English Grammar and Composition chapter 14: Writing Email

Writing email

Email is a valuable mode of communication. It is now widely used in academic, business and social settings. Thus, depending on your purposes, the text of the email may be different.

Basic types

Email could be both formal and informal. The formal emails are used to communicate in academic, official and business settings. On the other hand, the informal emails are used to communicate in social setting like communicating with friends, guests and so on.

Task 1

Some purposes of communication are given here. Categorize them if they are formal and informal in the table below. One is done for you.

contacting friends communicating with teachers

requesting information applying for jobs/scholarships

inviting friends announcement of a cultural festival

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Features of email

• It is generally brief.
• The salutation should be formal and informal depending on contexts.
• You do not need to write ‘the date.’
• You do not need to write the ‘address of the receiver’ but you have to use the recipient’s email ID.
• You do not need to write your complete address.
• You need not bother about signature.

Formal email

Formal emails are used in academic, official and business communication. When you are writing a formal email, you must remember the following things:

• You should write the email ID carefully.
• You should write the subject of your email briefly.
• Your language should be formal.
• Avoid contracted forms like ‘it’s, haven’t’ rather you should write ‘it is, have not’, etc.
• Mention the purpose of writing very clearly.
• The salutation should be formal as ‘Dear Head Master’ , ‘Dear Sir’, ‘Dear Madam’, ‘Dear Mr. Choudhury’, etc.
• Should have a formal closing such as ‘yours sincerely, yours obediently’, etc.
• You may attach other files if needed.

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TASK 2

Instruction: Suppose, there is an ICT Club in your school. You want to be a member of that club. Now, write an email to the Headmaster of your school for the membership.

Example of a formal Email

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Informal email

Informal emails are mostly used in social communication like communicating with friends, parents, relatives, classmates. It is also used for inviting a huge number of people to join a festival, gathering, etc. Informal emails can be different types depending of the purposes. However, the most common features of informal emails are:

• You should write the email address carefully.
• Just write the subject of your email.
• Your language should not be formal.
• Generally contracted forms like ‘it’s, haven’t’ are widely used here.
• Mention the purpose of writing briefly.
• The salutation should be informal as ‘Hello’ , ‘Dear Karim’, ‘Hello everyone ’, etc.
• The closing is informal like your son, your friend, love, regards etc.
• You may or may not (depending on situation) write your name.
• You may attach files if needed.

TASK-3

Instruction: Suppose, you are writing an email to your friend for borrowing a book.

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Example of an Informal email

TASKS FOR PRACTICE

1. Suppose, you are the class captain. Now write an email to your classmates requesting them to attend the annual sports of your school.

2. Suppose, you want to participate in the national debate competition this year. Now, write an email to the Headteacher of your school for permission.

3. Suppose, you want to participate in the local science fair. Now write an email to the coordinator of the science fair to enlist your name.