabh Lall of St. Peter’s School and I write with reference to my tele¬phonic call to you earlier. We are conducting an inter-house football competition on 5th November, 20XX from 9:00 a.m. to 1:00 p.m. at the City Sports Complex. Thanking you for having accepted our request to referee the event.
The schedule is as follows :
- Yamuna vs Ganges
- Chenab vs Jhelum
- The Battle-Match for third position
- The Grand Finale-Final match.
Arrangements for your conveyance will also be made that will pick you up by 8:15 a.m. from your residence and you will be dropped back after the competition.
We look forward to seeing you at St. Peter’s School.
Yours faithfully,
Rishabh Lai
Games Captain, St. Peter’s School
Sample 7
Question 7.
Write a e-mail to all the residents and the members of the Gautam Nagar Residents’ Welfare Society giving information on the event.
Answer:
To: e-mail addresses of all the residents and members of the Gautam Nagar Residents’ Welfare Society
Subject: Ban on Plastic Week
Hello All,
I am very proud to inform all of you that with the consent of everybody, and event named “Ban on Plastic Week” will be organised in our society’s Community Hall from 2nd to 8th October, 20XX
The event will highlight the harmful effects of plastic and the residents can participate in different activities-which are poster-making competition, essay competition, songs, street plays, etc. The last date to give names for participation is 25th September, 20XX
Feel free to contact me, for any query.
Thanks and Regards,
Yours faithfully,
Upendra Sharma
President, Gautam Nagar Resident’s Welfare Society
Sample 8
Question 8.
You are the Principal of the school. Write an e-mail to parents of the students of classes IX-XII about the same.
Answer:
To: e-mail addresses of all parents of the students of classes IX-XII
Subject: Remedial Classes for students of classes IX-XII before school hours.
Dear Parents,
Our school has always tried to help children in all possible ways. In accord with this, we have initiated Remedial Classes for all students of classes IX to XII. The classes will be conducted from 7:00 a.m. to 8:00 a.m. i.e., before school hours.
Please be informed that students who scored less than 60% in the first term examination have to compulsorily attend the Remedial Classes.
Thanks and Regards,
Yours faithfully,
Dr. R.K. Swami
Principal, Modern School, Guwahati
Sample 9
Question 9.
Write a e-mail, addressed to the principals of different schools located in the district/zone and informing the students of a school about a three-day inter-school campaign for tree plantation, organized by the district administration. Assuming that you’re the head of the campaign, request them to participate in the campaign, and refer to some award to be given to the schools represented by most active participants.
Answer:
To: (e-mail ids of members of the school’s executive body/management committee, principal, senior members of the teaching faculty and other top-level officials concerned)
Cc: (e-mail ids of patrons and members of the advisory board)
Subject: District level Inter-school Tree Plantation Campaign.
Dear all,
We are pleased to inform you that the district administration is organising a three-day Inter-school Tree Plantation campaign. It will start on 15th September, 20XX, and last until 17th September 20XX. The venue for the campaign will be the office of the District Magistrate and some sites selected for this purpose.
To represent your school in the campaign, you are requested to send a group of participants, including some members of the teaching faculty and students.
As a special feature of this campaign, groups of students representing three of the schools that emerge as distinguished participants with the most creative ideas about the conservation of natural resources and environment will be awarded First, Second and Third Green Warrior Prizes, worth ₹ 5 lakh, ₹ 3 lakh and ₹ 2 lakh, respectively.
For further queries, please contact me.
Jay a Singh
Head of the Interschool Tree Plantation Campaign,
Office of the District Magistrate,
Bhopal (M.P.)
Sample 10
Question 10.
Write a e-mail, addressed to the class teachers and informing class teachers of a school about their meeting with the Disciplinary Department to discuss the ways to make sure that the students follow the dress code.
Answer:
To: (e-mail ids of all class teachers)
Cc: (e-mail ids of Principal, Vice-Principal, Members of the Disciplinary Department and senior members of teaching faculty)
Subject: A note of information on meeting to discuss the School’s Dress Code
Dear all,
We wish to bring this to your attention that some glaring lack has been observed among the students in following the dress code enforced by the school management recently.
You are therefore requested to attend a meeting with the Disciplinary Department to intensify the exercise of dress checking so as to spot the erring students, who do not follow the prescribed dress code. The meeting will be held on 15th August, 20XX, 1:30 p.m. onwards, at the Conference Room of St. Agne’s School.
For further queries, please contact the person undersigned.
Monali Brahma
Head, Disciplinary Department
St. Agne’s School
E-mail Writing Exercises
1. Write an e-mail to inform the parents about the tour. Give necessary details. Your school is organising a tour to Nainital and Mussoorie for boys and girls respectively, of classes XI and XII. The Principal has asked you—The Head boy/girl to put up a notice for the same, on the school notice board.
2. Write an e-mail in the form of a congratulatory e-mail addressed to the three students individually. Mentioning the names of ‘First Three Positions’ won by students of your institute at the National Games. You are the Head of the Sports Department of your institute.
3. Write an e-mail addressed to the Principal, class teachers and other members of your institution’s teaching faculty. e-mail for your school / college / university notice board to inform students of the upcoming Annual Cultural Festival. You are an Event Co-ordinator, provide details of the programme and schedule.
