Email Writing: Format, Examples & Sample Questions
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E-Mail Writing - Definition
Email writing is the process of communicating information, requests, opinions, or messages electronically through an email. It is a common form of formal and informal communication used in schools, offices, businesses, and personal life.
Main Parts of an Email
- Recipient's Email Address – The address of the person receiving the email.
- Sender's Email Address - The Address of the person who sends the Email
- Subject – A short line that clearly states the purpose of the email.
- Salutation – The greeting, such as Dear Sir/Madam or Dear Mr Sharma.
- Opening – Introduces the purpose of writing.
- Body – Gives the necessary details clearly and logically.
- Closing – Ends the email politely.
- Sender's Name/Designation – The name and, when appropriate, designation of the sender.
Purpose of E-Mail Writing
The purpose of email writing is to communicate information, ideas, requests, or messages quickly and clearly through electronic communication. In Class 11, email writing mainly develops students' ability to communicate in a formal, concise, and effective manner.
Main Purposes
- To communicate information – Sharing important information with a person or organisation.
- To make a request – Asking for permission, assistance, information, or a service.
- To make a complaint – Reporting a problem and requesting appropriate action.
- To seek information – Enquiring about courses, events, facilities, programmes, etc.
- To invite someone – Inviting a person to a school or social event.
- To apply for something – Applying for leave, participation, a position, or an opportunity.
- To express an opinion – Presenting views on an issue in a clear and organised way.
- To develop communication skills – Helping students learn how to write professionally and appropriately.
Email writing aims to convey a message clearly, briefly, politely, and effectively to the intended recipient.
Format of Email Writing
A well-written email generally follows a clear and systematic format. For school examinations, the following format is useful:
1. Recipient's Email Address
Write the email address of the person or organisation to whom the email is being sent.
2. Sender's Email Address
3. Subject
Write a short and specific subject that clearly indicates the purpose of the email.
Subject: Request for Permission to Organise a Literary Club
4. Salutation
Begin with a polite greeting.
- Dear Sir/Madam,
- Respected Sir/Madam,
- Dear Mr Sharma,
5. Opening / Introduction
State the purpose of writing the email in the first paragraph.
Example:
I am writing to request permission to organise a literary club in our school.
6. Main Body
Provide the necessary details. Keep the information clear, relevant, and logically organised.
7. Closing
End the email with a polite concluding sentence.
Examples:
- I shall be grateful for your kind consideration.
- I look forward to your positive response.
8. Subscription and Sender's Name
Use an appropriate closing.
Yours sincerely,
Rahul Sharma
Class XI
Email Writing Format at a Glance
To: Recipient's Email Address
From: Sender's Email Address
Subject: Clear and Relevant Subject
Respected Sir/Madam,
Opening: State the purpose of writing the email.
Main Body: Provide the necessary details clearly and logically.
Closing: End the email with a polite concluding sentence.
Yours sincerely,
Examples of Email Writing with Questions and Answers
Question: Email to the Principal for Leave
From: rahulsharma@gmail.com
Subject: Request for Two Days' Leave
Respected Sir/Madam,
I am Rahul, a student of Class XI. I am writing to request leave for two days, from 20 August to 21 August, as I have to attend an important family function.
I shall complete all the classwork and assignments missed during my absence. I kindly request you to grant me leave for the mentioned period.
Question: Email to the Editor
From: ananyasharma@gmail.com
Subject: Concern Over Increasing Use of Plastic
Respected Sir/Madam,
I wish to draw attention to the increasing use of plastic in our locality. Plastic bags and disposable items are frequently used and often thrown on roads and in drains, causing pollution and blockage.
The authorities should encourage the use of cloth and paper bags. Awareness campaigns should also be organised in schools and local communities. Strict action should be taken against the careless disposal of plastic waste.
I hope your newspaper will highlight this issue and encourage people to adopt environmentally responsible habits.
Question: Email of Enquiry
To: info@languageinstitute.com
From: arjunbose52@gmail.com
Subject: Enquiry About Spoken English Course
Respected Sir/Madam,
I am interested in joining your three-week spoken English course during my summer vacation. I would like to know about the course schedule, duration, fee structure, eligibility criteria, and mode of classes.
I would also be grateful if you could provide information about the registration process and the last date for admission.
I look forward to receiving the required information at the earliest.
Question: Complaint Email
To: municipaloffice@example.com
From: meerakumari@gmail.com
Subject: Complaint Regarding Non-Functional Streetlights
Respected Sir/Madam,
I wish to bring to your attention the non-functional streetlights in Green Park. Several streetlights have remained out of order for the past few days, causing inconvenience to residents.
The poorly lit streets have also created safety concerns for pedestrians. I request the concerned authorities to inspect the streetlights and arrange for their repair at the earliest.
I hope prompt action will be taken to resolve the problem.
Use of CC and BCC in Email Writing
When writing an email, CC and BCC are used to send a copy of the email to additional recipients. They are especially useful in formal and professional communication.
1. CC – Carbon Copy
CC stands for Carbon Copy.
It is used when you want to send a copy of the email to another person and you want all recipients to know who else has received the email.
Example:
Here, the Principal is the main recipient, while the Class Teacher receives a copy for information.
2. BCC – Blind Carbon Copy
BCC stands for Blind Carbon Copy.
It is used when you want to send a copy of an email to someone without revealing that person's email address to the other recipients.
Example:
Here, the Principal receives the email normally, while the parent receives a hidden copy.
Sample Questions of E-Mail Writing
Write any one of the following emails in 120–150 words. Pay attention to the recipient's address, subject, salutation, appropriate tone, organisation of ideas, conclusion and word limit.
1. Email to the Principal for a Literary Club
You are Riya, a student of Class XI at Sunrise Public School. Your school does not have a literary club, although many students are interested in creative writing, debates, poetry and book discussions. Write an email to the Principal requesting permission to start a Literary Club in the school. Mention its objectives, proposed activities and benefits for students.
2. Email to the Editor on Road Safety
You are Aman, a student of Class XI. You are concerned about the increasing number of road accidents in your city due to speeding, careless driving and violation of traffic rules. Write an email to the Editor of a leading newspaper highlighting the problem and suggesting practical measures to improve road safety.
3. Email of Enquiry About a Career Counselling Programme
You are Megha, a student of Class XI who wants to participate in a career counselling programme during the winter vacation. Write an email to the organiser enquiring about the dates, duration, registration procedure, fee, experts involved and topics covered in the programme.
4. Complaint About Poor Sanitation
You are Rahul, a resident of Green Valley Colony. Garbage has not been collected regularly for the past several weeks. This has resulted in unpleasant surroundings and inconvenience to residents. Write an email to the Municipal Commissioner describing the problem and requesting immediate action. Suggest suitable measures for maintaining cleanliness.
5. Email Requesting Permission for an Educational Trip
You are the School Captain of Class XI. Your class wants to organise an educational visit to a nearby historical site. Write an email to the Principal requesting permission for the trip. Include details about the purpose, proposed date, number of students, educational benefits and safety arrangements.
6. Email to the Editor About Excessive Screen Time
You are Nisha, a student of Class XI. You have noticed that many school students spend excessive time on mobile phones and other digital devices, affecting their studies, sleep and outdoor activities. Write an email to the Editor of a newspaper expressing your concern and suggesting ways in which students and parents can promote healthy digital habits.
7. Email to a Bookstore for Bulk Purchase
You are the Secretary of the Literary Club of your school. Your school wants to purchase books for its newly established library. Write an email to a reputed bookstore enquiring about the availability, prices, discount on bulk orders, delivery arrangements and payment procedure for approximately 100 books.
8. Email Requesting Leave for a School Competition
You are Arjun, a student of Class XI. You have been selected to represent your school in an inter-school science competition being held in another city. Write an email to your class teacher requesting permission to remain absent from regular classes for two days. Mention the dates, purpose of the absence and your plan to complete the missed academic work.
9. Email About Water Conservation
You are Kavya, a member of your school's Eco Club. Your locality has been facing water shortages during the summer. Write an email to the Editor of a local newspaper highlighting the issue. Discuss the causes of water wastage and suggest practical measures such as rainwater harvesting, repairing leaking taps and creating public awareness.
10. Email Enquiring About a Spoken English Course
You are Vivek, a student of Class XI who wishes to improve your spoken English during the summer vacation. Write an email to a reputed language institute enquiring about a four-week spoken English course. Ask about the course duration, class timings, fee structure, batch size, teaching methodology, certificate and registration procedure.
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