Master professional and personal email writing! Learn email etiquette, formal/informal styles, subject lines, and effective communication for academic and digital contexts.
✅ Recommended for: Class 7-8 (Intermediate) | Class 9-10 (Review)
1. What is Email Writing?
Email: Electronic mail sent through the internet. It's the digital version of traditional letters, used for both personal and professional communication.
Key Features: Fast delivery, can include attachments, allows quick replies, and is accessible from anywhere with internet.
In today's digital world, email is essential for school assignments, college applications, job communications, and staying connected. Unlike text messages, emails follow more formal structures while being more flexible than traditional letters.
| Email Type | When to Use | Examples | Tone & Style |
|---|---|---|---|
| Formal Emails | Teachers, principals, officials, companies | • Assignment submission • Inquiry about courses • Job applications • Official complaints |
Professional, respectful, clear |
| Semi-Formal Emails | Known people in professional context | • Emails to known teachers • Group project coordination • Club/organization communication |
Polite but slightly relaxed |
| Informal Emails | Friends, family, close acquaintances | • Personal messages • Sharing photos/news • Casual invitations • Friendly updates |
Casual, conversational, friendly |
2. Email Format & Structure
While emails are more flexible than letters, they still have standard parts:
| Part | Purpose | Formal Email Example | Informal Email Example |
|---|---|---|---|
| To: | Recipient's email address | principal@school.edu | friend@gmail.com |
| Subject: | Brief summary of email content | Submission of Science Project - Class 8A | Photos from our trip! |
| Salutation | Greeting the recipient | Dear Sir/Madam, Respected Mr. Sharma, |
Hi Rahul, Dear Friend, |
| Body | Main content of email | • Purpose/introduction • Details/information • Action requested • Polite closing |
• Casual opening • Main message/news • Questions/conversation • Friendly closing |
| Closing | Ending the email politely | Yours sincerely, Best regards, |
Best wishes, Take care, Cheers, |
| Signature | Sender's identification | Rahul Sharma Class 8-A Roll No. 25 |
Rahul [Your friend] |
| Attachments | Files sent with email | Project_Report.pdf Assignment.docx |
Trip_Photos.zip Funny_Video.mp4 |
Important: Always check the "To:" field before sending! Sending a formal email to the wrong person can be embarrassing.
3. Writing Effective Subject Lines
The subject line determines whether your email gets opened:
| Email Purpose | Good Subject Lines | Bad Subject Lines | Why It Matters |
|---|---|---|---|
| Assignment Submission | Science Project Submission - Rahul Sharma 8A | Project My work [Blank] |
Specific, includes name and class |
| Leave Application | Leave Application - 15-17 March - Rahul Sharma | Need leave Absent Application |
Includes dates and purpose |
| Inquiry | Inquiry About Summer Camp Registration | Question Need info Hello |
Clear about what information needed |
| Personal Email | Photos from Goa Trip! Update from Rahul |
Hey Check this out No subject |
Gives hint about content |
Subject Line Tips:
1. Be specific: "Math Homework Question - Chapter 5"
2. Keep it short: Under 50 characters if possible
3. Include key details: Name, class, date if relevant
4. Avoid ALL CAPS: Looks like shouting
5. Never leave blank: Might go to spam or be ignored
4. Formal Email Writing
Formal emails require careful language and structure:
| Section | What to Include | Example Phrases | What to Avoid |
|---|---|---|---|
| Opening | State purpose clearly | "I am writing to inquire about..." "This email is regarding..." "I would like to request..." |
"Hey," "What's up," Casual greetings |
| Body | Provide details, reasons | "The reason for my request is..." "I have attached the document..." "As per our conversation..." |
Slang, abbreviations (u, gr8), emoticons |
| Requests | Ask politely for action | "I would appreciate it if..." "Could you please..." "I request you to kindly..." |
Demands ("You must," "I need") |
| Closing | Thank and show availability | "Thank you for your consideration." "I look forward to your response." "Please feel free to contact me..." |
"Bye," "See ya," Casual closings |
5. Informal Email Writing
Informal emails to friends and family are more relaxed:
| Section | What to Include | Example Phrases | What's Acceptable |
|---|---|---|---|
| Opening | Friendly greeting | "Hi! How are you?" "Hope you're doing well!" "Long time no see!" |
Casual greetings, nicknames |
| Body | Share news, ask questions | "You won't believe what happened!" "Guess what I did yesterday?" "How was your trip?" |
Abbreviations (LOL, BTW), emoticons :) |
| Sharing | Personal updates, photos | "I've attached some photos from..." "Check out this funny video!" "Here's the recipe I promised." |
Personal stories, jokes, memes |
| Closing | Friendly sign-off | "Write back soon!" "Take care and talk later!" "Miss you!" |
Casual closings, hugs xxx |
🎯 Email Writing Challenge
1. Write a subject line for an email submitting your holiday homework.
Why: Includes subject, your name, class - makes it easy for teacher to identify.
2. What's the main difference between formal and informal email openings?
6. Email Etiquette (Netiquette)
| Rule | Do This | Don't Do This | Why It's Important |
|---|---|---|---|
| Professional Address | Use name-based address | Use silly nicknames | Creates good impression |
| Reply Time | Reply within 24-48 hours | Ignore for weeks | Shows respect and responsibility |
| Attachments | Mention attachments in email | Send without warning | Helps recipient know what to expect |
| CC/BCC | Use CC for others who need to know, BCC for privacy | CC everyone unnecessarily | Respects privacy and avoids spam |
| Formatting | Use paragraphs, proper spacing | Write one huge paragraph | Makes email readable |
| Proofreading | Check spelling and grammar | Send without checking | Shows attention to detail |
| Tone | Use please and thank you | Sound demanding or rude | Maintains positive relationships |
7. Common Mistakes to Avoid
1. No subject line: Email looks like spam
2. Wrong tone: Too casual for formal or too stiff for friends
3. Too long: Rambling without getting to point
4. No greeting/signature: Seems rude or incomplete
5. Typos/grammar errors: Shows carelessness
6. ALL CAPS: Looks like shouting
7. Forgetting attachments: Mentioning but not attaching files
8. Replying to all unnecessarily: Annoying recipients
8. Memory Aids & Learning Tips
Email Checklist (Before Sending):
1. ✓ Correct recipient email address
2. ✓ Clear, specific subject line
3. ✓ Appropriate salutation
4. ✓ Body organized in paragraphs
5. ✓ Correct tone (formal/informal)
6. ✓ Attachments mentioned and attached
7. ✓ Proper closing and signature
8. ✓ Proofread for errors
FORMAL Email Acronym:
F - Formal greeting
O - Organized structure
R - Respectful language
M - Mention attachments
A - Action requested clearly
L - Leave with polite closing
📝 Practice Email Writing
Go to Email Writing WorksheetIncludes: Formal emails • Informal emails • Subject lines • Email etiquette • Complete emails • Answer key
