157

an
EMAIL Even as you are reading it, chances are that you do not have
C-mail account of your own and that if you need to send or
receive an e-mail, you probably use an account belonging to
AStepwise Guide to Effective E-mails your elder sibling or one belonging to your father or mother.
STEP 1: Write your correct e-mail address in the If that is the case, you may ask why you need to learn how to
feld marked'From' and that of the recipient in
thefieldmarked'To. write an effective e-mail. Well, the question is valid and must
be answered now and here. You need to learn to write effective
STEP 2: In the subject field, briefly describe the
topic or purpose of the e-mail. e-mails because education is now becoming increasingly
STEP 3: Start your message with a pleasant internet and digital-technology dependent and e-mail is the
greeting such as: Dear (First name), Hi/Hey/Hello standard way you communicate with others while learning.
(First name) or Hi/Hey (Sis/Bro/Mom/Dad) if of
the e-mail is personal and informal. If the e By now you know what e-mail is - an electronic form
mail is a formal one, you may write Dear Sir or written correspondence or communication. It is nothing, but
Degr Madam or Dear (Title and last name/ good old letter writing made digital and instant. The only
complete name). difference may be that it does not require any paper and the
STEP 4: If you are responding to an e-mail, whole correspondence can turn into a chain, where all the
begin your message with a brief reference to it. messages can be accessed at one place only.
Otherwise,straightway come to the point and
state the purpose of your writing - to ask for a Today, e-mail writing has got its own conventions and
favou, to offer help, to make a request, to etiquette which are necessary to observe, especially if we are
thank, to congratulate, to complain, to apologise, writing in a formal situation. Yes, like letters, e-mails can also
to seek or give information, to apply for
be formal and informal.
something or to submit something.
STEP 5: Add details to your message by writing The main reason why you may need to write e-mail at present
one major idea in one paragraph. You may write may be your examination. Isn't it ironical that in your exam,
3 or 4 paragraphs or even more, depending
you will most probably be writing an e-mail in your hand
upon the message you have to convey.
rather that type it on acomputer or some other digital device?
STEP 6: Keep your message short but clear. Use
avariety of sentences with varying lengths. Therefore, you should know whar is expected of you when
STEP 7: Use an appropriate formula or expression you attempt aquestion on e-mail writingthe 'kind' ofe-mail
taking
to wrap up an e-mail. Include a leave you have to write (formal or informal), 'who' you have to write
expression. For example, Thanks', Pay my
regards to.'or 'Looking forward to...(meeting to (afriend, afamily member, arelative or astranger, ora teacher
you/seeing you/talking to you/hearing from or an oficial), and 'why' you have to write (to askfor afavour.
you etc.), 'See you soon", 'Bye', Take care, Best to complain, to give or seeksome information, togreet or to make
wishes','Love' or 'All the best'. an announcement). Acareful consideration of these questions
t your e-mail is a formal one, close it with sucn
will help you determine an appropriate response in the
expressions as 'Kind/Best regards' or Yours
Sincerely', Yours truly' or simply 'Sincerely'. examination to aquestion on e-mail writing. You may have to
nciude your name or initials in the end. write your response within agiven word and time limit.
STEP 8: Check your message for errors in

8anmar, spelling,word choice and punctuation

before you pressthe 'Send' button.
 Writing : Email English 8
158

effective e-mail writing.

Let's play a game to understand some important "Do's" and "Don'ts" of
Given below are 15 cars with different labels.
Each label suggests what 'must be done'or 'must not be done' towrite effective e-mails.
under two parking los 3iven
Read these labels carefully and then write the correct car number'
below.

you look forward

Car 1 Place priority information Car 9 End with thanks /a line saying,recipient
in the beginning to hearing from the
personal information that
Be forwarded or Have very confidential or cause problems
may fall intowrong hands and
Car 2 circulated unsolicited Car 10

Be vague or have
signature which may include position
Have aheld/address/phone
Car 3 Car 11 number etc.
insuficient information
sentences
Use the right tone - Car 12
Have simple vocabulary, uncomplicated
Car 4 and short paragraphs
formal/informal

Be brief without Carry attachments with viruses or malicious

Car 5 Car 13 software in them
being rude

Have a clearly Car 14

Use correct grammar and spelling toavoid
Car 6 confusion
stated subject line

Be
Be all in CAPITAL LETTERS.
Car 7 Car 15
too long This is considered as 'shouting'

Be
Car &
COurteous

PARKING LOT PARKING LOT

2
For all cars with a 'Must Do' label For allcars with a 'Must Not Do' label
English 8
Writing :Informal Email 159

Layout of an Informal Email

Send Save as a Draft Attach CancelDelete PReply Forward

O From.
charledsouza@cmc.net
9 To...
mariapinto@xyz.com
CC...
BCC..

O Subject Request for funds for a poor patient.

Arial 10 0BI U

H, Maria

Hope everything is Aine.

|Wel, I'm writing to ask you a favour. You see, a ten-year-old poatient in our
|hospital needs immediate heart sUrgery that will cost one lah rupees. The
problem is that his tamily does not have that much money. I was wondering it
19 you could raise some Aunds tor his suroery. How much shall I cOunt on you for?
And do spreod the word, please. Pemember all donatons are to be sent throughn a
demand drapt superscribed Master 8hoohits Account.
Peply as s00n as you can.
Catch you later.
20 Cnartes
Send Save as a Draft Attach Cancel

1. Click this button when your message is ready to be sent. 13. It shows the point size of the font and can be changed as needed by clicking
2. Click this button to save your message for use later. the up and down arrows.
3 Cick this button to attach any document, photo or file to the mesage. 14. B,land Urespectively stand for bold, italics and underline.
4 This button is to be used if you want to cancel an initiated action e.g. 15. Usethis button to put your message in abox.
creating a message. 16. This function allows you to align your message left, right, centre or as may
5,6,7 These buttons are used to delete, send replies or to forward the be justified.
incoming messages respectively. 17. Usethese buttons to add numbers or bullet points to your message.
8 Type your email address here. Most email software programs carry out 18. Use an appropriate salutation as you do in aletter.
this function automatically. 19. Notice the personal and conversational style. The sender begins with a
9. Here type email addressles) of the recipient(s). stock phrase often used in beginning informal letters or conversations and
10. CCmeans a carbon capyand BCC means ablind carbon copy. Use these goes on to express the purpose of this communication. The tone is
functions if you want to send the same message to people other than extremely informal and friendly and so is the closing.
the primary recipientts). 20. Name of the sender.
1 Write aclear and precisely worded subject or title of the message here.
12. Name of the default font style, which you can change by clicking the up
and down arrows next to it.
Layout ofa Formal Email

Send Save as a Drat AtlachCancelOeleteReplyForward

From.. charledsouza@omc.net
To kumaranil63@hotmail.com
CC.
BCC

SubjectRequest for funds for a poor patient.

Arial 10 BIU

Dear Bir
nundreds and thousands o
We are one of the leading reterral nospitals ot North India. Every yeor
patients beneit trom the state of the arthealtn care we provide.
not turm tnem abau we
Many of these patients are too poor to beor the exoenses oA treatment We do
provide tinem tine vers best of our services thanks to the Findness and qenerosity showr by peupit
organisations lie you.
Plgint now a very poor patient Master nobnit (Aae 10) urgenty requires to undero neart surery
onich will cost his Aamils Ps. 100,000/-. while tne nosgital is willina to aive a concession 0f Ps. 25000/
Master &nobnit still needs Ps. 75,000/-.
May I reauest you to extend a helptul hand by collecting the much needed unds trom uour stat and
students and any other willing persons or organisations? rease make all pauments witinin 10 daus in
the orm 04a demand drat tavouring the hospital and superscribed Master Snobinit AccOunt.
LoOFing Porward to your qenerous nelp.
Yours sincerely
Dr. Charte DOouza
Medical uperintendent, CHC Hospital
(-91) 982-m
Send Save as a Draft Attach Cancel

1. Click this button when your message is ready to be sent. 13. It shows the point size of the fent and can be changed as needed by cicing
2 Cick this button to save your message for use later. the up and down arrows.
3 Click this button to attach any document, photo or file to the message. 14. B,land Urespectively stand for bold, italicise and underine.
4. This button is to be used if you wantto cancel an initiated action e.g. creating 15. Use this button to put your message in abox.
amessage 16. This function allows you to align your message left, right, centre or as may be
5.6,7 These buttons are used to delete, send replies or to forward the incoming justified.
messages respectively 17. Use these buttons to add numbers or bullet points to your
8. Tne vour email address here. Most email software prograS Cay bu 18. Use an appropriate salutation as you do in aletter.
message.
function automaticaly. 19. Notice the matter-of-fact and formal style. The sender begins by
9. Here type email addressles) of the intended recipientísi. identifying
10. CC means a carbon copy and BCC means a blind carbon copy. Use these himself because he is writing to strangers, and goes on to express the purpaS8
functions if you want to send the same message to people other than the ef his writing. See how clearly he gives details of what the receiver has to do
primary recipientlsi. to send donations Mark the use of short paragraphs and polite
20. Courteous leave taking and closing language.
1. Write a clear andprecisaly worded subject or title of the message here
12 Name of the defaut font style, which you can change by cicking the up and 21. Name, designation and contact details of the sender
down arroWs next to it
 CA
165
Let's| Learn Date

NAME

CLASS &SECTION ROLL NO.

CLASSROOM
ASSIGNMENT 30 ASSESSMENT

Writing (Email)
Uitean e-mail to the Principal of your school requesting him/her to grant you an
your leave because you are held up at a place vou and vour family had gone to for vacation.
extesona
In your e-mail message you should
1introduce yourself giving details like your
name, class and roll number
2 explain the circumstances which prevent you from ioining the school on the day of reopening after vacation
3 request the Principal to extend your leave by afew davs (mention the number of days you want the extension for)

Send Save as a Draft Attach Cancel Delete Reply Forward

From...
To.

Subject

Send Save as a Draft Attach Cancel