E-Mail Communication: Formal and Semi formal

E-Mail Communication: Formal & Semi-formal

As we have already studied, emails form a very effective means of communications. The audience who is going to read your mail may be your boss or a subordinate or a peer or someone outside your office. In order to catch their attention, write a catchy/relevant Subject Line depending on your Audience.

Using appropriate greeting is important. When writing to your boss or someone outside of your organisation, the greeting should be formal Like "Dr. James;" to a subordinate, it can be "Hi Murugan;" to a peer "Good morning, Darvin." This will set the tone for the email. And, it is better that official mails have one purpose at a time.

Points to Remember

• A clear sibject line.

• Prepare the e-mail offline if possible.

• Use appropriate language depending on the level of formality.

• Maintain brevity and clarity. Keep to the point.

• Proof-read the e-mail throughly before sending.

Example 1:

To: hr@cogtech.co.in

Sub:  Request for Internship

Dear Sir

I am a student in my final year engineering (Mechanical Engg.) at Johns University, Vadapalani, Chennai. As a part of our course, we are required to do a 4-week internship in a reputed organisation.

As I am interested in software career and as you are a well-reputed organisation in the software sectors, I would like to know more about your working environment, ethics, etc., in my college days itself. This will help me to face the interview panel during our campus recruitment drives with confidence.

I would be grateful if you would let me know whether there is an opportunity for me to get a 4 -week slot for training.

I am attaching my CV with my course details for your kind perusal. I have a good command of English.

Thank you for your attention, I look forward to hear from you.

Yours faithfully,

Nishant Bright

Example 2:

Imagine that you are a Team Leader in a company. Send an e-mail to all your team members congratulating them on the success of the project.

From : ashok@yahoo.com

To: teamprod@yahoo.co.in

Subject: Congratulations

Dear friends,

I am delighted to express my congratulation on the successful completion of the project and its acceptance by our customer. It is the concerted efforts put in by all team members helped to complete the work within the stipulated time. In order to celebrate this happiness, we will all meet at L'Meridian Hotel at 7 p.m. with family.

Best Regards

Team Leader

TASK

Write an e-mail to hr@l&tltd.in seeking permission for an industrial visit for your class.