What is an e-mail?

 E-mail or electronic mail is a method of

communication that helps us to convey our
ideas or share information with others.
 It is the most common way of
communication nowadays.
 It is one of the fastest ways of
communication.
 It is also considered as eco-friendly( since
it saves the usage papers) in many
organizations.
Types
 Formal – written for business
communications.
 Informal – written to relatives and friends
Format of an email
 From
 To
 Subject
 Content of the letter
 Complimentary close
 Subscription
 Signature
Structure of an email
 Structure of an email is divided into
Header and Body.
 Header includes From, To, Subject, Date
and time.
 Body is all about the content which
states whether the mail is formal or
informal.
Header
 In a formal mail(especially for business
communications), whether it is the sender or
receiver, the mail ids used by them should be
very formal.
 The mail ids should carry their name for easy
identification and also must use the domain of
the organisation they are associated with.
 Eg: sunilsharma@srmist.edu.in,
divyamenon@cognizant.com
 In informal mail, personal mail ids can be
used.
 Eg: princessmekavi@gmail.com,
hulkraj@yahoomail.com
Cc- Carbon copy
 This is used to give attention to
someone.
 Eg: Mr.A is sending a mail to Mr.B and
also Mr.A wants Mr.C to know about it.
In that case we make use of this Cc. So
now Mr.C has noted that Mr.A has send
a mail to Mr.B.
Subject
 ‘Subject’ intends to:
➢ Give an idea to the receiver
➢ Help the receiver to prioritize his/her mails.
❖ Do not write a complete sentence.
❖ Subject should be given in brief.
❖ Specify the subject using key words like
Application, Complaint, Request, Enquiry etc.
❖ Eg: Application for the post of an Engineer,
Complaint regarding poor internet connection,
Inquiry about the order placed etc.
Salutation
 Formal – Dear Sir/Ma’am or first name
of the person.
 Eg: Dear Sir/ Dear Sunil, Dear
Ma’am/Dear Kavya
 Informal – Hi/Hello
Body of an email
 Use appropriate words.
 Sentences must be short and concise.
 Don’t elaborate in many paragraphs.
 Avoid using Bold letters.
 Don’t use SMS language.
Body of an email
 Open with a pleasantry statement:
 Good morning, Greetings…
 I am …so and so(if it needs an introduction)
 Thank you …( if it’s a reply mail)
 Following up of a previous mail:
 As we discussed…
 To follow up on our meeting…
 Regarding/In regards to…
 As far as…goes…
 On the topic of…
Body of an email
 For requesting or if you need a reply
use:
 Could you let me know…
 I’d like to know if/when/how etc…
 Could you confirm if/when/how etc…
 Do you have any details/update on…
 Use words like kindly, please, request,
etc., in the mail if you require any help.
Complimentary close
 This constitutes the end of the letter.
 Formal – Thank you, Thanks with
regards, Waiting for a positive reply,
looking forward to hearing from you,
thank you for your time etc.
 Formal subscription-regards, sincerely,
yours truly, warm regards etc.
Sample email
From :stevenson@gmail.com
To: Derrida@cental-school.co.in
Subject : Enquiry about French courses
Dear Derrida,
I am Stevenson writing in response to your advertisement, in ‘The
Hindu’ dated 4th March 2020, regarding the summer courses.
The advertisement states the French courses are two weeks long.
Would it be possible to do it as a three-week course? I would
like to know how much your course cost exactly. Also could you
inform me if there are any sports activities included for the
children in the summer program?. I would be grateful to you if I
get the details through a mail as early as possible.
I look forward to hearing from you.
Yours truly,
Stevenson
Adyar
Chennai-08
Ph.no:98304948
Sample email
From :james@gmail.com
To: seniormanager@sbi.co.in
Subject : complaint regarding Long queues at the bank
Dear Sir/Ma’am
I am James, a customer of your bank’s Chromepet branch, for more than 5years and I didn’t
have issue with your bank since your services were satisfactory . Sadly nowadays
there is a huge crowd of customers standing in long lines and waiting for the
employees or desk operators to provide services.
For about a week I am facing this problem which is unacceptable for me. Also I can assure
you that there are dozens of other people complaining about the same problem.I don’t
know what the issue is and why it takes so much time to provide services for the
customers. So here I am making an official complaint so that you can step in this matter
and find out what the problem is and how to fix it.
Hoping for an immediate action.
Thank you
Yours truly,
James
Chromepet
Chennai-62
Ph.no:98304948
Question for practice
 Imagine yourself as the Principal of Global
Earth school, Chennai-630287. Send a
formal email to the parents declaring the
indefinite closure of the school due to the
outbreak of Corona.
 Create a complaint mail to
themanager@bbc.co.in for publishing a
fake news about your locality.
 You are applying for the post of an
Assistant Manager to Royal Solutions,
Adyar,Chennai-021. Apply to
thehrmanager@royalsoln.co.in.
THANK YOU

Prepared by:
Dr.M.Subbu Lakshmi
AP/EFL