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Email Writing Format for Students

Email is a common means of communication and correspondence in the modern era. Individuals must be aware of the uses of an email and how to write a practical and functional email. The email consists of composing, sending, receiving, and replying to messages through an electronic communication system. 

Emails can take two forms. They are:

  1. Formal emails
  2. Informal emails
  • A formal email is posted and received while conducting business or in the form of professional missives. Formal emails have various rules to be followed while being written. 
  • Whereas an informal email is free from rules and can be written in free language. Informal letters are sent and received to and from family, friends, and relatives.

This is where the email writing format for students comes in handy. Students must be aware of the email writing format as this skill is essential and highly demanded in the present age.

Introduction to Formal Emails

A formal email is sent to companies, government departments, offices, and school teachers or principals. In addition, it is sent to a business executive or associate in companies. Formal emails are also sent to government departments containing documents required to be submitted or any queries. One understands that an email is formal by analyzing the tone of the writing, the words used, the salutations, and mainly the purpose of the email. A formal email is not written in a casual style and is usually crisp and aims at being coherent with the receiver’s time. 

Introduction to Informal Emails

An informal email is written to friends, family, and relatives. An informal email seeks to lend comfort to the receiver. This format of email does not require the sender to follow any formal email format. Informal emails do not carry any strict grammar and punctuation rules. The only necessary principle to be kept in mind is to make the email consistent and easy to understand. As a perk, writing an informal email does not involve much time and effort. 

Formal Email Format for Students

Using a fixed format while writing emails helps the sender communicate better with the receiver. It also facilitates the receiver to understand the message. As emails are the most commonly used means of communication in the business and professional world, students must know the format for formal emails. 

This format will help students acquire the skill required to conduct professional interactions. Formal emails are written in a structured format and focus on transmitting the message quickly and accurately. Therefore, the writer mustn’t commit any mistakes while writing the email. This enhances the impression of the writer and the company on behalf of whom the email is being written.

The main components for an email writing format for students are:

  • Subject: 

The subject of the email is the first component of the email that the recipient reads. A subject is the content of the email summed up in a sentence or a phrase. The subject gives the reader an idea of the contents of the email. Hence, the subject must be accurate and crisp. The subject must also grab the attention of the reader. This line keeps the reader interested in reading further. In the email writing format for students, the subject is the most crucial component of a formal email.

  • Salutation:

The salutation in the email depends on the type of relationship the writer has with the recipient. This component of the email writing format for students involves using the appropriate form of greeting. Some of the suitable salutations are:

  • Dear Mr./Ms. ‘surname of the recipient’ (in cases where the name of the recipient is known)
  • Dear Sir/Ma’am (in cases where the name of the recipient is not known’)
  • To whom it may concern (when the position of the recipient is not known)
  • Introduction:

Succeeding the initial greeting or salutation, the email writing format for students includes an introductory sentence. This sentence gives the recipient a picture of the reason for writing the email. This sentence must be aligned with the subject of the email. The introduction must be brief and concise. A lengthy introduction discourages the reader. Some of the ways to start an email are:

  • I am writing about…
  • I am writing concerning…
  • I am writing concerning…
  • Body of the Email:

The body of the email varies as per the objective of the email. The body of the email has no fixed formula which is required to be followed. The body follows the introduction and explains the subject of the email. The body of the email is explanatory yet brief. The body must be divided into paragraphs. The writer must avoid using abbreviations and acronyms. 

  • Conclusion:

The email writing format for students includes a conclusion, a final message before sending the email. There are several ways of ending the email according to the function of the email. Some of the typical sentences used to complete a formal email are:

  • Would you please let me know in case of any questions?
  • Looking forward to hearing from you.
  • Kindly contact me for further information.

Signature:

The email writing format for students includes a signature. This is where the writer signs off and ends the email. The signature also involves the name of the sender and their position. Some of the phrases used to sign off are:

  • Regards
  • Best regards
  • Yours sincerely
  • Yours faithfully

The signature must include the following information about the sender:

  • Name and surname
  • Job title
  • Details about the company

Here is an email writing example for students. This email follows a formal email writing format for students.

Informal Email Writing Format for Students

While writing an informal email, the writer is not required to follow any fixed set of rules. The email is written in a casual and friendly language and tone. However, the choice of words and style of the email depends on the purpose of the email. This format is used to write emails to friends, family members, and relatives. A polite pitch is used in informal emails. They must include proper greetings and closing statements. 

An informal email does not follow an established format. Instead, it is flexible and bends as per the preference of the sender. Some of the commonly used components of an informal email are:

  • Subject: 

The subject of an informal email is short and includes three to four words. It is similar to the subject of a formal email. However, the tonality of the phrase or sentence is friendly. This sentence is a summary of the content of the email.

  • Salutation:

The salutation or greeting in an informal email writing format for students is open to the choice of the sender. The salutation also depends on the relationship of the sender with the recipient of the email. Some of the common greetings used in an informal email are:

  • Dearest Mum,
  • My dear Chris,
  • Introduction:

In an informal email writing format for students, the introduction of the email is contingent upon the function of the email and the recipient of the email. Usually, informal emails begin with enquiring about the wellness of the recipient. Again, the introduction is regulated by the purpose of the email. 

  • Body of the email:

The body of the email contains the substance of the email and holds the message to be conveyed to the recipient. It is divided into paragraphs. The number of paragraphs is reliant on the length of the email.

  • Conclusion:

The conclusion of the email encloses the closing statement. It accommodates the summary of the body along with an appropriate signing-off sentence. 

  • Signature:

The informal email writing format for students demands a signature. An informal email is signed off with a phrase such as “Yours Lovingly” and the sender’s signature. 

Here is an informal email writing example for students:

Email writing format for students facilitates methodical and orderly content. It increases the level of clarity of the message. These formats enhance the quality of the communication as well. Thus, knowledge of these formats is utilitarian in the professional and non-professional world.

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