E-mail Writing

In the present world, with improvement in internet and technology, e-mail has emerged as an
essiest, fastest and important means of communication. It allows us to send, receive, store and
forward messages to a number of persons simultaneously.

E-mails can be both formal and informal. However, they are most commonly used in formal
communication. An e-mail generally comprises of many parts. They are

Parts of an E-mail

1. Recipient's/Receiver's Address The first thing you need to enter when composing an e-mail is
the recipient's address. An example of e-mail address is sakshiwrites@gmail.com When
sending a message to multiple recipients, be sure to separate all addresses with a comma.

2. Ce and Bcc Another option when sending a message to multiple recipients is to use the Cc,
or carbon copy, and Bec or blind carbon copy fields. When using the Cc feature, all recipients
can see the e-mail addresses of everyone the message was sent to. If you want your
communication to be more private, choose the Bcc options and the identities of the other
recipients will not be shown.

3. Subject Line The subject line is the first part of your e-mail that the recipient will see. When
entering the subject line, write what the e-mail is about.

4. Starting Salutation Always address the recipient of the e-mail appropriately.

5. Body The body is where you actually write the message that you want to send.

6. Attachments Attachments are similar to enclosures in traditional mail. If you have files that
you want to share with your recipient(s), you can include them as attachments in the e-mail.

7. Complimentary Close and Signature End your e-mail with a note of thanks, your name and
designation. Some e-mail systems allow you to enter a signature that will appear automatically
at the bottom of every mail you send. This feature is optional and can be turned off and on as
needed.

E-mail Etiquettes

It refers to the do's and don'ts of the things to do while writing e-mails.

1. Do not leave the Subject line blank The subject of the e-mail states what your e-mail is about.
So, it should be brief and accurate and must not be left blank.

A few examples of a good subject line are

(1) Assignment for Class VIII English
ii) Time Table for Class VIII B (iii) Subscription Enquiry

2. Include Proper Salutation as per the E-mail type One must include proper salutation before
starting to write

an e-mail.

Examples

Respected Sir/Ma'am

Sir/Ma'am

Dear Sir/Ma'am

3. Avoid using Capital Letters One should avoid using capital letters in an e-mail. Words written
in capital letters

are interpreted as if the sender is angry or shouting at the recipient(s). 4. Use of Abbreviations
and Acronyms One should avoid using abbreviations and acronyms in formal e-mails. 5. Add
Appropriate Closing One should use proper closing of the e-mail before hitting the send button.
The closing of the e-mail should be appropriate.

Examples

Yours obediently

Yours sincerely

Yours faithfully

Points to be Kept in Mind

The Subject of the e-mail should be short and concise.

Do not use SMS language in an e-mail.

Always write the e-mail in not more than 100 words.

Use clear and easy language to write your message.

Remember to read your e-mail to make sure that you have not made any error in it.