Email Writing Format:

How to Write an Email Writing Format?

There is a certain type of format that should be followed when writing a professional
email. The way you write an email can do wonders. If an email is written properly it might
land you amazing opportunities. The way you write an email shows how you think and
how effectively you can communicate. For example, if you are applying for a job via email,
the way you write your email, mentioning everything about yourself and following a proper
format; you can be hired for that role because the company would be impressed by the
way you are able to present yourself. Here are five elements to include in an email format.

1. Email Address

Always check if you have written the email address of the recipient properly. Always cross-
check the email address after writing the final email draft. Even the slightest change will
send your email to some other recipients or simply bounce it.

2. Subject Line

The subject is the most important part of email writing. The subject should be a one-line
phrase that tells the motive of your email. This makes it easy for the recipient to know the
purpose of the email and act accordingly. For example, an email without a subject line
might be missed by a company you applied to because the inbox could not highlight your
email. The subject of your email can be seen on the main email page of the recipient and
thus, it becomes easy for them to know what you want to say and if they should or should
not react with urgency to it. Some examples of the email subject line are

Regarding checking the payment status

Application for Leave
Regarding Offer letter
Concerning semester fees

3. Salutations

Salutation in an email writing format is important to set the time right from the start. The
salutations should be given according to the relationship you have with the sender or the
purpose of your email. Usually, salutations are more of a formal kind and can be casual at
times too. The salutations you use can spark a connection between you and the recipient
of the email and act as an ice breaker.

4. The Body Paragraphs

The body of the email is a crucial part of the format for email writing. The email writing
format is incomplete without talking about the importance of the body content. After the
salutations, you can start with a one-liner or phrase such as ‘Hope you’re doing well’ or
‘Hope this email finds you well”. Asking or hoping for the well-being of the recipient is
always a good start when writing an email. This takes the recipient further into your
comfort zone and sets the tone for your main topic. Following are the things that one
should follow while following the email writing format.

First Paragraph -

In the first paragraph of the body content, you always have to start by talking a bit
about yourself and the reason why you are writing this email.
Your introduction should align with the purpose of your email.
Remember to be crisp while writing about yourself.
Mention the name of the organization if you’re applying for something.
The purpose of the email should be clear in the first paragraph itself.

Second Paragraph -

Dive into the details of your concerned topic or issue.

Mention the problem/details/requirement/information in the second paragraph.
Do not beat around the bush and be straight to the point.
Your aim is to convey the information efficiently, so be precise and crisp.

Conclusion -

The conclusion in an email writing format can be the last part of the third paragraph
of your email.
It will include you once again reminding the issue of the recipient, if applicable.
The conclusion need not belong. It can even be a single line. For example, Hope to
hear from you soon, Please acknowledge this email, etc.
You can write a proper concluding paragraph too if it is applicable. For example,
when applying for a job, you can focus on your interest in joining the company, or
when applying for a leave, you can assure to return by a certain date in your
concluding paragraph.
If you’re attaching certain files in the email, do not forget to mention that. You can
use phrases such as ‘Attached please find my resume’ or ‘Please find attached/PFA
my resume in this email.’

5. Sign off & Signature

Always make sure to end the email with a polite note before hitting send.
You can write phrases like ‘Thanks and Regards’ or ‘Warm Regards’ while signing off
with your name and designation (if applicable) below it.
 The closing in an email writing format should be on a good and hopeful note. This
increases your chances of getting a reply back.

Follow this template to understand the above-mentioned points in a better way.

To - Recipient's email id
CC - Other people receiving the email with visible email ids
BCC - Other people receiving the email with hidden email ids
Subject - The title of the Email with a phrase/one line regarding the main purpose.
Greeting - Words like Hello. Hi, Respected before the recipient’s name.
Main body - Introduction
Main Body
Conclusion
Ending - End with a concluding line
Attachments - Attach your documents and let the recipient know
Signature - Phrases like Thanks, Regards, and your name under it. You can add a
designation if necessary.

It is always better to have some examples in front of you while writing emails. Using and
studying samples will help you to know the format of email writing in a better way and
help you retain this important information in a better way using examples. As the emails
are usually sent for professional purposes, it is very important to not use casual or a more
conversational language while writing the email. Thus, it becomes important to look at
some sample emails before you can start writing on your own.

There are majorly 3 types of emails:

Formal Email
Semi-formal Email
Informal Email

Let’s have a look at each of their examples.

Formal Email Writing Format

These emails are usually used for professional and official purposes. Using polite
language and being precise are some important characteristics of this type.

Sample 1: Writing a relieving letter to an employee.

Subject - Regarding Relieving Letter/Relieving letter.

Dear Neha,

Hope you’re doing well.

As you know your tenure at XYZ Company ended on January 7, 2022. This email is
regarding the acknowledgment of your tenure here.

This email is with reference to the end of your tenure at XYZ. You’re hereby relieved from
your duties as of January 7, 2022. We confirm that you have been working with XYZ as a
Content Editor from November 22, 2019, to January 7, 2022.

We would like to thank you for your service at XYZ and wish you the best in your future
endeavors.

Nupur Awasthi

HR Manager

XYZ

Sample 2: Writing an email for a job application

Subject - Regarding Job Application at ABC News

Hi Supriya,

Hope you are healthy and doing well.

I am Neha Kamat, currently studying MA in Mass Communication from XYZ College. I

came to know via LinkedIn that there are openings in the Journalism department in ABC
News Agency and I think I would be able to do justice to this role because of my
experiences in the related field.

I have worked as a full-time journalist in a news agency, wherein I was assigned to a

promising project regarding Indian education. My role included Covering news from the
villages in India focusing on the education aspect, Editing, Developing, and Curating
content for their website. As an English major, I am used to writing and reading a variety of
articles and essays. I am a voracious reader and have read books from various genres. I
have my own blog where I generally write all my creative stuff.

Another major thing that I have in my basket is that I’ve interned as a content writer in a
firm. My job was to take telephonic interviews with influential people from the endangered
tribes of India and curate an article based on that. This internship gave me an opportunity
to hone my communication skills and receive information in an empathetic way. My
education in the English field and the work I have done have helped me get in-depth
knowledge about mass media as well.

Please find attached my CV below for your reference. If I'm hired, I would give my best to
help ABC News Agency reach greater heights. I'd also like to mention here that I would be
an excellent resource for you. Along with being an employee, I am also here to become an
asset for you as well as for ABC.
Hoping to hear from you soon.

Thanks and Regards,

Neha Kamat

Sample 3: Writing a resignation Letter

Subject: Regarding Resignation

Hello ma’am,

This email is regarding my resignation. I am planning to continue my studies and have

decided to go for higher studies in a different city. Due to this reason, I won’t be able to
continue my (role) at (company name), effective 3 months from now.

I appreciate the valuable experience I got at (company) and want to thank you for all your
guidance. I was able to learn from everyone here and put my skills to use in the best way
possible.

I hope we cross paths in the future again. Please accept this email as the intimation of my
resignation.

Thanks for all the lessons.

Warm Regards,

(Your name)

Sample 4: Writing to your employees about the change in work timings

Subject - To convey a change in work timing

Hello all,

Hope this email finds you well.

This is to inform you all about the change in work timings from next week as the project
deadline is approaching. There will be an advancement of 30 minutes in your daily office
hours. This step is being taken to complete the project well within time with everyone's
equal contribution.

The timing from next week will be from 9 am to 6:30 pm. I hope everyone will keep up with
this new time and follow it.

Feel free to reach out for any suggestions.

Regards
(Your designation)

Semi-formal Email Writing Samples

In semi-formal email writing, you can use a bit of informal language. These emails are
sent to your teammates or colleagues. You can use a casual tone in these emails.

Sample 1: Introducing a new employee in the company

Subject: New Business Development Executive.

Dear Team,

Hope this email finds you in good spirits.

I am delighted to introduce you to Rohan, who will be working with us as a Business

Development Executive from today onwards. His job would be to deal with the clients and
he will make sure that we are getting the perfect deals.

I hope you all warmly welcome Rohan to our family of XYZ Company. Welcome Rohan,
best of luck to you!

Best regards,

Ajeeth

Project Head, XYZ Company.

Informal Email Writing Sample

Informal letters can be sent to your friends or colleagues to convey any non-official
information. There are no rules to be followed with this email regarding the body content.

Sample 1: Letter about informing about your Trip

Subject - I am Going on a trip!

Dear (your friend)

Hope you’re doing well. I am so excited to tell you that I have finally decided to take out
time from my schedule to go on my dream holiday along with my parents. I will be leaving
for the Maldives on (date) and will be staying there for a week.

I am so happy to be able to show my parents this place. They are happy too. They are
excited to meet new people and spend some time out of their routine schedule.

I would love to go with you on a trip someday too. Let us make a plan when I come back.

With love,
(your name)

Email Writing Format: Important Tips

It is very important to follow some tips when it comes to writing an email. As mentioned
earlier, email is mostly used for a professional purpose and you would not want to mess
up the format of email writing. Given below are some tips you can follow to make your
email professional and precise.

Subject Line

Keep your subject line clear, concise, and meaningful. It should summarize the purpose of
the email so the recipient knows what to expect before opening it.

Professional Salutation

Use a professional greeting to start your email, such as "Dear Mr./Ms. Last Name," or
"Hello First Name," if you're on more familiar terms.

Keep It Brief

Your emails should be as short as possible while still conveying all necessary information.
Too long, and your reader may lose interest; too short, and you may not provide enough
detail.

Organize Your Thoughts

Structure your email in a logical way. Start with a brief introduction, follow with the main
body where you present your information or request, and conclude with a closing remark
and signature.

Use Bullet Points and Paragraphs

Break up long pieces of information into bullet points or numbered lists to make it easier
to read. Also, divide your email into small, easily digestible paragraphs.

Active Voice

Use the active voice rather than the passive voice to make your writing clearer and more
direct.

Polite and Formal Language

Ensure that the tone of your email is polite, professional, and respectful. Avoid slang,
jargon, and emoticons unless you're sure they're appropriate for the situation and the
recipient.

Proofread

Always review your email before you send it to catch any grammar or spelling mistakes.
This is crucial for maintaining professionalism and ensuring your message is understood
correctly. Follow the latest format always. Make sure your writing is on the left side of the
paper.

Signature

Always use an email signature at the end of your email. This should have your name, job
title, contact information, and any other relevant details like your company website.

Reply Promptly

Respond to emails in a timely manner to maintain professionalism and show respect for
the sender's time.

Attachments

If you are sending attachments in a mail, mention them in the body of the email to ensure
the recipient doesn't miss them while opening a mail. Also, make sure the files are not too
large if it is then convert them into compressed file.

Use CC and BCC Appropriately

Be careful about who you CC and BCC. Don't CC everyone if it's not necessary, and
remember that BCC should be used to protect recipients' privacy.

Remember, practice makes perfect. As you keep writing and adopting these practices, you
will gradually become more effective at email communication.