Convention of Mails and Sample Mails

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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)

FAQ (Frequently Asked Questions)

1. What is the Structure of a Formal Email?

A formal email has a very defined structure, with a formal salutation (the opening part of the email), body, and the signature section, the opening sentence.

2. What Are The Essential Points to Be Kept in Mind While Writing An Informal Email?

An email written for friends, family or relatives is an informal email. Some major rules to be kept in mind while drafting an informal email are as follows. 

  1. Use of polite language. 

  2. Use of a friendly tone.

  3. Decent use of casual words.

3. What are Semi-Formal Emails?

A semi-formal email is written for any teammates or colleagues. Make sure to use the friendly language in a manner that maintains the dignity and limit of the email. A well-drafted email represents your personality and gives the reader a clear view of your message.