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By Karan Singh Bisht
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Updated on 23 Dec 2025, 12:35 IST
Email writing is an important part of the Class 12 English syllabus and a scoring section in board examinations. With emails becoming the most common mode of formal communication, students are expected to understand the correct format, tone, and style of writing an email. Mastering email writing not only helps in exams but also prepares students for real-life communication.
An email (electronic mail) is a method of exchanging messages digitally between individuals or organizations. Unlike casual chats or messages, emails—especially formal ones—require a proper structure, clear language, and a polite tone. In Class 12 exams, students are mainly tested on their ability to write clear and well-structured formal emails.
Below are the types of Emails that are covered in CBSE Class 12 syllabus-
Formal emails are written to principals, teachers, editors, companies, government officials, or institutions. These emails follow a fixed format and use polite and professional language. Most email-writing questions in board exams are formal in nature.
Informal emails are written to friends or relatives. They are personal and friendly in tone. Although rarely asked in exams, students should be aware of the difference between formal and informal emails.
Email writing is an important part of professional communication. People are more likely to respond to emails that are clear, interesting, and relevant. If an email is confusing or too long, it may be ignored. This is why learning how to write effective emails is essential. A good email should be direct and to the point. The most effective emails are those that communicate the message clearly and simply.
There are a few important points to keep in mind while writing an email. Emails can be informal or formal, depending on the person you are writing to. Just like letters, the format of an email changes based on its purpose. However, correct grammar and spelling are always important, regardless of the type of email.
When you start writing an email,
Also Read: Acknowledgement for Project Class 12
Here are a few sample emails to help you understand the correct and effective way of writing an email.
JEE
NEET
Foundation JEE
Foundation NEET
CBSE
Email Expressing Appreciation
To: Recipient’s Email Address
Subject: Congratulations on Your Achievement
Dear (Name),
Please accept my heartfelt congratulations on your success. I was delighted to see your name on the merit list. Your hard work and dedication have truly paid off, and I am sure everyone at home is extremely proud of you.
You have brought great honour to your family, and I am happy that you will now be able to pursue the architecture course you had been eagerly waiting for. I look forward to meeting you soon and congratulating you in person.
Please convey my regards to uncle, aunty, and grandpa.
Regards,
Your Name
Email About Your Trip
To: Recipient’s Email ID
Subject: Details of My Upcoming Trip
My Dear (Name),
I am very excited to share details about the long trip I will be going on with my parents. We will be leaving on the 25th of this month.
We will be away for nearly three months. Our first destination is San Francisco, where my father has an official meeting to attend. After that, we will travel to New York to visit our cousins and stay there for about a month. Later, we will be heading to Paris. Visiting Paris has always been my dream, and I am thrilled that my parents have finally agreed.
I will write to you regularly about the places we visit, the food we try, and the people we meet. I wish you could have joined us on this trip. Let us plan a trip together once I return.
With best wishes,
Your Name
Email Seeking Information About Course Details
To: Recipient’s Email ID
Subject: Enquiry Regarding Course Details
Dear Sir,
I have successfully completed my B.Sc. degree with Electronics as my main subject. I am interested in pursuing a course in Computer Science and would like to know more about the courses offered at your institution.
I kindly request you to send me a copy of your prospectus along with details regarding eligibility, duration, and fees.
Yours faithfully,
Your Name
Email Introducing a New Employee to the Team
To: Recipient’s Email ID
Subject: Introduction of Our New Customer Service Representative
Dear Team,
I am happy to introduce (Name), who has joined us today as our new Customer Service Representative. She will be responsible for providing technical support to our users and ensuring they have a smooth and positive experience with our products.
Please join me in welcoming (Name) and wishing her success in her new role.
Best regards,
Your Name
Designation
Email Giving Official Intimation of Resignation
To: Recipient’s Email ID
Subject: Resignation from the Post of (Designation)
Dear Sir/Ma’am,
I would like to inform you that I plan to pursue higher studies in the upcoming academic year. Therefore, I wish to resign from my position as (Designation) at (Name of the Institution), effective three months from today.
I sincerely thank you for the opportunities, guidance, and support provided during my tenure. Working at (Name of the Institution) has been a valuable experience that has contributed greatly to my personal and professional growth.
Please consider this email as formal intimation of my resignation.
Thanking you,
Yours sincerely,
Your Name
Email Informing Employees About Change in Working Hours
To: Recipient’s Email ID
Subject: Change in Working Hours
Dear Team,
As our company continues to grow and handle an increasing number of projects, we appreciate your consistent dedication and teamwork. To manage our work more efficiently, we have decided to revise the working hours.
The new office timings will be from 8:30 a.m. to 5:00 p.m., effective from 5th July 2021 (Monday). We request everyone to follow the revised schedule strictly.
If you have any suggestions or concerns, feel free to share them.
Warm regards,
Your Name
Designation
Here are 100 email writing topics, carefully curated for Class 12 students, competitive exams, and real-life practice. The list covers formal, semi-formal, and informal situations, making it perfect for exam prep, blogs, or worksheets.
Below are clear, exam-ready Email Writing Examples, suitable for Class 12 (CBSE/ISC). The examples cover formal, semi-formal, and informal situations and strictly follow the correct email format.
To: principal@abcschool.com
Subject: Application for Leave Due to Illness
Respected Sir/Madam,
I am a student of Class 12-A of your school. I wish to inform you that I am suffering from viral fever and have been advised complete rest by the doctor.
Therefore, I kindly request you to grant me leave for two days, from 12th to 13th August 2025. I shall be grateful to you for your consideration.
Thanking you,
Yours sincerely,
Rahul Sharma
Class 12-A
To:customercare@xyzcompany.com
Subject: Complaint Regarding Defective Product
Dear Sir/Madam,
I purchased a mobile phone from your online store on 5th August 2025. Unfortunately, the device is not functioning properly, and the battery drains very quickly.
I request you to kindly arrange for a replacement at the earliest. A copy of the invoice is attached for your reference.
Thanking you,
Yours faithfully,
Amit Verma
To:english.teacher@school.com
Subject: Request for Extra Classes
Dear Ma’am,
I hope you are well. I am writing to request extra classes for the poetry section, as many students are finding it difficult to understand.
Your guidance would be extremely helpful for our exam preparation. I hope you will consider our request.
Regards,
Neha Gupta
Class 12
To:mentor@email.com
Subject: Thank You for Your Guidance
Dear Sir,
I would like to thank you for your constant support and guidance during my project work. Your suggestions helped me improve my performance and confidence.
I am truly grateful for your time and encouragement.
Warm regards,
Rohit Mehta
To:friend@email.com
Subject: My Summer Vacation
Dear Riya,
I hope you are doing well. I wanted to share my summer vacation experience with you. I visited Manali with my family and enjoyed trekking, sightseeing, and local food.
I wish you were there with us. Let’s plan a trip together soon. Write back soon!
With love,
Ananya
To:cousin@email.com
Subject: Congratulations on Your Success!
Dear Aman,
Congratulations on clearing the entrance exam! I am so proud of you. Your hard work and dedication have truly paid off.
Wishing you great success in your future studies. Do celebrate this achievement!
Best wishes,
Priya
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To write an email for Class 12, follow the correct format and keep the language clear and formal (unless it is an informal email). First, read the question carefully and understand the purpose of the email. Use a suitable subject line, polite salutation, and write the message in short and clear paragraphs. Stick to the word limit (usually 120–150 words), avoid grammatical errors, and end the email with a proper closing and your name.
The standard email writing format includes the following parts:
Following this format correctly is very important to score full marks in exams.
The 7 C’s of email writing help make an email effective and professional. They are:
In an exam, always follow the prescribed format. Start with a clear subject line and use a formal tone. Write the body in 2–3 short paragraphs: the first explaining the purpose, the second giving details, and the third closing politely. Do not exceed the word limit and avoid informal words or short forms. Leave proper spacing and revise the email before submission.
The 3 email rule suggests that an email should have only three main parts:
This rule helps in keeping emails simple, clear, and effective, especially in professional communication.
Email writing in Class 12 is a part of the English writing skills syllabus. Students are required to write formal or informal emails based on given situations. It tests their ability to communicate clearly, follow proper format, use correct language, and express ideas logically. Email writing is considered a high-scoring section if done correctly.