E-MAIL WRITING

Email stands for Electronic Mail. Email writing is a crucial skill in today's digital age, used for
both personal and professional communication.
Definition:
‘Email is a method of exchanging digital messages over the internet or other computer
networks’. It allows individuals or organizations to send text, files, or images to one or more
recipients.
Purpose of Email Communicaton:
The primary purpose of email communication is to facilitate the exchange of information
quickly, efficiently, and effectively across various platforms and among individuals or groups.
Below are the key purposes of email communication:
 Professional Communication: Email is widely used in business and professional settings
for formal and informal exchanges. It allows employees, colleagues, clients, and
businesses to discuss work-related matters, share files, or set meetings.
 Record Keeping: Emails provide a written record of communication, which can be
stored, archived, and referred back to later for reference, proof, or legal purposes.
 Cost-Effective Communication: Email eliminates the need for physical paperwork,
postal services, or telephone calls, making it a cost-effective way to communicate.
Types of Email:
Emails can be classified into three main types based on the tone and purpose of
communication:
1. Formal Email:
Purpose: Used for professional, business, or official communication. It is typically sent to
colleagues, superiors, clients, or organizations.
Tone: Polite, respectful, and professional.
Structure: Often follows a specific structure with a clear subject line, formal salutation, body,
and complimentary close.
Example:
Salutation: "Dear Mr. Smith,"
Body: "I hope this message finds you well. I am writing to request a meeting..."
Closing: "Sincerely," or "Best regards"
 2. Informal Email:
Purpose: Used for personal communication between friends, family, or people with whom you
have a casual relationship.
Tone: Friendly, conversational, and relaxed.
Structure: More flexible, may include colloquial language and less rigid formatting.
Example:
Salutation: "Hey John!"
Body: "Just wanted to check in and see how you're doing. Let’s catch up soon!"
Closing: "Cheers," or "Take care"
3. Semi-Formal Email:
Purpose: Used for communication with people you know in a professional or personal context,
such as colleagues, clients, or acquaintances, where a balance of professionalism and friendliness
is needed.
Tone: Respectful but more relaxed than formal emails. Suitable for acquaintances or colleagues
with whom you have a good relationship.
Structure: Includes formal elements but with a more conversational approach.
Example:
Salutation: "Dear Sarah,"
Body: "I hope you're doing well. I wanted to update you on the status of the project."
Closing: "Best regards," or "Kind regards"
Components of Email Writing:
The following are the components of email writing are:
1. Receiver's Email ID (To);
The email address of the primary recipient.
Example: receiver@example.com
2. Sender's Email ID (From):
The email address from which the email is sent.
Example: sender@example.com
3. CC (Carbon Copy):
Additional recipients who will receive a copy of the email. They are visible to all recipients.
Example: cc@example.com
4. BCC (Blind Carbon Copy):
Additional recipients who will receive the email, but their email addresses are not visible to the
other recipients.
Example: bcc@example.com
5. Date:
The date and time the email is sent, often automatically included by the email client.
Example: "December 13, 2024"
6. Subject Line (What the Email is about?)
A brief, clear summary of the email’s content. It helps the recipient understand the purpose of the
email at a glance.
Example: "Project Update for December Meeting"
7. Salutation:
The greeting that addresses the recipient. It sets the tone for the email, whether formal or
informal.
Examples:
Formal: "Dear Mr. Smith,"
Informal: "Hi Eshal,"
Group: "Hello Team,"
8. Body of the Email (Actual message):
The body is the main part of the email and typically consists of three sections:
 Introduction: A brief opening that states the purpose of the email.
Example: "I hope you're doing well. I'm writing to update you on the status of our
upcoming project."
 Main Content: The detailed explanation or message of the email.
Example: "We have completed the first phase of the project, and all the deliverables have
been submitted. We are now moving on to the second phase, which will start next Monday.
Please find the updated project timeline attached."
 Summary: A concise conclusion that restates the main points or includes a call to action.
Example: "Please review the attached schedule and let me know if you have any questions.
I look forward to our meeting on Friday."
 9. Complementary Close:
A polite and appropriate way to end the email before signing off. The tone should match the
formality of the email.
Examples:
Formal: "Sincerely," "Best regards," "Yours faithfully"
Informal: "Best," "Cheers," "Take care"
10. Signature:
This section includes the sender's contact details and other relevant information.
Example:
John Doe
Marketing Manager
ABC Corporation
john.doe@example.com
11. Attachments:
Files, images, or documents attached to the email. These may be referenced in the body of the
email. Attachments should be mentioned in the body of the email, and their file names should be
clear and descriptive (e.g., "Project_Report_December.pdf").
Example: "Please find the project report attached for your review."
Email Writing Etiquette:
Tone and Language: The tone should match the recipient and the nature of the
communication. In formal emails, use professional language, while informal emails can adopt a
more relaxed tone.
Clarity and Conciseness: Emails should convey the message clearly and without
unnecessary information. Avoid long paragraphs and complex sentences.
Proper Formatting and Structure: The email should be well-organized, with clear
paragraph breaks and logical flow. Using bullet points or numbered lists can help make the email
more readable.
Email Length and Punctuation: Keep emails short and to the point. Use punctuation
correctly to ensure the message is easy to understand.
Common Email Mistakes to Avoid:
 Overuse of technical terms or emojis can make your email seem unprofessional or
unclear.
  A disorganized email can confuse the recipient. Make sure there is a logical flow, with
clear paragraphs or sections.
 Sending an email with errors or unclear wording can damage senders credibility. Always
check your message before hitting "send."
 Using an unclear or irrelevant subject line.
 Forgetting to attach files or not mentioning them in the email body.
 Using an overly casual tone in professional emails.
Email Security and Privacy:
Emails can be vulnerable to hacking, phishing or unauthorized access. Using strong passwords,
enabling encryption and avoiding suspicious links are essential practices for ensuring security.