can someone tell me the format of writing email?

An e-mail, short for electronic mail is a store and forward method of composing, sending, storing and receiving messages over electronic communication systems. It is the quickest way to communicate in writing.

E-mail messages consist of two major sections:

  1. Header which comprises subject, sender, receiver, date and time;
  2. Body which comprises the main message to be conveyed through the letter. It could be a formal or an informal letter depending on the purpose.

Keep in mind the following points while composing an e-mail:

  • The characteristics of the subject of the mail should be brevity, clue to the main content of the mail and precise. It shouldn't be a complete sentence.
  • The Salutation should be written as Hello Sir, Dear Ma'am, etc or maybe the first name of the person. It depends on the type of relation one shares with the recipient.
  • The opening sentence of the mail should be polite and pleasant to begin with, especially with a mode of greeting. (When one replies to a message, it could begin with the following lines: “Thank you for your message/ I received your invitation, etc.)
  • The idea expressed in the body of the mail should be concise, clear and follow a definite tone. It should not be too dragging, monotonous and repetitive. It should always follow a tone of courtesy such as 'Please' or 'Kindly'.
  • The main idea of the paragraph should be in a separate paragraph making it distinct and easy for the receiver to comprehend the main motive of the e-mail. Abbreviations are not at all appreciated. SMS language is strictly prohibited while composing e-mails. Complete sentences should be written.
  • The complementary close also holds importance while sending an e-mail. One must write 'Regards', 'Love', etc with his/her name or signature (whichever suits the purpose).

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 its simple yaar... if u hav a gmail id........ log iin to gmail..nn select compose mail.....and der u go.......

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 Follow the given format:                                                                                                                                                         To:                                                                                                                                                                                               Subject:                                                                                                                                                                                     Date:                                                                                                                                                                                           From:                                                                                                                                                                                         CC:                        

Draw a box for the message.

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The Email Format

Parts of Email 
Here are the fields of the Email defined with example texts
 
Example Subjects
The Subject is more important than the email itself, it should be focused, clear and informative.
 
 
Strong Subjects:
  • Invitation to the ABC Conference, Nov 2009
  • Application for Account Manager Position #413 – Jane Smith CV
  • Agenda for the meeting on Monday, 10am
  • Party Invitation for John, Sally and Martin
  • Updates on the building plans
  • Meeting scheduled for Oct 15, Thursday @ 10am
  • Great craft ideas using recyclable materials

Weak Subjects:

  • [blank]
  • Hi, Hello, How are you?
  • First line of the email message
  • Words to avoid: Help, Percent Off, Reminder, Free


 

 
Example Greetings don’t misspell the name!
  • Dear [name],
  • Hi [name],
  • Hi,
  • Hello [name],
  • Hello,
  • To whom it may concern,
Example Opening Sentences
  • Following our phone conversation, I am sending you…
  • Attached please find the documents you requested regarding…
  • In regards to the upcoming pilot program, I have listed below the tasks and deadlines that need to be completed.
  • Further to our last discussion, I would like to bring to your attention the following issues:
  • As we agreed, there will not be …
  • Please reconsider our proposal for …
  • In response to your job post for Marketing Director, please find below a brief overview of my skills. I have also attached my CV for your review.
Example Email Information in Detail : details, information and actions required.
  • Here is the detailed list:
  • In addition to the attached agenda, please click on this linkhttp://www...
  • To register for the online event, please go to...

Example Closing Sentences

  • I look forward to your reply.
  • Thank you for the time you have taken to review my candidacy for the position.
  • Please don’t hesitate to contact me with any questions or concerns you may have.
  • Thank you, in advance, for your time.
  • I await receipt of the information we discussed.
  • Please forward me the exact information.

Example Sign-offs before the Signature : identify yourself, company and contact information.

  • Sincerely,
  • Thank you,
  • Best Regards,
  • Thanks,
Signature
Name
Title, company name
Email
Phone/Fax
Web Addres

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