Email Writing Format in English | Samples for Students and Employees I

 

Email Writing Format in English 

Email Writing Format: 

An email is a method of creating, transmitting, collecting, and receiving information over the electronic communication system. Here we will discuss, how to write a formal and informal email. The way for formal email has been explained in detail here. The learners can understand how to write a formal email in this article.

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 and informal ways of expression or writing. There are two ways to write the email:

• Formally
• 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:

• Subject Line
• Salutation
• Body of the mail
• Signature

Email Writing Format Samples

The format is given here

From: Sender’s Mail id

To: Recipient’s Mail id

Cc: Other concerned people with visible email ids

Bcc: Other concerned people with invisible email ids

Subject: Reason for writing the mail

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

Depending on the type of relationship you have with the person you’re writing to, there are different ways of starting an email, but any email should always start with a greeting. 

In our specific case being formal, the most appropriate options are:

·        Dear Mr/Mrs/Ms (surname of the recipient, e.g. Mr. Black)

·        Dear Sir/Madam (if you don’t know the name of the recipient) or more generally ‘To whom it may concern

Main Body: Content of the email

• Introduction
• Discuss the matter in detail
• Conclusion

After the initial greeting, you need an introductory sentence that indicates clearly the reason for writing and is consistent with the subject of the email. Introduce yourself briefly (long texts often discourage people from reading them), then follow on with:

·        I am writing with regard to… (email subject)

·        I am writing in connection with… (email subject)

·        I am writing in reference to…

If you’re writing an email to send information, you can start with one of the following sentences:

·        I am writing to let you know…

·        I am delighted to tell you… (if you’re communicating good news)

·        I regret to inform you that… (if you’re communicating bad news)

If instead, you’re replying to an email you received, you can say:

·        I am writing in response to…

·        I am writing in reply to…

·        I am writing to thank you for… (if you need to thank the recipient) 

Body of the text

There are no conventional formulas for writing the body of the text because this varies according to the function of what you need to communicate. It’s useful to prepare an initial draft and then proceed with any corrections.

The general rules are that the text should be divided into short paragraphs that avoid abbreviations and acronyms, both of which you can use, on the contrary, when you write an informal email to family and friends. 

Based on the type of message you’re sending, there are various ways to write a final invitation before ending the email, such as: 

Closing line: Thank you for the consideration

• I look forward to hearing from you soon
• Thank you in advance
•  For further information, please do not hesitate to contact me
• Please let me know if you have any questions
•   Thanks for your attention




Attachments: Attach reference files

Signature

Be sure to have set your emails to end with all the important information about you, including:

• name and surname
• job title
• relative details about your company (name, address..)
• link to the company website

Sample 

Subject:- Request for Offer letter.

Dear Sir/ Ma’am,

I have received a telephonic confirmation of my selection for the position of HR Executive on the 25th of October 2021. You confirmed that I will receive my offer letter in two or three days but To date, I haven’t received any such offer letter. I would be delighted to receive it at the earliest so that I can complete the necessary formalities to expedite the process of relieving from my current organization sooner. I look forward to hearing from you soon.

Thank you

(Your Name)

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