Email Writing Format & Samples

image of Email Writing Format & Samples

Email Writing

Email writing 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 writing is the one that represents clear information in fewer words.

In the Blog, we will discuss

  • Steps of Email Writing
  • Different Formats of Email Writing
    • Informal Email Writing
    • Formal Email Writing
  • Samples of Email Writing

Email writing format can be used for formal and informal writing for multiple purposes. This article covers everything you need to know about formal and informal email writing, along with some samples.

How To Write An Email?

Email writing is a crucial component of Professional communication. If your email does not find the proposition interesting, getting a revert from recipients becomes difficult. That being said, you should practise your email writing skills. Get right to the point. Simple and clear email communication is the best.

When you sit down to write emails, you should keep a few Tips in mind. Similar to informal and formal letters, emails can be casual and professional. Depending on the type of email you are writing, the format varies. On the other hand, spelling and grammar accuracy are important considerations.

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 formats and samples for individuals for different situations/events that they can use for reference.

Informal Email Writing Format

To: [ Email Address ]

Subject: [ Mention the Purpose of Email Writing ]

Salutation: [ Respected Sir/Madam ]

Body: [ Example: Sir, I would draw your attention …………………………….. ]

Sign Off:

[ Thanks & Regards ]
[ Name of Sender ]
[ Organization/School/Institution Name ]
[ Contact Number ]

Sample of Informal Email Writing

Farewell Email

sample-of-farewell-email-writing-format

Email About Holiday Trip

To: karnwadhwa420@gmail.com

Subject: Planning Holiday trip with Friends

Dear friends,

It has been more than a month since I planned to go on a holiday with you. I am thrilled to let you know that I have booked a thrilling and adventurous tour to Manali, and we will be leaving on the 25th of September.

This holiday will be a 3-week long tour. We will visit Mall road after reaching Manali and explore new places, including waterfalls, adventure activities, and much more.

I have attached a whole itinerary with this email, and please let me know if any of you have any suggestions.

Best Wishes,
(Name)

Random Email To A Friend

To: morris.lang@mail.com

Subject: Just checking in

Dear Morris,

I hope this email finds you well.

I have been meaning to write to you for ages, but as I just started my new job at Company X, I have been a little occupied.

How are Mandy and the kids? I hope Tom liked the birthday gift I sent him last month.

Our Barbara just graduated from high school last week, and I am glad to share with you that she was the topper in her class. She has decided that she wants to go to XYZ College to prepare for the entrance exam. Hopefully, she gets it.

It has been too long since our families got together. Do let me know when you all have time to come over for dinner.

Warm regards,
Sebastian Knight

Congratulatory Email

To: jean.lrl@mail.com

Subject: Congratulations!

Dear Jean,

I got your invitation to the opening of your new restaurant.

Congratulations!!

I know this has been your dream for ages, and now that it is finally coming true, I am incredibly proud of you. No one deserves this more than you.

I will see you at the opening. Can’t wait!

Warm regards,
Moira Reed

Formal Email Writing Format

To: [ Email address ]

Subject: [ Purpose of Email Like: Farewell Message for Colleague ]

Dear: [ Name of Reciever like :[Anil] ]

Body:[Example: Hi Anil, I would like to wish you Good luck for your future …………………………. ]

[ Sign Off ]

[ Sincerely/ Best Wishes ]
[ Sender Name ]
[ Relation with Sender [Colleague/Friend] ]

Email on introducing a new employee to your team

To: office@gmail.com

Subject: Meet our new HR Recruiter

Good morning team,

Please give a warm welcome to our newest joinee, Maria Solo, who will be a part of the HR Recruiter team, starting today. She will help screen and calling candidates for XYZ company.

Please, make her feel at home and feel free to drop by to say hi and congratulate her on her new role at her workstation in the Recruitment Department.

Thanks & Regards,
Bandana Kaur
Human Resource Manager
XYZ Company
Mob: 7686578647

Email informing your employees about the change in work timings

To: office@gmail.com

Subject: Change in Work Timings

Good morning team,

I would like to start by thanking you for your hard work and dedication.

As our company is currently undergoing a major rebranding process, the number of projects are increasing. So, to keep up with the deadlines, management has decided that just for the next few months, working hours will be from 9:30 am to 6:00 pm, which will be in effect starting the coming Monday, i.e., 03/10/2022.

We would be very grateful if you could kindly abide by the new office timings.

My door is always open should you have any questions or suggestions.

Regards,
Meena Sharma
Human Resource Manager
ABC Company
Mob: 7686578647

Sample of Formal Email Writing Format

Resignation Email

Sample-of-Resignation-Email-Writing-Format

Marriage Leave Application


To: joyce.walker@netimes.com

Cc: Aman.singh@netimes.com
Subject: Marriage Leave Application
Dear Joyce,It is with a happy and hopeful heart that I write to you to inform you that I will be getting married on the 6th of May, 2022 and for preparation as well as my honeymoon, I will need to be on leave for half a month. I would appreciate it if you could kindly grant me leave from the 28th of April till the 14th of May 2022.Should you need anything from me in my absence, please feel free to contact me or Aditi Sayal, who will take over for me while I am away. Please find the wedding invitation I have attached here. I hope you can make it.
Yours sincerely,
Kenny Adams
Mob: 878XXXXXXX
Graphic Designer
Digital Marketing Team
NE Times

Sample of Email Writing format for Students

Annual School Sports Announcement

Annual-School-Sports-Announcement

Sample of email writing format for class 12 students

Science Project Email

To: Bindi.basu@mail.com

Subject: Regarding Science Project

Dear Bindi,

I hope you are feeling better.

I am writing to inform you that I have been assigned as your partner for the science ABC project.

Also, as you could not attend class due to your illness, I took the liberty of taking down notes for you and filling up the XYZ form (all it needs is your signature).

Please let me know when it would be a good time to talk as we have much to discuss, or I could even come over to your place at your convenience.

Thanks & Regards,

Asha Devi
Class Representative
Class-12 (Science)
XYZ Higher Secondary School

FAQs On Email Writing

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

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 writing. 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.

Q3. What are the 4 types of email writing?

The four most common types of email that will help your business and you, as a professional, are:

  • Newsletter Emails: Newsletters allow your subscribers, be it your client, employees, or customers (both existing and potential), to be updated about your company on a monthly, bi-monthly or weekly basis. Here, you can add blogs or events or anything that would be of interest to the reader.
  • Promotional Emails: When it comes to email marketing, promotional emails are what many businesses prefer. However, it’s important to get it right, as it can annoy the receiver. So, the best way to avoid this is to highlight the services you offer or the product you are selling with compelling content. Do not overdo this in fact, once or twice a month would do. Also, use this only when you want to promote a new product or service through special deals or events.
  • Informational Emails: Informational emails are usually concise and informative. They could be reminder emails or birthday or work anniversary wishes, among others. Their main purpose is to provide information to the receivers of the email.
  • Survey Emails: Survey emails can help in improving your decision-making process for your business as you will be able to understand what your customer’s preferences and interests are through their feedback.

Q4. How do you start writing an email?

To write a compelling and effective email, you can start and end by following the steps below.

  • The language and tone you use in the email should depend on the recipient. For example, if you are sending an email to your boss, you would definitely have to use a business tone, whereas you can go with a casual tone when it comes to your close friend or family members. Your tone reflects who you are and how the recipient will perceive the message.
  • Whether your email is for your boss, colleague or close friend, ensure that you do not use colloquial language and that the message is grammatically correct and free of spelling errors.
  • You should be very clear about BCC (Blind Carbon Copy) and CC (Carbon Copy). Remember that when you BCC people, they will not see the other recipients and when you use CC, all the recipients will see each other’s email addresses.
  • Do not send an email without a subject. The subject line of your email should not be more than 60 characters. It should be short and not misleading.
  • When you are at the body of the email, ensure that you follow the 7cs of communication, which are clear, concise, concrete, correct, coherent, complete and courteous. Do not use initialisms, colloquialisms or slang such as “TYSM” or “gr8”.
  • If you want to attach any files or images to the email, ensure that you mention that by simply adding “Please find the attachment” or something similar.
  • Don’t forget to sign off properly at the end of the email. “Yours sincerely” and “Thanking you” are commonly used in both formal and informal emails. Also, if it is a professional email, add your name, contact number, designation and name of the company.
  • Before hitting the send button, proofread your email to ensure that all the details provided are true and that it does not have any spelling or grammatical errors.

Q5. What is a professional email address?

A professional email address is an email address companies and businesses use to communicate with their clients, customers, employees, vendors, and others. The company email will have your business name in it as a domain name.

Conclusion: To ensure that your email is effectively delivered to the receiver, we hope the above tips for email writing, along with some email writing format samples.

We will leave you here with our best wishes!

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