Email Writing Format & Samples

Email is one of the fastest and most common modes of communication, especially in the professional world. The right email writing format goes a long way in effectively delivering the message. Hence, the best type of email is the one that represents clear information in fewer words.

This article covers everything you need to know about formal and informal email writing, along with some samples of email writing formats.

How To Write An Email?

If you are new to composing emails to your colleagues, employer, teacher, or professor, you need to remember that the finer your email looks and sounds, the more effective it will be. All of these can be achieved by following a proper email writing format, so let us take a look at our tips on how to write an email that will prove to be both compelling –

Email Address

Always ensure that you mention the correct email address because a slight error on your part can land your email with the wrong person. So, double-check the recipient’s email address.

Subject

Ensure that you add a subject line that is not too lengthy or misleading. It should be short, simple and understandable. Preferably, it should be less than 60 characters. The more compelling your subject line is, the more likely the email will be opened and read. For example, if you are applying for a leave of absence, the subject line can be as simple and as straightforward as “Application for leave”.

Salutation

After you have chosen the tone and language you want to use for your email, address the receiver with a proper salutation. For example, if you have selected to use formal language, you can start with “Dear Sir/Ma’am” or “Respected Sir/Ma’am”, and for informal language, you can add the person’s first or last name after “Dear”.

Body

Before you move on to the body of the email, ensure that you have all the information and facts, such as the exact dates, names or figures and stick to the standard email font size and style. When you start composing the email, ensure that you use the 7Cs of communication (clear, concise, concrete, correct, coherent, complete and courteous). We advise you to avoid using slang, initialism or colloquialism such as “kinda” or “TTYL” even if you are emailing a close colleague/classmate.

Sign Off

Lastly, sign off the email in a professional tone and proofread whatever you have written before hitting the send button. The closing of an email is as important as its introduction; therefore, it should be genuine that look compelling to the recipient.

Email Writing Format With Sample

Here are some email writing samples and formats for individuals for different situations/events that they can use for reference.

Informal Email Writing Format

Sample of Informal Email Writing

Farewell Email

Email About Holiday Trip

Random Email To A Friend

Congratulatory Email

Formal Email Writing Format

Sample of Formal Email Writing Format

Resignation Email

Marriage Leave Application

Sample of Email Writing format for Students

Annual School Sports Announcement

Sample of email writing format for class 12 students

Science Project Email

FAQs On Email Writing Format

Q1. What should I keep as the subject in an email?

The subject line of an email should include its purpose, which must mention why you are writing this email. However, avoid writing long sentences, and use easy language with the essential words at the beginning of the subject.

Q2. What is the Format of Email Writing?

According to an Email Writing Format, it is mandatory to type in the exact email address of the recipient, and the subject line must be short and straightforward, explaining the purpose of the email. As far as the body of the email is concerned, you should only add the necessary information to keep it simple. Lastly, sign off with your name, designation, company name and contact information.

Conclusion: To ensure that your email is effectively delivered to the receiver, we hope the above tips for writing an email format, email format samples and formats of email writing prove helpful.

We will leave you here with our best wishes!