E-mail Writing

E-mail Writing

Class 9^th

Teacher : Tariq Ahmad Malik

School: GHS Hardu Chanam

An Electronic Mail (E-mail) is the fastest means of written communication .It is composed, sent, stored, and received over internet.

Formal and Informal E-mails

Business and official E-mails are called formal e-mails. The e-mails sent to friends and relatives are called informal e-mails.

Format of E-mail

·        From             ----    Sender’s e-mail address ( eg. taraiq@gmail.com)

·        To                -----   Receiver’s e-mail address (eg .shahid12@gmail.com)

·        Date             ----    Date on which e-mail is written ( eg . 20/5/2020)

·        Subject       ----     purpose of e-mail (eg . birth day function )

·                              ----- a line is left blank

·        Salutation ------ Dear Sir/Madam    (for informal e-mails we can use   Hi as well)

·        Body            ----    it contains detailed prescription of the e-mail.It is based on atleast one full paragraph.

·        Complimentary Close   ----    Regards/ thank you/Sincirely etc

·        Sender’s Name      ------     (eg. Tariq)

·         

Points To Be Noted

1.     The whole e-mail should be kept in a box after writing it completely.

2.     The sender’s and the receiver’s e-mail address should be kept in boxes separately.

3.     Header consists of – subject, sender, receiver, subject.

4.     Body contains the message. Body can be formal or informal depending on the purpose.

5.     Although e-mails are not usually as formal as letters. They still need to be professional to present a good image of the writer.

Five Steps for a formal e-mail

·        Formal salutation ----  Dear Basharat, Respected CEO.

·        Informal salutation – Hi Basharat

·        If we do not actually know the recipient’s name or title ,we use Dear Sir/Madam

·        In case it is a reply e-mail, we begin the body wit the phrase like   ‘Thank you for contacting’.

·        In case somebody has replied our e-mail we begin the body with  ‘Thank you for your prompt reply’

·        Add closing remark   ---- thank you for your consideration etc.

·        End with closing --- Best regards/sincerely/Thank you etc.

Question: Write an e-mail to your friend and invite him to your birth day party the next week.

From : taraiq@ gmail.com To    :  shahid12@gmail.com Date    : 20/5/2020 Subject  :  My Birth day Dear Manzoor, My birth day is coming closer. It is on 25/5/2020.All arrangements are already in place. You just book your flight and reach one day before. My birth day celebrations are totally meaningless without you. Best regards Tariq