EMAIL WRITING FORMAT
Fom:
To:
CC/Bcc:
Subject:
Salutation:
Main body:
Closing:
Attachments:
Signature line:
Salutation/ greetings • Directly address the person you are sending the mail to
Dear students
Dear Mr. Sharma (last name)
• If you don’t know the person you are sending the mail to then write-
Dear Human recourse department,
Dear sir/ Madam or
To whom it may concern
• If you know the name of the person then either write (Rahul Sharma)-
Dear Mr. Sharma or
Dear Rahul
Body Introduce yourself
Introduce the main agenda of the email
Be clear and concise
Divide the paragraphs of the email according to the points discussed
Each paragraph would have one point of discussion
Close/ sign off the mail with a proper and relevant sentence
Keep a check on your grammar/ tone/ spelling
Reasons for writing I am writing with connection with the order placed last week.
I am writing with regards to next week’s board meeting.
I am writing to update you on the progress of the master project.
As discussed, I am sending more detailed information about the
upcoming conference.
Could you please let me know if you can attend the event next
week?
I would appreciate if you could send the required documents next
week.
Would it be possible to deliver the goods one week earlier?
Making arrangements I was wondering if you would be available for a meeting next week
Would 10A.M be a suitable time to meet next week?
I am afraid I am not available on Thurdsay. Would Friday work?
Giving information I would like to inform you about the results of our final
report/customer survey etc.
Referring to the next I look forward to seeing you.
meeting
I look forward to meeting you in person on Tuesday.
Follow up on previous As discussed…….
email
To follow up on our meeting/ discussion…..
As required….
Regarding / in regards to……
Asking and requesting I would like to know if……
Could you confirm if/ when…?
Could you please let me know if….?
Could you give me an update/ quote/ or an estimate?
Saying thanks Thanks for getting back t me
Thank for the update / formation
Thanks for the email
Thanks for following up on /with
Thank for your patience
Thank for your cooperation
Closing If you need any further information please feel free to contact me.
If yourere any further information do not hesitate to contact me.
Like Thanks/ best regards/ sincerely/ best wishes
Attachments The pdf is attached with the relevant information. Kindly find the
attached file.
Difference between Semi formal and formal
mails
Semi Formal mails Formal mails
When you are writing to the supervisor,
When you are writing to your senior manager or to a client or to
colleagues or people you are on someone not known to you in the work
friendly terms with the work world. world.
Language is not strictly formal Language is professional
It is polite , friendly Don’t use slang , friendly tone
Tone should be emotional neutral
Example to know the difference between
Semiformal and formal mail.
Semi formal mail sample Formal mail sample
From : (Sender’s email) From : (Sender’s email)
To: (Recipient’s name) To: (Recipient’s name)
Cc/Bcc: Cc/Bcc:
Subject: Subject:
Dear Naina Dear Ms. Naina Sharma,
It was a pleasure talking to you over the Thank you for connecting over the
phone regarding the role and responsibilities telephone yesterday. With you multitude
of training workshop. It was interesting to experience in the field of training you will be
learn about your experience and how you can able to deliver the roles and responsibilities
help our staff. training to our staff members.
I hope to catch up with you this Thursday. To further discuss the terms and conditions.
Please let me know what time is convenient Please let us know if you are available on
for you? Thursday.
Waiting to hear from you Looking forward to your reply
Warm regards Regards
Your name Your name
Phone number Phone number
Designation Designation
(Signature line) (Signature line)
Formal Email samples
Sample 1 – Job application email
From : (Sender’s email)
To: (Recipient’s name)
Cc/Bcc: (Email if others whom you have to send the same mail)
Subject: Job Title, Job Reference Number (mentioned in Job Description)
Dear Mr./Ms. (Hiring Manager’s Name),
I recently came across a job on your portal, which I am interested in applying for. The position of
Software Engineer at ABC Company (Job Ref. No.) and its requirements completely matches
with my skills and qualifications.
I have recently graduated in Software Engineering from XYZ College and I am currently looking
to apply my knowledge and skills in an organization of repute like (Company Name).
As a qualified Software Engineer, I am adept in application development & enhancement and
believe that will prove to be an asset for the company.
Please take a minute to go through the attached cover letter and CV for your consideration. It
would be a pleasure if I can hear back from you regarding my job application for (Company
Name).
Sincerely,
Your name
Phone number
Designation
(Signature line)
Sample 2 – Resignation mail
From : (Sender’s email)
To: (Recipient’s name)
Cc/Bcc: (Email if others whom you have to send the same mail)
Subject: Resignation (your name)
Dear Mr./Ms. [Supervisor's Last Name],
This email is to notify you that I am resigning from my position here as [position title], effective
[date].
Thank you for all the opportunities you have provided me over the years. I have enjoyed my
time working for this company and have learned so much. I am also grateful for your kindness
and encouragement as well as the kindness of my colleagues.
Over the next [period of time], I will complete all my projects and make myself available to train
a replacement for my duties. Please let me know if I can do anything to help make this transition
easier. In the future, you can always contact me on my non-work email, [email address].
Sincerely,
Your name
Phone number
Designation
(Signature line)
Sample 3 – A request
From : (Sender’s email)
To: (Recipient’s name)
Cc/Bcc: (Email if others whom you have to send the same mail)
Subject: Extension on report deadline
Dear Mr. /Ms (Recipient’s last name)
I am writing this to request you for an extension on the XYZ project report which is due on
(date). My brother has met with an accident, and has got severely injured; therefore, I must
leave for home tonight. I am afraid; it will take me a week before I can return to the office and
complete the report.
Kindly grant me an extension till (date) for the same. I promise to deliver the project report by
then.
Sincerely Informal words Formal words
To tell/inform To request
Your name I am sorry I am afraid
Come Return
Phone number To give To deliver
Designation
(Signature line)
Sample 4 – A response to a query or a complaint
From : (Sender’s email)
To: (Recipient’s name)
Cc/Bcc: (Email if others whom you have to send the same mail)
Subject: Response to the complaint dated (date)
Dear Mr. /Ms (Recipient’s last name)
I would like to apologize for the disappointment caused to you on the behalf of the company. I
assure you that your complaint has been forwarded to the concerned department and stringent
action has been taken to rectify the situation.
Your satisfaction with our services and your feedback as a client are of the utmost importance to
us. I would be happy to answer any further queries while we look into the matter.
Thank you for your patience
Best Regards
Your name
Phone number
Designation
(Signature line)
Sample 5 – Announcement or a statement
From : (Sender’s email)
To: (Recipient’s name)
Cc/Bcc: (Email if others whom you have to send the same mail)
Subject: New member in the team !
Dear all,
I am glad to introduce you all to (name of a person), who will be assisting us as an intern for the
next six months. He is a Final year Accounts student at ( name of the institution), and is thrilled
about joining the team.
I hope to see you all welcome him into the office and assist him with your feedback and help
wheverever necessary.
Thank you for your cooperation.
Best Regards
Your name
Phone number
Designation
(Signature line)
Sample 6 – Congratulatory mail
From : (Sender’s email)
To: (Recipient’s name)
Cc/Bcc: (Email if others whom you have to send the same mail)
Subject: Congratulation on opening new branch
Dear all,
I would like to congratulate you all on the opening of a new branch of your service center. It
gives us immense joy and pleasure that we have managed to open a new franchise branch at
(place) which could not be possible without the team effort . From the beginning of your journey,
you all have worked so hard. It’s no doubt your planning and proper resource management that
has resulted in this success of our new branch.
I hope this branch will be much more successful and you all will make this project a success.
Thank you for your cooperation.
Best Regards
Your name
Phone number
Designation
(Signature line)
