TopicsGeneral TopicsEmail Writing – How to Write Email, Format and Samples

Email Writing – How to Write Email, Format and Samples

Email Writing Overview

Good email writing involves being precise and professional. A good email should start with a clear, short subject line. Use tools like bold text or bullet points to highlight key information, and keep the content brief and direct. Make sure to clarify the email’s purpose and choose a tone that suits the recipient. Always use a professional email address, start with a friendly greeting, and maintain politeness throughout. Lastly, double-check for any spelling or grammar mistakes and use CC/BCC options thoughtfully.

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    How to Write an Email?

    These are some important and common steps to follow for email writing:

    • Select a Professional Email Address: Opt for an email address with your name or a professional handle, particularly for formal or work-related emails.
    • Write a Clear Subject Line: Keep your subject line short and related to the email’s content. It’s the first aspect the recipient notices, so ensure it’s descriptive.
    • Begin with a Proper Greeting: Start with a courteous greeting such as “Dear [Name],” or “Hello [Name],” when you know the person. For formal emails, use titles and surnames.
    • Mention the Purpose Early: In the initial sentences, clearly mention why you’re writing the email. This provides immediate context for the reader.
    • Be Concise and Structured: Use brief paragraphs, bullet points, or numbered lists for clear communication. Focus on the main topics in your email.
    • Maintain Formal Language and Tone: Steer clear of informal slang and maintain a respectful tone, especially in professional contexts.
    • Add a Call to Action: If you expect a reply, specify your request and any relevant deadlines.
    • End with a Courteous Closing: Conclude with phrases like “Best regards,” “Sincerely,” or “Thank you,” followed by your signature.
    • Proofread Before Sending: Double-check for any spelling or grammar mistakes to ensure your email’s professionalism.
    • Use CC/BCC Wisely: Employ ‘CC’ (Carbon Copy) for public inclusions, and ‘BCC’ (Blind Carbon Copy) for private ones.

    Email Writing Format

    Here are two types of email writing format Informal and Formal email writing, below is the format for both the types:

    Informal Email Writing Format

    n informal email typically has a more relaxed and personal tone compared to a formal email. Here’s a basic format for writing an informal email:

    • Email Address: Use a casual email address, preferably one that you commonly use for personal communications.
    • Subject Line: While still important, the subject line can be more casual and direct. It should briefly indicate the email’s content or your reason for writing.
    • Greeting: Start with a friendly greeting. Use the recipient’s first name or a nickname if appropriate. For instance, “Hi [Name],” or “Hello [Name],”.
    • Introduction: In the first few lines, you can include a personal touch like asking about the recipient’s well-being or mentioning a shared interest or recent event.
    • Main Body: Write the main content of your email. In an informal email, it’s okay to use colloquial language and contractions (like “I’m” instead of “I am”). Express your thoughts freely but clearly.
    • Closing: End your email with a friendly closing. Phrases like “Talk to you soon,” “Cheers,” or “Best wishes,” followed by your first name or nickname, are appropriate.
    • Sign-Off: Include a casual sign-off that matches your relationship with the recipient, such as “Take care,” “Lots of love,” or simply “Bye for now.”

    Formal Email Writing Format

    When writing a formal email, it’s important to maintain a professional and respectful tone. Here’s a basic format for crafting a formal email:

    • Email Address: Use a professional email address, ideally one that includes your name or a professional username.
    • Subject Line: The subject line should be concise, clear, and directly related to the content of your email. It’s the first thing the recipient sees, so make it informative.
    • Greeting: Begin with a formal greeting like “Dear [Name or Title],” If you don’t know the name, “Dear Sir/Madam,” is suitable.
    • Introduction: Start by stating the purpose of your email. In a formal setting, it’s important to get to the point quickly and clearly.
    • Main Body: Write the main content of your email in a clear and concise manner. Use formal language and avoid slang or overly casual phrases. Keep paragraphs short for easy readability.
    • Closing: Conclude your email with a formal closing such as “Sincerely,” “Regards,” or “Best regards,” followed by your full name.
    • Signature: Include a signature block at the end of your email with your full name, title, and contact information. This can also include the company name and address if relevant.

    Email Writing Samples

    There are several email writing samples, we have provided Informal and Formal email writing samples:

    Informal Email Writing Samples

    Sample 1: Thank You Email

    To: Recipient’s email address

    Subject: Huge Thanks for the Birthday Surprise!

    Hi [Recipient’s Name],

    I just wanted to drop you a quick note to say a massive thank you for the amazing birthday surprise! I was genuinely shocked and couldn’t have asked for a better way to celebrate.

    The party was fantastic – you really did think of everything. From the delicious cake to the playlist filled with all of my favorite songs, it was just perfect. And that gift! You know me too well; I’ve already started using it.

    I feel so grateful to have a friend like you who goes the extra mile to make my day special. Let’s catch up soon – my treat next time!

    Thanks once again for everything. You really made my birthday unforgettable.

    Take care and see you soon!

    [Your Name]

    Sample 2: Email Expressing Your Appreciation

    To: Recipient’s email address

    Subject: A Huge Thank You!

    Hi [Recipient’s Name],

    I hope this email finds you well! I just wanted to take a moment to express my heartfelt thanks for [mention the reason – could be for a favor, support, gift, etc.]. It really meant a lot to me.

    Your generosity/support/kindness (choose the appropriate word) was a game-changer, and I am incredibly grateful for it. I’m so lucky to have someone like you in my life. Whether it’s your helpful advice, unwavering support, or just being there when needed, you always know how to make a difference.

    Thanks again for everything. Let’s catch up soon – maybe a coffee or lunch on me next time?

    Take care and speak soon!

    [Your Name]

    Sample 3: Email About Your Trip

    To: Recipient’s email address

    Subject: Had an Amazing Trip!

    Hi [Friend’s Name],

    Hope you’re doing great! I just got back from my trip and I had to tell you all about it.

    So, I went to [Destination] and it was absolutely amazing. The weather was perfect – sunny but not too hot. I visited all the famous spots like [Mention a few landmarks or places]. Each place had its own charm and the views were breathtaking!

    The highlight of the trip was definitely [a specific experience – could be a hike, a local festival, etc.]. It was an experience like no other and I learned so much about the local culture.

    And the food! Oh, you would have loved it. I tried [mention a few local dishes] and each dish was better than the last. I’ll have to take you to this amazing [type of cuisine] restaurant here that reminds me of the food there.

    I took loads of pictures. I’ll show you when we meet up next. Speaking of which, we need to plan our catch-up soon! How about next weekend?

    Can’t wait to hear all about what you’ve been up to as well. Let’s swap stories over coffee?

    Take care and talk to you soon!

    [Your Name]

    Formal Email Writing Samples

    Sample 1: Email on Seeking Information Regarding Course Details

    To: Recipient’s email address

    Subject: Inquiry About [Specific Course Name] Details

    Dear [Recipient’s Name or Title],

    I am writing to inquire about the details of the [Specific Course Name] offered at [Institution or Department Name]. I have reviewed the information available on your website, but I would like to gather more comprehensive insights about this course.

    Specifically, I am interested in understanding the following aspects:

    Course Curriculum: Could you please provide a detailed outline of the course syllabus and the key topics covered?

    Duration and Schedule: What is the duration of the course, and are there specific timings for the classes?

    Enrollment Requirements: Are there any prerequisites or qualifications required for enrolling in this course?

    Fees and Payment Options: What is the fee structure for this course, and what are the available payment methods?

    Assessment and Certification: How are the students assessed, and is there a certification provided upon completion?

    Opportunities for Practical Experience: Does the course offer any hands-on or practical learning experiences?

    Faculty Details: Who will be conducting the course, and what are their qualifications and experience?

    I would greatly appreciate it if you could provide the requested information at your earliest convenience. This will aid me in making an informed decision regarding my enrollment.

    Thank you for your time and assistance. I look forward to your prompt response.


    Your Full Name
    Your Contact Information

    Sample 2: Email on Introducing a New Employee to Your Team

    Subject: Formal Resignation from [Your Position]

    To: Recipient’s email address

    Subject: Introducing Our New Team Member, [New Employee’s Name]

    Dear Team,

    I hope this email finds you well. I am excited to introduce [New Employee’s Name], who will be joining our team as [New Employee’s Position] starting [Start Date].

    [New Employee’s Name] comes to us with a wealth of experience in [briefly mention relevant experience or background], and I am confident that [he/she/they] will bring a new perspective and valuable insights to our team. [He/She/They] has an impressive track record in [mention a key achievement or area of expertise], and we look forward to [his/her/their] contributions to our ongoing projects and team dynamics.

    I would like all of you to welcome [New Employee’s Name] warmly and offer [him/her/them] your full support as [he/she/they] transitions into [his/her/their] new role. We will be organizing a team meeting on [Date] at [Time] to formally introduce [New Employee’s Name] to everyone and provide an opportunity for you all to get acquainted.

    Please feel free to reach out to [New Employee’s Name] via email at [New Employee’s Email Address] or stop by [his/her/their] desk in [Location/Office Number] to introduce yourselves personally.

    Thank you in advance for helping to make [New Employee’s Name]’s transition into our team as smooth and welcoming as possible. I am looking forward to the positive impact that [his/her/their] joining will have on our team.

    Best regards,

    Your Full Name
    Your Position
    Your Contact Information

    Sample 3: Email on Official Intimation of Your Resignation

    To: Recipient’s email address

    Subject: Formal Resignation from [Your Position]

    Dear [Manager’s Name],

    I am writing to formally announce my resignation from my position as [Your Position] with [Company’s Name], effective [Your Last Working Day, typically two weeks from the date of the letter].

    This decision was not easy and took a lot of consideration. However, due to [a brief reason for leaving, such as ‘personal reasons,’ ‘career growth opportunities,’ etc.], I believe this is the right step forward for my career and personal growth.

    I would like to express my sincere gratitude for the opportunities for professional and personal development that you have provided me during my time here. I have enjoyed working for the company and appreciate the support provided to me during my tenure.

    Please let me know how I can assist during this transition and help train my replacement. I hope to leave my current role in a way that ensures a smooth transition for the team.

    Thank you again for the opportunity to work at [Company’s Name]. I look forward to staying in touch, and I hope our paths cross again in the future.

    [Your Name]

    Sample 4: Email Informing Your Employees about the Change in Work Timings

    To: Recipient’s email address

    Subject: Notification of Change in Work Timings

    Dear Team,

    I hope this email finds you well. I am writing to inform you about an important change in our work schedule that will be effective from [Start Date].

    Starting [Start Date], our work timings will be adjusted to [New Work Timings], instead of our usual schedule. This change is being implemented to [a brief reason for the change, e.g., ‘enhance operational efficiency,’ ‘align with our global offices,’ etc.].

    We understand that this change may require some adjustments in your daily routines. We appreciate your cooperation and flexibility in adapting to this new schedule.

    Should you have any concerns or require assistance in managing this transition, please feel free to reach out to your supervisors or the HR department.

    Thank you for your understanding and continued dedication to your work.

    Best regards,
    Your Name
    Your Position

    Sample 5: Email of Marriage Leave Application

    To: Recipient’s email address

    Subject: Application for Marriage Leave

    Dear [Manager’s Name],

    I am writing to request a leave of absence for my upcoming wedding. I would like to apply for [Number of Days] days of leave starting from [Start Date] to [End Date].

    The wedding is an important event in my life, and I wish to spend this time with my family and friends to prepare for and celebrate the occasion.

    I have ensured that all my current projects are on track and have prepared a handover document detailing the status of my work, which I will share with [Colleague’s Name or ‘my team’] for seamless continuity in my absence.

    I will ensure that all my responsibilities are covered during my leave and will be reachable for any urgent matters.

    I would appreciate your understanding and approval of my leave request. I am committed to resuming my duties promptly on [Date of Rejoining].

    Thank you for considering my application.

    [Your Name]

    Common Mistakes to Avoid While Writing an Email

    These are the common mistakes people make while writing an eamail:

      • Ignoring the Subject Line: Omitting a subject line or using an unclear one might result in your email being missed or misunderstood.
      • Overly Casual Tone: In informal emails, it’s still vital to keep a level of professionalism. Refrain from using casual slang or emojis, especially in professional contexts.
      • Being Too Long-Winded: Avoid overly lengthy emails as they can detract from the main message and lose the reader’s interest. Aim to be succinct and clear.
      • Poor Structure: Dense text blocks are challenging to read. Organize your email into brief paragraphs or bullet points for ease of reading.
      • Typos and Grammatical Errors: Typos and grammatical mistakes can detract from the professionalism of your email. Always review your email before sending.
      • Using “Reply All” Unnecessarily: Using “Reply All” when it’s not necessary can flood inboxes and irritate others. Use it only when it’s essential for everyone to see your reply.
      • Neglecting the Greeting or Closing: Failing to include a suitable greeting or sign-off can make your email come across as rude or too abrupt.
      • Not Personalizing: Not addressing the recipient personally or using a one-size-fits-all template can render your email impersonal.
      • Forgetting Attachments: Commonly, people mention attachments but forget to include them. Always verify that you’ve attached the necessary files.
      • Ignoring the Tone: The tone in emails is easily misread. Choose your words carefully to avoid misunderstandings.
    • Sending Sensitive Information: Be cautious about sending sensitive or private information via email as it might not be fully secure.

    Tips to Write a Good Email

    Writing effective emails involves more than just typing a message and hitting send. Here are some tips to help you write better emails:

    • Use a Clear and Relevant Subject Line: Your subject line should reflect the content of your email. It’s the first thing recipients see, so make it informative and to the point.
    • Keep it Concise: Be brief and direct. Long emails can be overwhelming and are often skimmed or not read at all. Stick to the main points.
    • Start with a Proper Greeting: Address the recipient appropriately. Use “Dear [Name]” in formal settings, or a simple “Hi [Name]” in more casual contexts.
    • State Your Purpose Early: Mention the main reason for your email in the first few sentences. This helps the recipient understand the context immediately.
    • Use a Friendly Tone: Even in professional emails, a friendly tone can be effective. It makes your email more personal and pleasant to read.
    • Structure Your Email Well: Use paragraphs to break up your text. For longer emails, bullet points or numbered lists can help in organizing the content.
    • Be Mindful of Your Language: Avoid jargon, slang, or overly technical terms unless you’re sure the recipient understands them. In a professional setting, keep the language formal.
    • Include a Call to Action: If you need a response or action from the recipient, make it clear. Specify any necessary steps or deadlines.
    • Close Politely: End your email with a courteous closing, like “Best regards,” “Sincerely,” or “Thank you,” followed by your name.
    • Proofread Before Sending: Check for spelling, grammar, and clarity. A well-written email reflects professionalism and attention to detail.
    • Use Email Signatures Appropriately: If applicable, use a signature that includes your contact information and, if relevant, your job title and organization.
    • Be Careful with Humor and Emotions: Email is not always the best medium for expressing humor or strong emotions. These can often be misinterpreted.
    • Reply Promptly: Respond to emails in a timely manner, especially if they are time-sensitive or if the sender has requested a quick reply.

    FAQs On Email Writing

    ’ in formal situations or ‘Hi [Name]’ in more casual contexts. Then, proceed directly to the purpose of your email.” image-2=”” headline-3=”h3″ question-3=”How are you in email?” answer-3=”In an email, ‘How are you?’ can be used as a polite introduction in the greeting, especially if you have an existing relationship with the recipient. It’s more common in informal emails and should be brief.” image-3=”” headline-4=”h3″ question-4=”How to reply to an email?” answer-4=”To reply to an email, start by addressing the sender. Acknowledge the content of their email, answer any questions asked, and include any requested information. Keep your response clear and to the point, and conclude with a polite sign-off.” image-4=”” count=”5″ html=”true” css_class=””]
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