The format for writing an email for an invitation is different from that for writing an email for a job application, or for notifying a group of people of some important event. In this segment, we shall learn in detail the email writing format for all these categories, and about the various types of emails and mail formats.
Email Writing
In the term E-mail, “E” stands for electronic. It is one of the simplest and cheapest and most convenient modes of communication. It is drafted in a formal, semi-formal as well as in an informal tone of expression or writing.
Categories of Email Writing
Email writing can be categorized in the following forms.
Semi-Formal email
Formal email
Informal email
Email Writing Format
The email writing format is quite similar for each of the above-mentioned categories, though the choice of words and language vary depending upon the type of email. You can use a friendly and casual style in drafting informal emails, but the language of formal emails should be precise, professional and structured. The email format sample is discussed below.
From: Sender’s Email ID
To: Receiver’s Email ID
Cc: The individuals apart from the receiver, who are going to receive the email with visible IDs. It stands for “Carbon Copy”.
Bcc: Other individuals receiving the email with invisible IDs. It stands for “Blind Carbon Copy”.
Subject: Title or reason for writing the email.
Salutation: Words like ‘Dear’, ‘Hi’, etc, used for greeting the receivers.
Main Body:
Introduction
Matter in detail
Conclusion
Closing: Ending Statement.
Attachments: Attached Files with Email.
Signature Line: Sender’s Name, Signature, or other details of the contact.
Each type of email writing format is discussed below.
A Sample of Informal Email Writing Format
An email written for friends, family, or relatives is an informal email. The use of polite, friendly, and casual words along with proper greetings and closings are some major rules of informal email writing.
Sample Email Format
For example, You wish to invite your friends to your birthday party . To draft an email for the same follow the below-given format.
From: Sender’s Email ID
To: Receiver’s email address
Cc: The individuals apart from the receiver, receiving the mail with visible IDs. It stands for “Carbon Copy”.
Bcc: Other individuals receiving mails with invisible IDs.It stands for “Blind Carbon Copy”.
Subject: Birthday Party invitation
Hello Friend!
Hope you are doing well. I am thrilled to invite you to my birthday party on Dec 03 at MNO Hotel from 7 pm onwards. Retro is the theme of my birthday party. Your presence at my birthday party would be a blessing to my day. We will have a great time together.
See You Soon
Stu
A Sample of Semi-formal Email Writing Format
The semi-formal email is an email written for any teammates or colleagues. You can use a friendly tone in this type of email, but always make sure to maintain time and dignity. Some major points to consider while drafting a semi-formal email are as follows.
The length of the email.
Proper greetings.
A clear closing and clarity of language and purpose.
Sample Email
Draft an email to your classmates informing them about intra-college quiz competitions.
From: Sender’s Email ID
To: Receiver’s email address
Cc: The individuals apart from the receiver, receiving this mail with visible IDs. It stands for “Carbon Copy”.
Bcc: Other individuals receiving this mail with invisible IDs.It stands for “Blind Carbon Copy”.
Subject: Intra-college Quiz Competition.
Hello Everyone!
This is to inform you of an intra-college quiz competition which is going to be held in our college on Aug 25 from 11:30 am in Hall – 01. Everyone is encouraged to take part in the competition so that our department can win.
For any doubts, you can always reach out to me.
Thanks
Sam
(Class Representative)
A Sample of Formal Email Writing Format
Under this category, there are emails written for business communication or professional use. Formal emails are written for any government department, school authority, company, or any offices. The use of polite and precise words, proper greeting, clarity, and closing are some of the important points of the official email.
A Formal Email Writing Format Example is Given Below
A mail for resignation.
From: Sender’s Email ID
To: Receiver’s email address
Cc: The individuals apart from the receiver receiving this mail with visible IDs. It stands for “Carbon Copy”.
Bcc: Other individuals receiving mails with invisible IDs.It stands for “Blind Carbon Copy”.
Subject: Letter of Resignation
Respected Sir,
This email is regarding my notice leaving my position at your organization. As per our organization’s norms, before resigning, I am providing a notice a month ago. I hope you will get a suitable replacement for me within this period.
I acknowledge the opportunities that I got in this organization, which have helped me grow. I wish great success to you and the company ahead.
Thanks and Regards,
Tom
(Project Head)
FAQs on Sample Mails and Conventions in Communication
1. What is the standard structure of a formal email for business communication?
A formal email follows a clear and universally accepted structure to ensure professionalism and clarity. The key components are:
- Subject Line: A concise and specific summary of the email's content.
- Salutation: A formal greeting, such as “Dear Mr./Ms. [Last Name],” or “Dear Hiring Manager,”.
- Body: The main message, typically divided into a brief opening, a detailed middle paragraph explaining the purpose, and a concluding paragraph with a call to action.
- Closing: A formal closing phrase like “Sincerely,” or “Yours faithfully,”.
- Signature: Your full name, title, and contact information.
2. What are the key differences between formal, semi-formal, and informal emails?
The primary differences lie in the tone, language, and context. A formal email is used for official business, job applications, or communicating with superiors, using professional language and a strict structure. A semi-formal email is used with colleagues or team members you know, allowing for a slightly more relaxed but still respectful tone. An informal email is for friends and family, where casual language, slang, and abbreviations are acceptable.
3. What are some important email conventions every student should follow?
Following standard email conventions is crucial for effective communication. Key conventions include:
- Using a Professional Email Address: An address like ‘firstname.lastname@email.com’ is standard.
- Writing a Clear Subject Line: It should immediately tell the recipient what the email is about.
- Proofreading: Always check for spelling and grammar errors before sending.
- Timely Responses: Acknowledging or replying to emails within 24-48 hours is considered good practice in a professional setting.
- Avoiding Attachments Without Context: Always mention the attachment in the email body.
4. Can you provide a sample of a formal email from a student requesting study material?
Certainly. Here is a sample formal email from a student to a professor:
Subject: Request for Study Material - [Your Name] - Class [Your Class]
Dear Professor [Professor's Last Name],
I hope this email finds you well.
I am writing to respectfully request the presentation slides and supplementary notes for the chapter on 'Business Communication' that you discussed in class on [Date]. I would like to review the material further to prepare for the upcoming assessment.
Thank you for your time and guidance.
Sincerely,
[Your Full Name]
[Your Class and Roll Number]
5. Why is a clear and concise subject line a crucial email convention?
A clear and concise subject line is crucial because it serves multiple functions. Firstly, it conveys the email's purpose immediately, allowing the recipient to prioritise their response. Secondly, it shows professionalism and respect for the recipient's time. Lastly, a good subject line makes the email easy to search for and reference later, improving organisational efficiency.
6. What are the '5 Cs' of effective email writing in a professional context?
The '5 Cs' are a set of principles that guide effective professional communication. They are:
- Clear: The message should be easy to understand and unambiguous.
- Concise: The email should be brief and to the point, avoiding unnecessary words.
- Cohesive: The content should be logical, well-organised, and stay on-topic.
- Complete: The email must contain all the necessary information for the recipient to act.
- Courteous: The tone should be polite, respectful, and professional.
7. What is the difference between 'CC' and 'BCC' in an email, and what is the convention for using them?
'CC' stands for 'Carbon Copy', and 'BCC' stands for 'Blind Carbon Copy'. The convention for their use is based on transparency and privacy. Use 'CC' when you want to keep other recipients publicly informed about the conversation; everyone can see who is copied. Use 'BCC' when you need to send a copy to someone without the other recipients knowing. This is often used for privacy reasons or to protect an email list from being shared.
8. What are some common etiquette mistakes to avoid in professional email communication?
To maintain professionalism, it's important to avoid common email etiquette mistakes. These include:
- Using all caps: This is considered shouting and is hard to read.
- Forgetting attachments: A common oversight that causes delays. Always double-check before sending.
- Using humour or sarcasm: These can be easily misinterpreted in written text.
- Having a vague or blank subject line: This makes the email look like spam and is often ignored.
- Replying to all unnecessarily: Use the 'Reply All' function only when your response is relevant to every single recipient.
