Email Writing
What is an E-mail?
An e-mail is the fastest way to communicate in writing. The word e-mail smply means electronic mail, which we send across the internet or other computer networks. An e-mail can be sent from a computer or from a smartphonewhich has access to the internet.
Some Facts about E-mail
• An e-mail is sent using an account which stores all your sent and received messages online.
• E-mail accounts can be created with e-mail service providers such as Gmail, Yahoo! and AOL.
• Most of these service providers do not charge you to create an e-mail account.
• An e-mail account is operated through a personal e-mail address (e.g. abc@xyz.com ) which can be accessed only with a password (a series of letters or numbers).
• Your password is a secret and should never be shared withanyone!
• You can send written messages, photos, videos and audiofiles through e-mail.
What does an E-mail look like?
Most e-mail service providers allow users to customise their online profiles. Each user can choose from a variety of themes and set their references. It is similar to setting themes on your computer.
An e-mail looks like a letter except that it is not handwritten. Let us examine the differences between a letter and an e-mail.
- Printed or typed
- Sent via the Internet
- Is received instantly
Letter
- Printed or handwritten
- Sent via the post office
- Takes days to reach the recipient
Components of an E-mail
An e-mail consists of two main sections:
• The header
• The body
The following fields are part of the header:
• The To field
• The Cc field
• The Bcc field
• The Subject line
The body of the e-mail consists of an introductory paragraph and a short description in writing. It consists of
• A salutation
• An opening sentence
• The information in detail
• Closing line
• Signature line
An e-mail can be formal or informal. Let us read a few samples.
E-mail Samples
SAMPLE 1
You haven’t received the refund of the defective product you sent back to an online shopping company
two weeks ago. Write a letter to the Sales Head of the company explaining the matter and asking him to
investigate the delay at the earliest. Sign the e-mail as Chandran Iyer.
From chandraniyer@yepmail.com
To vikasSaluja@fleepkart.com
Cc
Bcc
Subject Refund Status
Dear Mr Saluja,
I am writing in regard to my order number A4731.
I had ordered Puma Carlos Running Shoes from your site last month. The product delivered to me was
defective; the soles were worn out and the colour faded. I immediately called the customer service desk
and had the items taken back. I was told that the money I paid would be refunded within a week.
However, it has been more than fifteen days and I haven’t received any update about the refund.
I would appreciate it if you would look into the matter at the earliest and assure me of the immediate
refund.
I look forward to your earnest response.
Regards,
Chandran Iyer
E: chandraniyer@yepmail.com
M: 9089765**2
SAMPLE 2
You recently visited a live concert of your favourite singer. Write an e-mail to your younger brother
describing the event. Sign the e-mail as Gaurav Pawar.
From gauravpawar@uommail.com
To akashpawar@uommail.com
Cc
Bcc
Subject Arijeet – Live in concert
Hi Akash,
I can’t tell you what a great time I had at the concert yesterday! Watching Arijeet Singh live in concert was a magical experience. The stadium was filled with his fans—children, teenagers, youngsters and even old people had come from all over the city to see Arijeet perform live.
As he performed, the whole crowd cheered for him. I was mesmerised by his soulful slow numbers and
got a high when he performed on his peppy fast tracks. It was a memorable experience, and I wish you could attend it as well. I hope Arijeet Singh soon performs live in your city so that you can experience the brilliance of this singing sensation yourself.
Waiting for your reply!
Wishes,
Gaurav Pawar
E: gauravpawar@uommail.com
M: 9089765**2
SAMPLE 3
Your apartment has problems of leakage and peeling paint because of exterior seepage. Write a letter to
the secretary of your society requesting him to mend the exterior wall that is leaking. Attach some
photographs of the damage in the apartment. Sign the e-mail as Ravi Yadav.
From ravi.yadav@opqmail.com
To secretary.ramchandranivas@gmail.com
Cc
Bcc
Subject Exterior seepage
Dear Sir,
I am a resident of C-41, Ramchandra Nivas. For the past one year, I have been struggling to treat the
damp kitchen walls of my apartment caused by external seepage.
Every monsoon, the wall adjacent to our kitchen starts seeping and causes internal leakage, which has
been peeling the paint off my kitchen walls. I had raised this issue in the society AGM last year, but since
there was a deficit budget, the repairs couldn’t be carried out. However, this year, in addition to seepage
and peeling paint, I have also had to manage moulds on the walls and a short circuit of the kitchen
exhaust system.
As you may have understood how important it is to fix the problem, I request you to kindly get the repairs
done as soon as possible, before it causes any harm to my family.
I look forward to your prompt action.
Regards,
Ravi Yadav
C-41
SAMPLE 4
Write an e-mail to the editor of a daily expressing strong contempt over a gender-biased piece written by
one of his correspondents titled ‘Working women destroy families’.
From nitinsayed@geemail.com
To editor@miday.com
Cc
Bcc
Subject Do working women indeed destroy families?
Dear Editor,
With due respect, I would like to draw your attention to the article titled ‘Working women destroy families’ published on 9 September 2015. The piece was insensitively written and expressed strong prejudice against women who manage both their careers and homes.
The article mentions that working women lack affection for their family as they are only concerned about
climbing the career ladder. It further stated that children whose mothers are career oriented are left to
fend for themselves. The writer painted a disillusioned picture of women by concluding that working
women destroy their families by giving importance to their jobs.
The high cost of living compels both parents to work so that the family and the children can get the best
facilities. I have been brought up by a mother who was a working woman, and at no point of time did I feel that she was neglecting me. Although the possibility cannot be denied, it was grossly inappropriate to
allow such a biased piece to be published in your prestigious daily.
Educated women are crucial to a better tomorrow, and I think that instead of being misjudged, they should
be treated as equals in society.
I hope your publication takes care henceforth before publishing articles that are poorly researched and
drafted.
Yours sincerely,
Nitin Sayed
A31
Karuna Apartments
Vasant Vihar
Thane
Maharashtra
SAMPLE 5
Write a reply to a thank you e-mail written to you by a man whose injured brother you rushed to the
hospital and paid the admission charges. Sign the e-mail as Vijay Shetty.
From vijayshetty@lmomail.com
To prasadrao123@hotmail.com
Cc
Bcc
Subject Re: Thank you for your timely help
Hi Prasad,
It was my moral duty to help your brother the other day. In fact, I am happy to have gotten the opportunity
to help someone in need. Often, we avoid taking accident victims to the nearest hospital to shirk
formalities. However, we don’t realise that we may also fall in a similar situation someday, and will wish for timely assistance as we lie helpless on the road.
Thank you for taking the time out and writing to me. I now have two friends, and let’s hope that we
continue to stay in touch.
Regards,
Vijay
SAMPLE 6
You are the secretary of the Dramatics Department of your school. You will be going to Peak Skills
Performing Arts Centre next week for a performance. Write an e-mail to Raman Biswas, the administrative in-charge of the centre informing him about your arrival and request him to make arrangements for your lunch and accommodation for a day.
From sagnikbanerji@shahinternationalschool.com
To ramanbiswas@qmail.com
Cc
Bcc
Subject Arrangement for a group of 10 performers
Dear Mr Biswas,
As you have been intimated by our principal Mr Bakshi, 10 students from North Point High School will be
coming to Peak Skills Performing Arts Centre to participate in the Annual Drama Festival. As the secretary
of the Dramatics Department, I have been asked by Mr Bakshi to inform you about our arrival so that you
can make the necessary arrangements for us. The details are as follows.
Number of students: 5 boys, 5 girls
Handicapped students: None
Accommodation: A medium sized green room for a day
Breakfast: Yes
Lunch: Yes
Food preference: Vegetarian
Arrival date and time: 15 September, 7 am
Please let me know if you need any further details and I will be pleased to provide you with the same.
We look forward to having a wonderful time at the festival.
Thanks and regards,
Sagnik Banerjee
Secretary
Dramatics Department
North Point High School
Ph: 022-2345**12
M: 7733**7651
SAMPLE 7
Write an e-mail to your father requesting him to send you extra money next month as your hostel is
organising a trip to a neighbouring hill station and you need to contribute a thousand rupees for your stay
and meals.
From rajivsen@456mail.com
To pratiksen@yahomail.com
Cc
Bcc
Subject Extra money for class trip
Dear Dad,
My hostel has organised a two-day trek to a nearby site next month. Each student has to contribute a
thousand rupees. The amount will be used for food and accommodation during the trek.
The school authorities have either asked us to make an online transfer or pay cash. If you wish to make
an online transfer, you can use the details that I sent in the previous e-mail. However, you could also give
me the money when you come to meet me this weekend.
I look forward to your reply.
Regards,
Rajiv
SAMPLE 8
You, Preeti Kamath, have to order some books from a bookstore outside your city. Write an e-mail to
Nicholas Hegel, the storekeeper, and order the following books.
1. Junior Essays by H. Martin, S Chand and Company Pvt. Ltd.
2. S Chand’s General English for Competitions
3. Vikram Seth’s A Suitable Boy
4. Life of Pi by Yann Martel
5. Oxford Essential Spanish Dictionary (English): 1st edition
6. Introduction to Psychology by Clifford T. Morgan: 7th edition
From nicholashegel@booksarefun.com
To preetik@123mail.com
Cc
Bcc
Subject Order for books
Dear Mr Hegel,
I am writing to place an order of the following books for our current academic year.
Sr. No. Book Quantity
- Junior Essays by H. Martin, S Chand and Company Pvt. Ltd. - 2
- S Chand’s General English for Competitions - 2
- A Suitable Boy by Vikram Seth - 2
- Life of Pi by Yann Martel - 2
- Oxford Essential Spanish Dictionary (English): 1st edition - 2
- Introduction to Psychology by Clifford T. Morgan: 7th edition - 2
Please let me know if the above books can be delivered to us within a week. I hope you will offer us the
usual 10% loyalty discount. The items need to be delivered to the following address:
Bosco Public School
Paschim Vihar
Delhi 110 087
Please feel free to write to me if you have any queries.
Sincerely,
Preeti Kamath
Procurement Department, Bosco Public School
E: preetik@123mail.com
T: 011 2**8 4343
F: 26584**0
M: 776856**21
SAMPLE 9
A family which has recently moved into the apartment next to you habitually scatters garbage outside the
door leaving the floor area in a mess. In addition, the youngest child in the family has spoiled your main
door by scribbling on it with permanent markers. Write an e-mail to the secretary of the society complaining about the family and request him to take immediate action.
E-mail address of the secretary: raviyadav@shantisadan.com
From jatinsingh@shantisadan.com
To raviyadav@shantisadan.com
Cc
Bcc
Subject Troublesome neighbours in B-22
Dear Mr Yadav,
I would like to bring to your notice that the Sahanis who moved into our society last month are becoming a nuisance for us and the whole building.
I live on the second floor of the B wing in Shanti Sadan CHS. The Sahanis stay next to me in B-22 and
have some strange habits. Every morning the sweeper picks the trash bags that we keep at our doorstep.
The Sahanis just scatter the garbage outside their door instead of using a trash bag. This makes the floor
a party house for cats and rodents. The floor is always stinking as a result and the sweeper has a difficult
time cleaning the mess. Their youngest son has been scribbling on doors of other apartments with
markers. When I tried to talk to the parents, they rudely slammed the door on my face. We have tried to
communicate with the Sahanis several times explaining that they are causing a great deal of
inconvenience. However, they don’t seem to pay any heed to our requests.
I request you to arrange for a society meeting and address this issue at the earliest.
I look forward to your response.
Regards,
Jatin Singh
B-21
SAMPLE 10
You study in Golden Dale School and stay in a hostel. This year, you will not be able to visit your family
during the vacations as the school has organised a 15-day trip to Sikkim. Write an e-mail to your family
informing them why you can’t visit them this summer and give them details about the trip.
E-mail addresses of family members: asha.tikekar@xyzmail.com, gaurav.tikekar@xyzmail.com,
shalini.tikekar@xyzmail.com, grandpa@xyzmail.com and grandma@xyzmail.com.
From vikram@xyzmail.com
To asha.tikekar@xyzmail.com
Cc gaurav.tikekar@xyzmail.com, shalini.tikekar@xyzmail.com, grandpa@xyzmail.com, grandma@xyzmail.com
Bcc
Subject Will not be able to come home this summer
Hi Everyone,
I hope all of you are in great health! I know you are eagerly waiting for me to come home during the
vacations. However, this year I will not be able to come home as the school is taking us to Sikkim for a
fortnight.
Last month I had participated in the National Ice Skating Championship (NISK) with 10 other students
from the secondary section. As you know, we won the first prize in the competition. Last week, the NISK
also sent an e-mail informing the school about a sponsored trip to Sikkim. We will be taken to some
interesting places around Sikkim such as the Aritar Lake (Ghati-Tso), Borong Ralong Hot Spring, Gangtok Ropeway, Rumtek and Tashiding monasteries and Himalayan Zoological Park. I am really excited about the trip but also upset because I can’t come home this year. However, I will ask my teacher if I can have a short trip home after the Sikkim tour. I would love to share my travel experience with you all personally, especially with you, grandpa, as you have lived in Sikkim for some years.
I hope to see you all soon and look forward eagerly to my trip.
Regards,
Vikram
