Email Writing in English: Format Types, Topics & Samples

What is Email Writing?

Email full form is electronic mail, which is slightly different from a traditional mail. The sending, receiving, and email writing is done digitally through internet. Generally, email is used for official purposes and is one of the most common and popular ways of communication. However, many people also communicate via email for personal communications. Hence, there are two types of emails that you can learn to write. They are different from each other and learning both is important.

Types of Email

There are two types of email writing in English i.e. formal and informal. It depends on your purpose of writing an email which type of email should be written. The two types of email writing are explained separately below with formats and samples.

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Formal Email Writing

The formal email writing has to be in a consistent format. Moreover, the tone of this type of email must be strictly professional. The format can differ depending on the purpose of the formal email. However, you are expected to follow a standardized structure for the same. Find the formal email writing format in the section below.

Formal Email Writing Format

This is the formal email writing format that you must follow every time you write a formal email:

Subject Line

Writing a good and concise subject line is important. It should not be more than one line. This is how you will let the reader know what the email is about and how urgent it is. For example:

• Meet the new Team Leader of Content writing team
• Requesting Leaves for March 15 to 20

Greeting

This is where you address the recipient of the email. As it is a formal email, you can write any of the following:

• Hi [Name]
• Hello [Name]
• Dear [Name]
• Dear Mr./Ms./Dr./Professor [Last Name]

Email Body

This will be the main part of the email, until you mention an attachment (PDF, image, video, etc.). The body of the email can start with your short introduction if you are writing an email to a stranger. Moreover, you must write the matter in a very clear and concise format. Hence, the length of the formal email must be concise and easy to read.

Closing

If you need the reader to reply or take an action, this is where you mention it in a line or two. This closing will also include a call to action in this case. However, if you are concluding your email, just finish it on a friendly note.

Signature

You can sign off with these common phrases:

• Sincerely
• Best Regards
• Kind Regards
• Thanks Again

You must follow these guidelines for improving your email writing. You can also refer to formal email writing samples that are given below.

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Formal Email Writing Samples

Formal email writing can be very specific. Hence, you might need some examples to understand the tone of formal email writing better. Here are three samples for writing formal letters:

1. Write an Email for Job Application

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2. Write an Email on Seeking Information Regarding Course Details

3. Write an Email for Official Intimation of Your Resignation

These were three formal email writing samples that must have helped you understand the tone of formal email writing. Explore how informal email writing differs in the section below.

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Informal Email Writing

An informal email can be written to the people you know. You can draft and do informal email writing in any simple format you want. However, sticking to a simple structure can be beneficial as you will not miss anything. Here is the informal email writing format for more understanding:

Informal Email Writing Format

Subject Line

You have to keep it concise and short in informal email writing as well. These have to convey what the email is about. Here is an example: Thank you for the job offer, I’d love to accept.

Greetings

In informal email writing, you can use a simple greeting like “Hi, Hey, or How are you doing?” This is the case when you know the person you're writing the email to.

Body

You can write this and be very precise about the matter. Moreover, you don’t have to introduce yourself for the same reason.

Closing Lines

The finishing can be simple, like stating you want them to contact you in the future. Here are some common endings in informal email writing:

• I look forward to hearing from you
• I will wait for your reply

This was the informal email writing format. The next section has some samples with the format given for your better understanding.

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Informal Email Writing Samples

Here are some informal email writing samples of different contexts to help you get the tone and language to be used in the body and closing lines:

1. Write an Email to Inform Your Classmates Regarding Science Exhibition

2. Write an Email About Your Trip

3. Write an Email Expressing Your Appreciation

These were the informal email writing samples to help you understand how to write an informal email. Explore more topics for email writing in the section below.

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Email Writing Topics

Here are some more topics that you can practice email writing on:

Formal Email Writing Topics

• Write an email to thank the company for work done or service provided
• Write a letter of appreciation
• Write an email to complain about bad service or damaged product
• Write an email to remind your junior to prepare a presentation
• Write an email to apologize to a client for delayed service

Informal Email Writing Topics

• Write an email to invite a friend
• Write an email to remind a friend about your trip plan
• Write an email to congratulate a friend on their new job
• Write an email to request help from your professor for the assignment
• Write an email to apologize to your friend for not being able to attend their wedding

These were the main email writing topics for you to practice. However, to learn, you must also know where you are going wrong. Refer to the next section to know what common mistakes people make while email writing and replying.

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Common Mistakes to Avoid While Writing an Email

Here are some of the common mistakes that you can avoid while email writing:

1. Forgetting the subject
2. Writing a long subject
3. Working with too many fonts
4. Sending the email at the wrong time
5. Using the wrong or informal tone in a formal email
6. Sending the email to the wrong person
7. Avoiding proofreading
8. Not attaching the attachment mentioned in the body
9. Replying to all the recipients of a mail (when not needed)
10. Using too many abbreviations in a formal email.

These were the top 10 common mistakes while writing an email. The next section has some tips to help you in email writing.

Tips for Writing an Email

Here are some tips for perfect email writing for everyone from managers to students and employees:

1. Subject lines are necessary. Hence, they must be short and precise.
2. Use bullet points to highlight important pointers in the body.
3. Make a checklist of all these pointers before email writing.
4. Avoid too many exclamation marks and don’t use emoji.
5. Don’t overuse quotes and idioms as it looks unprofessional.

These are the tips that you can keep in mind while writing an email, whether formal or informal.

Conclusion

To sum up, email writing is an important skill. As seen above, it is used for both formal and informal purposes. It is an important means of communication, especially in professional spaces. At workplace or in personal life, conveying your ideas, requests, and thoughts well is crucial. This is what enhances your written communication skills. You can refer to the samples above to write good and convincing emails.

Frequently Asked Questions (FAQs)

Q1. What is Formal Email?

A formal email is used for communication with regard to professional and official purposes. These are very direct and concise in style. The structure of an email has to be followed strictly.

Q2. What Are the Key Components of a Professional Email?

The key components in the structure of email are:

1. Subject line
2. Greeting
3. Body
4. Closing line
5. Signature of the writer

Q3. What is CC and BCC in Email ?

CC stands for Carbon Copy and BCC full form is Blind Carbon Copy. These are used to copy the email and send it as it is to other recipients as well.

Q4. How Can I Make My Email Stand Out in Someone’s Inbox?

For this, you have to focus on drafting a compelling subject line. Make sure it is short and self-explanatory. It has to be, however, relevant to the email you are writing.

Q5. What is the Appropriate Length for an Email?

The correct length of an email is no more than 250 words. Hence, you must not exceed this and convey a clear and concise message.