How to Write an email | Tips for Writing an email

 What is an Email? 

  • An email is an electronic mail which is considered to be one of the fastest means of formal & informal communications. 
  • With the advent of internet and  advancement of technology email is most favoured by people of all age groups. 
Advantages of E-mails

One of the fastest means of modern day communications. Messages are transferred on real-time basis.
It is usually a free service. You do not have to pay any fee for sending any official or personal mail. 

E-mails have reduced paper work to a great extent. 

It is the easiest way to communicate with a large number of people or groups.

Format of an Email

Date: 

From: 

To : 

Subject : 

Dear Sir/Madam,



Content




Regards/Love
Name: 

Tips for Writing  an Email

SUBJECT
  • It should be very brief and precise. 
  • It should give an idea of the content. 
  • it needs not be a complete sentence.

SALUTATION
  • Dear Sir/Madam, Dear John/Jane 
CONTENT
  • Subject matter can be divided in different paragraphs.
  • Avoid using SMS language.

CLOSE: 
  • With best wishes/regards
  • With love
  • Name

Note: E-mail users do not usually need to enter a Date/time of sending because this is automatically set by the system based on the date and time the email was sent. 

Types of Email
  • Informal Email
  • Formal Email
Informal Email
  • Used for personal communication with friends, relatives etc. 
  • short forms, symbols, abbreviations, smileys are frequently used. 
  • Greetings and request messages are also generally informal. 
Formal Email
  • Used for official and formal communication
Sample E-mail writing

Informal E-mail 

Date: January 16, 2021
From: raj12@gmail.com
To :  jeet23@gmail.com

Subject:  Arrival at Patna

Dear Jeet, 

Hope everything is fine at your end. You know that I have filled up the forms of various entrance exams of engineering. I worked hard to score high marks for my X std as well as  put in a serious effort for the entrance exams. 

You would be glad to know that I have cleared my engineering exam and have got admission in BITS, Patna. may classes are beginning from 25th Feb, 2021. I am reaching Patna on 22nd Feb. Will you receive me at the station at 8am? You will also have to help me to make an arrangement and drop me to the hostel. I have to take admission in the hostel on  22nd Feb itself. My mother is also coming with me. 

See you soon, 
Raj. 


Formal E-mail 

From: ravi23@gmail.com
To: Sashi23@gmail.com
Date: 22nd January
Subject: Cancellation of Order. 

Dear Sir,

This is to inform you that my order of 2 TV sets is cancelled. You were to deliver the sets by Feb 21st, 2021. You are requested to cancel my earlier order of two TV sets placed with you last week. 

As the dispatch of the consignment was not done from your so far, the orders stands cancelled. We have gone with the local vendor who is delivering the products shorty. 

Regards,

A Mahajan

Exercise for Practice: 

1. Your uncle, Mr. Satish Joshi, is in canada and he has requested you to rent a flat in Vasant Kunj for two months from Feb to April, 2021. Send an email to him informing him that you have found an apartment according to his choice and are waiting for his final confirmation.

2. You have travelled by the metro rail for the first time recently. Write an email to your friend sharing your excitement and feelings. You can use the following clues.
  • first metro ride-underground station- nervousness.
  • Buying the token-oeferly queues 
  • Metro ride-description 
  • Your reaction
  • Reached destination-saved time-sense of safety 
3. The principal , Ms. Rajneet Bakshi, wishes to intimate her staff that the school will remain closed for next 2 days ( mention the dates) as two cases of bird flu have been detected. Write an email on her behalf. 


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