Email Writing: E-mail stands for electronic mail. An e-mail is a message distributed by electronic means from one computer user to one or more recipients via a network. With the advent of the digital age, e-mail plays an important part in everybody’s life. It is the most popular and fastest way of sending messages anywhere in the world and can be used in formal as well as informal contexts.
So, a student should be well-versed with the e-mail technology. He/She should be familiar with the various features of an e-mail program like composing an e-mail, attaching files/documents in an e-mail, adding Cc and Bcc recipients, formatting and sending an e-mail etc. The knowledge of e-mail and Internet makes a student up-to-date with today’s technologies and prepares him to be ready for the future. In the examination, it consists of 5 marks weightage.
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E-mail Writing for Class 9 ICSE Format, Examples, Topics, Samples, Exercises
Main Parts of an E-mail
The first thing you need to enter when composing an e-mail is the recipient’s address. An example of e-mail address is: firstname.lastname@example.org. When sending a message to multiple recipients, be sure to separate all addresses with a comma.
Cc and Bcc
Another option when sending a message to multiple recipients is to use the Cc, or carbon copy, and Bcc 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 and the identities of the other recipients will not be shown.
Date and Time Stamp
The date and time in an e-mail when sent is usually included automatically somewhere in the message.
The subject line is the first part of your e-mail that recipient will see. When entering the subject line, be sure to include important information such as what the e-mail is about.
The body is where you actually write the message that you want to send.
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 to the e-mail.
Some e-mail systems allow you to enter a signature that will appear automatically at the bottom of every message you send. This feature is optional and can be turned off and on as needed.
Steps for Writing an E-mail
- Type the e-mail id of the recipient(s) in the To, Cc and Bcc fields.
- Compose the subject of the e-mail in the subject line.
- Attach any files that you want to send with the e-mail using the Attach or Insert Option.
- Write the proper salutation like Dear Father, Hi, Bhawna etc.
- Write the body of the e-mail.
- Click the send button to send the e-mail to the recipient(s).
It refers to the do’s and don’ts of the things to be kept in mind 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
- Assignment for Class X-English
- Time Table for Class IX-B
- Subscription Enquiry
2. Include Proper Salutation as per the E-mail type One must include proper salutation before starting to write an e-mail. The salutation used should depend on the type of e-mail (formal or informal).
3. Avoid using Capital Letters One should avoid using capital letters in 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 informal e-mails. For example, e-mails to your teacher, coach, principal etc should not include any slangs, abbreviations or acronyms.
Example: NDLS, Hey there!, cya, btw, BLR etc should be avoided while writing 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 as per the type of e-mail (formal or informal).
Format of An E-mail
You are the monitor of your class. Write an e-mail to your sports teacher to report about the issue of non-availability of sporting goods in your P.T. period.
Sample E-mail 1
1. Your friend from your previous school is planning to visit Delhi in the winter vacation. He would stay with you. Write an e-mail to ask him to share his plan. Also, inform him about the things he should carry for the visit.
Subject: Details of your journey
How are you? I am fine and hope that you are sailing in the same boat. I am delighted to hear that you plan to visit Delhi in the coming “inter vacation. It would be great to meet you after a long time and spend some time together.
Please share the details of your journey so that I can come to receive you at the station along with my father.
I would also request you to keep some woollen clothes as it is quite cold in Delhi in December end unlike Chennai.
I have also bought a pollution mask for you so that you do not have any problem when we go outdoors.
I would sign off now. Please convey my regards to Uncle and Aunt and loye to Saksham.
Sample E-mail 2
You are Saurabh/Saumya of class X of Happy School, Daryaganj, New Delhi. You wish to participate in a Robotics contest being organised by a Infocom Private Company. Write an e-mail to your Principal requesting him to nominate your name for the Class IX-X level, giving him the detail of the Robot that you want to display in the contest.
Subject: Nomination for entry in Robotics Contest
I am a student of Class X-B of your school. I most humbly request you to nominate my name in the class IX-X category of the upcoming Robotics Contest being organised by Infocom Pvt. Ltd.
The Robot that I have made for the contest is able to mimic a human’s voice. It is also capable of reciting a few nursery rhymes. I am quite confident that my entry would bag the first prize in the contest.
Kindly nominate my name on the behalf of our school.
1. Write an e-mail to the Principal of Ramjas School, Anand Parbat, New Delhi requesting him to send his team for the Inter-School Cricket Tournament to be held in your school on 28th November, 20XX.
2. You are Vikas/Vaishnavi of class X-C of Sanskriti School, Chanakyapuri, New Delhi. Write an e-mail to Director, School of Foreign Languages, New Delhi asking him/her to send the e-catalogue of the books published by the school.
3. Write an e-mail to The Online store to update you about the status of the order placed by you. Invent necessary details.
4. You are Sayash/Zareen, a student of Don Bosco, Chennai. Write an e-mail to your friend stating your inability to attend his/her sister’s marriage ceremony.
5. You are the Secretary of your school’s Dramatics Club. Compose an e-mail to Akshara Theatre, New Delhi enquiring about the availability of the theatre in the last week of December, so that you can stage your play there.
6. You are Chetan/Drishti, a student of a reputed school. Send an e-mail to the Tutorial Head of the secondary wing of your school requesting him/her to arrange a workshop on ‘School Safety’ for the students of your school.
7. Compose an e-mail to be sent to your grandmother, acknowledging the receipt of the gift sent by her on your birthday.
8. You have recently visited the Delhi zoo. Write an e-mail stating your views about the miserable condition of birds and animals there to the curator of the zoo.
9. Write an e-mail to the Manager of the Community Centre in your area seeking permission to display the drawings made by the under-privileged children residing in the nearby slum on Children’s Day.
10. You are Sumita/Parag, a student of class X residing in Bengaluru. Write an e-mail to your cousin sister describing your experience of holding a blood donation camp in your school.
E-mail Writing Worksheets
You are Adnan/Astha staying at a hostel in a school, in Uttarakhand. You wish to learn German language as the sixth subject. Write an e-mail to your father to take his approval for the same by stating how it would help you in your professional career.
Subject: Learn German as sixth subject
How are you? I am fine and wish that you are also hale and hearty. Recently our Principal announced that we can take a foreign language as the sixth subject for our Class X exams. He also listed a few advantages of knowing a foreign language in today’s global world.
I want to take your approval before I give my name for German as my sixth subject. I understand that by taking an additional subject, I would have to donate extra time to studies and work harder. However, 1 am ready to do that as it would benefit me in the longer run.
Please give me your approval. I promise that I would not let you down.
You are the President of the Nature Club of your school. You wish to subscribe to the ‘Nature for All’ magazine for the school library. Write an e-mail to the Subscription Department of the magazine requesting them to send the details of the subscription plans.
Subject: Subscription enquiring for ‘Nature for All’
I am the President of the Nature Club of Springdales School, Dhaula Kuan, New Delhi. I happened to go through a copy of your magazine at your stall in the recently concluded Book Fair at Pragati Maidan.
I found your magazine very interesting and wanted to subscribe to it for our school library so that students can benefit from it. Kindly send me the details of the cost of its subscription and the various plans available for the same. I would appreciate if you could give us some discount over and above the regular subscription rates as we would be using it for educational purposes.
Looking forward to your correspondence.
(President, Nature Club) .
You recently visited the Delhi Christmas Market organised by the German Embassy. Write an e-mail to your elder sister who lives in a different city giving details of your experience at the market.
Subject: Visit to German X-man market
How are you? We are all fine and wish that you are also doing well. Hey! I got a chance to visit the German X-mas market and I am very excited to tell you about it.
I, along with my friends, went to the German X-mas market. It was held at the grounds of the German Embassy. It was an amazing experience for all of us. There were a number of shops there selling toys, gifts, stationery, handicrafts, clothes etc. All of them were beautifully decorated. I purchased some clothes for myself and also got a small pen-stand for you. We also happened to spot Santa Claus, who gifted me chocolates.
In addition to it, there were Christmas Trees, Gingerbread house, Christmas Choir and live band. We also got a chance to relish German food. I missed you a lot and it would have been a lot more fun if you had been there! Looking forward to your reply.
You purchased a pair of shoes from an outlet of a well-known brand. The sole of the shoes cracked within a month of your using them. Write an e-mail to Customer Care Department of the company asking them to replace your shoes.
Subject: Complaint for faulty shoes
I purchased a pair of ACTION PRO-LITE shoes from your store located in Pacific Mall, Subhash Nagar, New Delhi. The date of purchase and bill no. is 24/11/2017 and A-423 respectively.
Within a month of its usage, the sole of the shoes has cracked, making them unwearable. I have been a regular customer of your ACTION brand of shoes and have never experienced such an issue earlier. Therefore, I request you to look into this issue and replace the faulty shoes with a brand new one of the same type.
Please feel free to contact me in case you need any further details.
Looking forward to your e-mail.
Write an e-mail to a English Daily requesting them to sponsor the Debating Competition to be held at your school. You are Jeevan/Jasper of class X, Air Force School.
Subject: Sponsor the debating competition
I am a class X student of Air Force School, Subroto Park, New Delhi. Our school is organising a debating competition in the last week of November. A total number of 51 schools from the Delhi region are going to participate in the contest.
Being a leading newspaper of Delhi, I request you to sponsor the event. We would be placing your name in the pamphlets for the event and on the banner for the debating competition.
Looking forward to your reply.
Air Force School
Write an e-mail to your School Counsellor requesting her to take a session on the topic ‘How to choose the right stream in class XI’. Invent necessary details.
Subject: Session on choosing the right stream in class XI
I am a student of class X-D of your school. After a few months, we would be promoted to class XI and face the dilemma of choosing the right stream that is suitable to our aptitude. Making a wise decision at that stage is very important for a student and his future career prospects.
Therefore, I request you to conduct a session on ‘How to choose the right stream in class XI’ for us in our free period. This would help us in getting prepared in advance for the process and thus, avoid making a last minute blunder in the crucial decision-making process.
Write an e-mail to your aunt narrating an incident in which you saved the life of a stray animal.
Subject: How I saved a life!
How are you? I am doing well and I hope that you are in high spirits. You would be happy to know that your little nephew has become a life saver. This is how it happened. Last night, I heard the loud barking of a number of stray dogs.
At first, I ignored it as I did not want to get out of bed in the cold night. However, after some time, I went out to see what was happening. I saw a pack of dogs attacking a small kitten. I tried to shoo away the dogs but they were not willing to relent. The poor kitten was so frightened that she was lying on her stomach with her eyes closed. I called out my sister to come out with a stick.
As soon as my sister came and hit the dogs with the stick, they went away. I quickly lifted the kitten and took her to my home. It took some time to return her to normal state. I also gave her some milk to drink.
So, this is how I became a life-saver. Isn’t it interesting?
Waiting for your reply.
You are Sakshi/Shikar. Your friend from Kolkata has invited you to visit him/her after your examinations are over. Write an e-mail to him/her expressing your inability to reach there.
Subject: Inconvenience to visit Kolkata
Thanks a lot for inviting me to visit you after my examinations. What a pleasure it would have been if I could have been with you for a few days!
I am sorry I will not be able to come to Kolkata after my examinations are over as I intend to join a Computer Graphics course during the holidays. I have already got myself registered for the course and have paid for the fees. As you know I wish to pursue a career in advertising and this break between classes seemed a good time to pursue the course. I am also looking out for a part time summer job in the children’s library here.
I promise to visit you during the Durga Pooja break, when Kolkata will be at its best.
As a member of your residential society, write an e-mail to Inspector of Local Police Station, Mr Sharma, informing him about miscreants who ride their bikes rashly every evening outside your society.
Subject: Miscreants in the area
Dear Mr Sharma
We are the residents of Siddhartha Nagar. We would like to bring to your notice that a few guys are riding their bikes very rashly in the evening hours in the main road of the colony. As you know that this is the time when children play on the road and elderly go for an evening walk. Also there is a grocery shop across the road and many housewives use to cross the road to buy any groceries. In the recent times, we observed that due this rash driving, many accidents were happened and several injured. This is creating a constant nuisance for all. So we would like to request you to take necessary action to curb these activities.
Write an e-mail to the Manager of Smart Automotive Company, Mr Ahmed, regarding the poor quality of service facility available in the city.
Subject: Poor service quality in the city
Dear Mr Ahmed
I recently bought Fiat Palio from “Sridhar Fiat Showroom” in Nagole. Recently I faced small problem with car AC and brought the car for maintenance. But to my utter surprise, the showroom staff told me that service is not available in their showroom and they asked me to take the car to the nearby service center. I found that there are very few service centers available compared to sales showrooms and there are many complaints regarding this. This in turn is causing many pending problems and increased maintenance cost, time and delivery time. I would like to suggest you that if more service centers are opened in the city, customer satisfaction also goes up which finally convert into more sales.
Thanks and regards
As a former student, write an e-mail to your professor, Mr Mathur, thanking him for teaching and guidance that contributed to your overall development.
Subject: Huge huge thanks for your help
Dear Mr Mathur
1 am very happy to tell you that I got successful in the recently conducted campus placement drive at my. college.
I am placed with TCS. I am extremely grateful for your help regarding my preparation. Moreover your advice regarding personality development helped for my personal grooming. In addition to that, your style of teaching inculcates not only those skills related to professional success but also for developing values which I believe helps for shaping my career. Once again I would like to thank you for your sincere and professional help.
With warm regards
As an intern at ABC Consulting Pvt. Ltd. write an e-mail to your Internship Project Manager, Mr Ram, informing about the progress that you are making and some difficulties that you are encountering.
Subject: A mix of progress and problem
Dear Mr Ram
Thank you for allotting a challenging project for my internship. I am making steady progress and learning many new things. The project is due next month and we are on tight schedule. I need some additional support with regard to the reporting of analytics. Your guidance helped me access the database with ease but I have several doubts regarding the requirements of the design. But I am facing little problem in reporting.
Thanks and regards