Email Writing
1. From Address
• The sender’s email address
• Automatically generated when sending an
email
• Example:
From:
john.doe@gmail.com
2. To Address
• The recipient’s email address
• Ensure correct spelling to avoid errors
• Example:
To:
professor.smith@university.edu
3. CC (Carbon Copy)
• Sends a copy of the email to additional
recipients
• All recipients can see who else received the
email
• Example:
✔ To:
professor.smith@university.edu
✔ CC: mark.jones@student.edu
4. BCC (Blind Carbon Copy)
• Similar to CC, but recipients cannot see each
other Email address.
• Used for privacy when emailing multiple people
• Example:
✔ To: customer.support@company.com
✔ BCC: customer1@email.com,
customer2@email.com
5. Subject
• A short summary of the email’s purpose
• Should be clear and concise
• ✔ Good Examples:
- 'Request for Assignment Extension'
- 'Meeting Confirmation for April 5th'
- 'Job Application – Marketing Intern'
6. Salutation (Greeting)
• A polite way to start your email
• Examples:
✔ Formal: 'Dear Professor Smith,'
✔ Semi-Formal: 'Hello Mr. Brown,'
✔ Informal: 'Hey Mike,'
7. Email Body
• The main content of the email
• Keep it clear and well-structured
• Example:
'Would it be possible to extend the
deadline until April 15th? I sincerely apologize
for the inconvenience and appreciate your
understanding.'
8. Ending (Closing & Signature)
• End your email politely
• Use a professional closing phrase
✔ Examples:
- 'Best regards,'
- 'Sincerely,'
- 'Thank you,'
Example:
Best regards,
John Smith
Summary: Email Components
Field Purpose Visibility
From Sender's email address Visible to everyone
To Main recipient Visible to all
CC Copy to additional Visible to all
recipients
BCC Copy to hidden Only visible to sender
recipients
Subject Short summary of email Visible to all
Salutation Greeting to start the Visible to recipient
email
Body Main content of the Visible to recipient
email
Ending Closing statement & Visible to recipient
signature
• Write a congratulatory email to your colleague
on completing 10 years in the organization.
From: your.email@example.com
To: colleague.email@example.com
CC: teamlead@example.com, manager@example.com
BCC: HR@example.com
Subject: Congratulations on Your 10-Year Work Anniversary!
Dear [Colleague's Name],
Congratulations on completing 10 wonderful years with [Company Name]! This
milestone is a testament to your hard work, dedication, and valuable contributions to
the organization.
Your commitment and expertise have not only helped in the growth of the company
but have also inspired many of us. It has been a pleasure working alongside you, and I
truly appreciate your professionalism and teamwork.
Wishing you continued success and many more achievements in the years ahead!
Best regards,
[Your Name]
[Your Designation]
