Email is a common way of communication today. We use emails in schools, offices, and daily life. A good email is clear, polite, and well-structured.
WHAT IS AN EMAIL?
An email (electronic mail) is a message sent through the internet. It can be formal or INFORMAL, DEPENDING ON WHOM WE ARE WRITING TO.
TYPES OF EMAILS
Formal Emails
These are used in professional or official situations.
Examples:
- Job application email
- Complaint email
- Request email (leave, permission, information)
- Official notice or enquiry
Formal emails use:
- Polite language
- Complete sentences
- No slang or short forms
Informal Emails
These are used with people we know well.
Examples:
- Emails to friends
- Emails to family members
- Personal messages
Informal emails use:
- Friendly tone
- Simple and relaxed language
PARTS OF AN EMAIL
A good email has the following parts:
Subject Line
- Tells what the email is about
- Should be short and clear
Example:
Subject: Request for Leave
Salutation (Greeting)
- Shows respect and politeness
Examples:
- Formal: Dear Sir / Dear Madam / Dear Mr. Kumar
- Informal: Dear Riya / Hi Arun
Body of the Email
This is the main message. It has three parts:
- Opening – why you are writing
- Middle – details or explanation
- Closing – what you expect or a polite ending
Closing Line
- Polite ending of the email
Examples:
- Thank you
- Looking forward to your reply
Signature
- Name of the sender
- In formal emails, designation may be added
Example:
Yours sincerely,
Aswathy
STEPS IN WRITING AN EMAIL
- Decide the purpose of the email
- Write a clear subject line
- Use a proper greeting
- Write the message clearly and briefly
- Be polite and respectful
- End with a suitable closing
- Check spelling and grammar before sending
WORKS CITED
Baron, Naomi. Alphabet to E-mail: How Written English Evolved and Where It’s Heading. Routledge, 2000.
Indeed Editorial Team. How to Write a Professional Email: Tips and Examples. https://in.indeed.com/career-advice/career-development/email-writing-format-in-english
Dr Aswathy Aravindakshan is a teacher, bilingual writer and artist with over two decades of experience in teaching English language and literature. She currently serves as Assistant Professor of English at NSS College for Women, Thiruvananthapuram, Kerala, India. Her blog, ashlit.in brings together academic resources, creative writing in Malayalam and English, and visual art. The platform features lecture notes, study materials, poems, reflections, short prose, and a curated collection of her paintings. Through this space, she seeks to foster learning, creativity, and meaningful engagement with literature and the arts.
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