 Emails are among the most commonly used means of

communication in the world.

 They’re fast, immediate, and allow you to interact with all kinds of
businesses within and beyond the national boundaries.

 At work above all, writing formal emails in English in the right way
requires certain skills, and being a professional situation, it’s
essential not to commit mistakes in order to make a good impression
of yourself and your company.
 Types of E-mails:

Emails are of three types:

• Semi-Formal email

• Formal email

• Informal email
Semi-Formal Email:
An email written for a colleague or a team-mate within a project comes under
this category. The language used is simple, friendly, and casual. Modesty and
dignity must be maintained
Formal Email:
Suppose we are writing or composing an email for any type of business
communication. It will come under the category of formal email. Formal email
writing will be an email written to companies, government departments, school
authorities or any other officers.
Informal Email:
An informal email is written to any relatives, family or friends. There are no
particular rules for informal email writing. A person can use any language of his
or her choice.
Main Structure of e-mail
To: address of the recipient
Cc: Carbon copy to person other than primary recipient.
Bcc: Blind carbon copy- mailing copy without disclosing name of
the recipient.
Subject: Central theme of communication.
Attachment: File that accompanies the message.
Message: The information transmitted by the sender to the receiver.
While indicating a message, good written communication
skills are necessary. Good receptive skills are needed for
responding to the e-mail.
Ending the e-mail: with a word of thanks and some polite closing
remarks.
 Well what is “Bcc” & “Cc”?

Cc: Bcc:
• Is short for Carbon Copy • Is short for Blind Carbon Copy
• More than 1 addressees can be in this • Carbon copied recipients are NOT
field (separate them with commas) visible to anyone but the sender
• Carbon copied recipients ARE visible to • Use this when sending to a long list
all other recipients of recipients or to recipients that
• Usually used when others are referenced should not know each other
in the email or for those you want
included in the conversation
 The rules for writing formal emails in English

Subject:

 The subject is the first piece of information that the recipients of an email see, and

if it’s written incorrectly or unclearly, it could push the reader to delete it without even

opening it!

 So it’s important to give a clear and precise message, right from the start, indicating the
content or reason for writing in two or three words that grabs the attention of the recipient.
Style:

 Unlike many other languages which require long complex sentences in a

formal written context, English is very concise and favors short sentences and a

simple structure.

 Make sure you break up the text into two or three paragraphs – this enables the

reader to quickly see the key points.

The format of a formal email in English

 Introduction
 Body of the text
 Conclusion
Introduction:
Depending on the type of relationship you have with the person you’re writing to,
there are different ways of starting an email, but any email should always start with a
greeting. In our specific case being formal, the most appropriate options are:

Dear Mr./Mrs./Ms. (surname of the recipient, e.g. Mr. Rao)

Dear Sir/Madam (if you don’t know the name of the recipient) or more generally
‘To whom it may concern’
After the initial greeting you need an introductory sentence that indicates clearly the reason for
writing and is consistent with the subject of the email. Introduce yourself briefly (long texts
often discourage people from reading them), then follow on with:

I am writing with regard to… (email subject)

I am writing in connection with… (email subject)

I am writing in reference to…

With reference to your advertisement…

 If you’re writing an email to send information, you can start with one of the
following sentences:

 I am writing to let you know…

 I would like to bring to your kind notice that…

 I would like to bring to your knowledge that..

 I am delighted to tell you… (if you’re communicating good news)

 I am very glad to inform you that…

 I regret to inform you that… (if you’re communicating bad news)

 If instead you’re replying to an email you received, you can say:

 I am writing in response to…

 I am writing in reply to…

 I am writing to thank you for… (if you need to thank the recipient)

 I am writing to express my sincere gratitude to you…

Body of the text:

 There are no conventional formulas for writing the body of the text because this
varies according to the function of what you need to communicate. It’s useful to
prepare an initial draft and then proceed with any corrections.

 The general rules are that the text should be divided into short paragraphs that
avoid abbreviations and acronyms, both of which you can use, on the contrary,
when you write an informal email to family and friends.
 Based on the type of message you’re sending, there are various ways to write a
final invitation before ending the email, such as:

 I look forward to hearing from you soon

 Thank you in advance

 For further information, please do not hesitate to contact me

 Please let me know if you have any questions

 Thanks for your attention

 Courtesy formulas

When you write an email in English, you’re not only using another language but
you’re also entering another culture with different habits. The Anglo-Saxons in
general pay a lot of attention to forms of courtesy and gratitude, therefore never
forget to add them.

• Thank you
Conclusion

The most common way to end an email are:

 Best regards

 Kind regards

 Yours faithfully (if you began the email with ‘Dear Sir/Madam’ because you don’t
know the name of the recipient)

 Yours sincerely (if you began the email with ‘Dear Mr./Mrs./Ms. + surname)

 Regards
 Signature

Be sure to have set your emails to end with all the important information about you,
including:

 name and surname

 job title

 relative details about your company (name, address..)

 link to the company website

Attaching Files
Formal

I am attaching my CV/ Certificates for your consideration.

I am sending you the invitation as an attachment.

Or

PFA for the detailed CV.

PFA for the Invitation.

Informal

I’m attaching/ sending you the Singapore pics.

 Check the email

Never send an email in English without having re-read what you wrote.
Grammatical or typing mistakes are very common even in your own language, so
in English you can make errors much more easily. Double-checking what you’ve
written is a simple step to take that can prevent you from appearing unprofessional
and above all careless.

 Check the attachment and ensure that you have attached the right file.
 Problems with Punctuation

• E-mails without full stops or commas are difficult to read and can sometimes even change

the meaning of the text

• Small paragraphs separated by blank lines are much more readable than long run-on

pieces

• Careless writing skills demean your intelligence and integrity

 DO’s DON’TS

Use simple grammar. Use different fonts in the email

Use an informative subject line, Write ‘Hello’ or ‘Hi’as your subject line.
which says what the email is about.

Write the most important information Write about irrelevant issues.

first.

Use numbers and bullet points to Use capital letters to write whole words as
make the message clearer. in emails, this is considered rude.

Avoid things like the passive voice. Use Italics or Exclamation marks.

Write short sentences. Use abbreviations & acronyms

Use paragraphs to keep the email Use emojis

clear and easy to understand
Request:
 Copy of an official document
 Information about a business topic
 Promotion
 Pay increase
 Reduced duties
 Additional shifts
 Response to a survey
 Interview for research
 Donation
 Sponsorship
 Endorsement or testimonial
 Personal letter of recommendation
 Character reference
Apology:

 Please accept my apologies

 Sincerest Apologies

 Thank you for being patient; we are sorry!

 I truly apologize!

 Apology for the mistake at our end.

 I apologize for the wrong documents.

 I am sincerely sorry

 I apologize!
Subject: Requesting a recommendation letter

Dear Professor [name],

I am writing to request a recommendation letter as I apply for an internship at
[company name.] As you may know, I am graduating in the end of September this year and need
to have completed my internship.

As my professor, I know that your recommendation will go a long way in helping me

secure an internship and maybe even a job in the future. Your recommendation will add a lot of
weight to my application.

I await your response. Thank you in advance for the consideration and continued
support in my studies.

Best regards,

[name]
Subject: Sincere Apology for [Issue/Incident]
Dear [Recipient’s Name],
I am writing this email to express my sincere apologies for [Issue/Incident] that occurred recently.
I understand that my actions have caused inconvenience and trouble for you and I take full responsibility for
my mistake.
[Give a brief explanation of the issue/incident and how it affected the recipient]. I fully understand how this
has impacted your work and personal life, and I am deeply sorry for any inconvenience or harm caused.
I assure you that I am taking immediate steps to rectify the situation and ensure that such
incidents do not occur in the future. I am committed to addressing the root cause of the issue and
implementing appropriate measures to prevent it from happening again.
Please accept my sincere apologies for the inconvenience and trouble caused to you. I value our
relationship and hope that you can find it in your heart to forgive me.
Thank you for your understanding and patience. If there is anything else I can do to make things right, please
do not hesitate to let me know.
Sincerely,
[Your Name]
To: [email protected]
Subject: Email to fix an appointment
Respected Sir,

This is to bring to your notice that I am working on a project work for my final semester
that I would like to discuss with you. I am writing this mail to fix an appointment with you at your convenience.

I would like to introduce myself as the final year student of your college pursuing
Bachelors in Automobile engineering. As per the project work of our final semester we have to come up with an
automobile designed by using spare parts. Each project needs to be innovative and scientific in order to get good
grades. I have made a design with you and would like to take your inputs. Your inputs and advice would help me
to improve my project.

I request you to please give me an appointment so that I can show you the details of my
project. I look forward to your reply.
Regards,
C.Ram
Subject: Proposal for [Project Title]
Dear [Recipient's Name],
I am writing to submit a proposal for the [Project Title] project. As we have previously discussed, I believe
that this project would be a valuable addition to our organization and would benefit both our company and our clients.
The purpose of this project is [Provide a brief overview of the project, including the goals and objectives]. I have
conducted extensive research on this project and I believe that it has great potential to achieve the desired outcomes.
The proposed timeline for the project is as follows: [Outline the timeline for the project, including important
milestones and deadlines]. I believe that this timeline is feasible and will allow us to complete the project within the
desired timeframe.
In terms of resources, I will require [Specify the resources that will be needed to complete the project, such
as personnel, equipment, or funding]. I am confident that we have the necessary resources to complete this project
successfully.
To ensure that the project is completed efficiently and effectively, I will provide regular progress reports and
updates. This will allow us to identify any issues or challenges early on and make any necessary adjustments.
I am confident that this project will be a success and will bring significant benefits to our company. I
appreciate your time and consideration and look forward to discussing this proposal further with you.
Please let me know if you have any questions or concerns.
Thank you for your consideration.
Sincerely,
[Your Name]
Assignment:

1. Write an email to your Head of Department requesting a reference

letter for admission to a foreign university.

2. Draft an email to your mentor asking for a recommendation letter for

an internship opportunity abroad.
Thank you