Topic 5: Emails

Topic – 5

EMAIL WRITING

INTRODUCTION

Email (Electronic Mail) is one of the most widely used tools of communication in both personal and professional contexts. Unlike instant messaging or texting, email writing requires careful attention to tone, structure, and purpose. Depending on the context, emails are classified into two main types:

• Formal Email - used in professional, academic, and official settings.

• Informal Email - used for casual or personal communication with friends and family.

Understanding the differences between formal and informal email writing helps the writer choose the right tone, vocabulary, and format based on the recipient and intent.

Key Differences at a Glance

By mastering both styles, students and professionals can communicate appropriately in diverse real-life situations, whether it's applying for leave from a professor or emailing a friend about a vacation plan.

Email Format (Formal)

To: [Receiver's Email Address]

Cc: [Optional - For others to receive a copy]

Subject: [A concise and clear subject line]

Dear [Title and Name of the Recipient],

[Opening Greeting: A brief and courteous start]

 [Body: Clearly state the purpose of your email. Use short paragraphs to improve readability. Avoid unnecessary jargon.]

[Closing: Express appreciation or mention expected follow-up action.]

Thank you.

Yours sincerely,

[Your Full Name]

[Your Designation / Course and Department]

 [Contact Information - if required]

Informal Email (Format)

To: [Recipient's Email Address]

Subject: [A short, clear subject]

Hi/Hello/Hey [Name],

 [Opening line - a friendly greeting or question]

[Body - write naturally, as you would speak; share news, ask questions, express feelings, etc.]

 [Use contractions and informal language, if appropriate]

[Closing line - a friendly goodbye or wish]

Take care/ Cheers / Lots of love/See you soon,

[Your Name]

Sample 1: Formal Email

Scenario: A student writing to the Head of Department requesting permission to attend a Technical Symposium.

To: hod.ece@abcuniversity.edu

Cc: classadvisor.ece@abcuniversity.edu

Subject: Request for Permission to Attend a Technical Symposium - ECE Department

Respected Madam,

I am writing to kindly request your permission to attend a one-day National Level Technical Symposium organized by the Department of Electronics and Communication Engineering, XYZ Institute of Technology, on 24th October 2025.

The symposium includes workshops and paper presentations focused on emerging areas such as 5G Communication, VLSI Design, and IoT Applications, which are closely aligned with our current curriculum. I believe attending this event will enrich my technical exposure and provide valuable insights into current industry trends.

I assure you that I will take responsibility for any academic work or assignments that may be missed during my absence. I request you to kindly consider my application and grant me permission to participate.

Thank you for your time and support.

Yours sincerely,

S. Raghul

III Year, B.E. Electronics and Communication Engineering

Roll No: 21EC1042

XYZ College of Engineering

Sample 2: Formal Email

Subject: Request for Issue of Bonafide Certificate

To: registraroffice@university.ac.in

Respected Sir/Madam,

I am Karthik R., a final-year B.E. Mechanical Engineering student (Roll No: 19ME105) of your esteemed institution. I kindly request you to issue me a Bonafide Certificate for applying to a postgraduate program in Germany.

The certificate is required to confirm my enrollment and period of study at the university. I would be grateful if the certificate could be issued at the earliest, as the application deadline is 20th October 2025.

Kindly let me know if I need to submit any additional documents or fees for this process.

I shall be very thankful for your support and assistance.

Yours sincerely,

Karthik R.

Final Year, B.E. Mechanical Engineering

Anna University, BIT Campus

Sample 3: Informal Email

To: anjali.kumar25@gmail.com

Subject: Let's Plan a Trip!

Hey Anjali,

Hope you're doing great! I was just thinking-it's been forever since our last trip together. How about planning a short getaway this weekend?

Maybe we can go to Kodaikanal or Ooty. I'll check the routes and hotel options if you're free. Let's loop in Sneha too!

Waiting for your reply. Super excited already

Take care,

Meena

Sample 4: Informal Email

Subject: Trip to Ooty - Exciting News!

Hi Aravind,

How are you doing? Hope everything is going well at your end. I wanted to share some exciting news with you-we are planning a trip to Ooty next month with our college friends! The plan is to leave on 10th November and stay for three days. We'll be visiting botanical gardens, the lake, and of course, the tea estates.

I'm really looking forward to the trip as it will be a great chance to relax and spend time together. Please confirm your availability soon so that we can finalize the bookings. It won't be the same without you!

Take care and reply soon.

Cheers,

Ramesh

Practice Exercises

A. Formal Email Writing

Instructions: Write a formal email based on each situation. Use proper format, tone, and structure.

1. Write an email to your Head of the Department requesting permission to attend a two-day workshop on Embedded Systems conducted by an external institute.

2. Send an email to the placement officer requesting information about the upcoming campus recruitment drive and company eligibility criteria.

3. Write an email to your subject teacher requesting an extension for submitting your mini project report due to a medical emergency,

4. Write a formal email to the Dean of Student Affairs requesting permission to organize an inter-departmental technical quiz competition.

5. Write an email to the Librarian requesting renewal of a library book that is overdue due to exam preparation.

6. Compose an email to the Training and Placement Cell requesting a recommendation letter for applying to a summer internship at TCS.

7. Write an email to the Exam Cell Coordinator asking for clarification regarding the date of your arrear paper exam.

8. Draft a formal email to your Class Advisor informing about your absence due to attending a national-level paper presentation.

9. Send an email to a professor you are approaching for final-year project guidance, expressing your interest in working under their mentorship.

10. Write an email to a company HR enquiring about the application process for an off-campus job opportunity you found on LinkedIn.

B. Informal Email Writing

Instructions: Write an informal email based on the scenario. Use a friendly tone and natural structure.

11. Write an email to your school friend sharing your college experiences and asking about their new course and friends.

12. Compose an email to your elder sister thanking her for the birthday gift and sharing how you celebrated.

13. Send an email to your cousin inviting them to spend the semester break with you in your hometown.

14. Write an email to your roommate who went home early to update them about the happenings in the hostel.

15. Draft an email to your college senior congratulating them on getting placed in a core ECE company.

16. Write an email to your uncle thanking him for recommending you for the internship opportunity at his organization.

17. Compose an email to your friend inviting them to join a photography contest being organized on campus.

18. Write an email to your sibling studying abroad, sharing news about your recent academic achievements.

19. Send an email to your best friend about your plans for the upcoming semester vacation and suggest meeting.

20. Draft an email to your old tuition teacher, recalling the fun memories of your school days and expressing gratitude for their guidance.