E-MAIL WRITING

 E-MAIL WRITING

• What is an E- Mail?
• 
  
• Electronic Mail also known as email or e-mail. It was invented by Ray Tomlinson in 1972.
• 
  
• Why use E-Mail
• simple way,fastest means of communication,it can be send to several people at once.
• 
  

E- Mail Basics:

• content is the most important thing in E-Mail.
• Readable font 10/12 point size is an ideal size.
• professional email address should be used for sending job search-related matters.
• 
  
• E-Mail address should include combination of your first and last name or first initial and last name.

Subject Line

Don't forget to include a clear Subject Line in your E-Mail.

Purpose of writing the mail should be mentioned.

Salutation

Use an appropriate salutation

Dear Mr./Mrs. Last Name or Dear ........

First Paragraph

The purpose of writing the mail should be mentioned in the first paragraph.

Be clear and direct.

Middle paragraph

content paragraph,carries the most important information.keep it concise and flawless with relevant punctuations.

Final Paragraph

Conclude your email by thanking the person.

E mail Signature 

First Name,Last Name

E Mail address

phone/contact number

How to CC/BCC Properly.

Format For E Mail writing 

Dos and Don’ts for Email Etiquettes.

 Dos:

1. Have a clear subject line.

2. Use a professional salutation.

3. Recheck your e-mail.

4. Keep private material confidential.

5. Keep your email short and flawless. Stay

concise.

6. Check your attachments before sending.

7. Include your name or a signature with

additional details and contact information.

Don't s:

1.Don’t forget your signature.

2.Don’t use humour and sarcasm.

3.Don’t assume the recipient knows what you

are talking about.

4.Don’t punctuate poorly.

5.Don’t hit ‘Reply All’.

6.Don’t think that no one but the intended recipient will see your email.

(No predictions)

7.Don’t forward email without permission.

Format For E-mail Writing

From : Sender’s e-mail id

To : Recipient’s e-mail id

CC : Other individual’s receiving the same mail with visible ids

BCC : Other individual’s receiving the same mail with invisible ids.

Subject : Title or the reason of writing mail

Salutation: Words like Dear, Respected, till etc.

Main body : The main content of the e-mail.

1.Introduction

2. Matter in detail

3.Conclusion

Closing : Ending statement / concluding lines

Attachments : Attached filed with e-mails

Signature line : Sender’s name, signature and other details of contact.

Exercise

1) Imagine you have to draft an e-mail to your friend inviting him / her to attend your Birthday party. You can 

make use of the following points.

*Birthday invitation

*Date / Venue / Time

*Theme / Dress code / Special attraction

*Add your own points.

2) You are a contingent leader (CL) of your college and you have been assigned the task of informing the 

students of Jr. Colleges and inviting the entries for the Inter-collegiate debate competition to be held in 

your college.

Draft and E-mail with the help of the following points.

* About the event.

* Date / Venue / Time / Event

* Topic will be given half on hour before the event.

Prizes / Participation certificates / final date for entries

* Add your points

3) Write an e-mail to the Principal of a neighbouring Junior college requesting him / her to sent a panel of

teachers (Language) for judging on Inter-college event to be organised in your college.

4) You want a bonafide certificate in order to register your name in the Employment Exchange Office of your

district-Draft on e-mail to the principal of your college with CC to Vice Principal and Supervisor

requesting him / her to issue you the same at the earliest.

5) You are a student of Junior Std. XII Studying in Div-C. Your Roll number is 3070. You were suffering from

fever for the last few days. You were not able to attend lectures as well as Unit Test Exam due to this.

Draft an e-mail to the Examination Committee Convenor requesting him/her to allow you to appear for Re-

exam and attend regular lectures.

6) You come to know that the personal computer you purchased is of poor quality with blurred images. Its

warranty period is not yet over. You want it to be replaced with another one Prepare an e-mail in this regard.

7) You are residing at Mahaveer Nagar, S. V. Road, Kandivali (West), Mumbai. The condition of S.V. Road is

extremely bad resulting in increasing road mishaps and inconvenience to people. Draft an email to the

Editor of a newspaper drawing attention of the authorities to take prompt action.

Attachment : Actual photographs of S.V.Road with Potholes on the road.

8) Draft an e-mail to the Sub-Engineer of the Maharashtra State Electricity Board regarding the problem of

irregular electric supply (load shading) in your area. You can request him / her to look into the matter as the

examination (summer season) is going on.

9) Prepare an e-mail to be sent to the District Health Officer of your town regarding improper drainage system

of your area. People are facing hygienic problems due to this. Make a request to him / her to take

necessary steps to overcome the problems.

10) Imagine that your college is situated few kilometres away from the town without sufficient facilities to

enable students to attend college. Write an e-mail to the Manager of Bus depot of your town / village for immediate action.

Activities prepared and compiled by

TUSHAR J BAGWE

K J SOMAIYA COLLEGE OF SCIENCE AND COMMERCE VIDYAVIHAR EAST MUMBAI 77

E Mail IDs:

tushar@somaiya.edu

tushar8bagwe@gmail.com

jaisinghtushar 812@gmail.com

110970.bagwe@mahaeschool.co.in

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