Email Writing Format – Types, Topics & Samples

Posted by Alina Joseph
English
Email Writing Format

Writing emails has become one of the most important communication skills in today’s world. Whether you are a student, a professional or someone handling daily tasks, email writing in English is something you cannot avoid. A well-written email can make a strong impression, while a poorly written one can lead to confusion or missed opportunities.

In this blog, we will explore the meaning of email writing, its types, format, topics and practical samples that you can use to improve your communication skills.

What is Email Writing?

Email stands for electronic mail. Unlike traditional letters, emails are sent and received digitally through the internet. They are widely used for:

  • Official communication in workplaces, schools and organizations.
  • Personal communication with friends, family or acquaintances.

This is why emails are broadly classified into formal emails and informal emails. Both require different formats and tones.

Types of Email Writing

1. Formal Email Writing

Formal emails are used in professional, academic or business settings. The tone is polite, concise and professional. Examples include job applications, business proposals, resignation letters or official requests.

2. Informal Email Writing

Informal emails are casual in tone and are written to friends, relatives or people you know personally. They don’t require a strict structure but still need to be clear and easy to read.

Email Writing Format

Whether you are writing a formal or informal email, sticking to a proper format makes your message effective.

Formal Email Format

  1. Subject Line – Short, clear, and specific.
    • Example: Request for Leave on March 15–20
  2. Greeting – Address the recipient politely.
    • Example: Dear Mr. Sharma / Hello Dr. Mehta
  3. Email Body –
    • Start with a short introduction (if needed).
    • State the purpose clearly.
    • Add details concisely.
  4. Closing Line – Mention follow-up action or gratitude.
    • Example: Looking forward to your reply.
  5. Signature –
    • Example: Sincerely, [Your Name]

Informal Email Format

  1. Subject Line – Still necessary, but casual.
    • Example: Back from My Trip!
  2. Greeting – Friendly and casual.
    • Example: Hi Riya, Hey Sam
  3. Email Body – Write freely, but stay clear.
  4. Closing Line –
    • Example: Talk to you soon, Bye for now

Formal Email Writing Samples

Sample 1: Job Application

Subject: Application for the Position of Marketing Executive

Dear Hiring Manager,

I am writing to apply for the position of Marketing Executive at XYZ Company. With three years of experience in digital marketing and campaign management, I believe I can contribute to your team effectively.

Please find attached my resume for your review. I look forward to the opportunity to discuss my application further.

Sincerely,
 Rohit Sharma
[Phone Number] | [Email ID]

Sample 2: Request for Course Information

Subject: Inquiry Regarding Data Science Course

Dear Admissions Officer,

I am interested in applying for the Data Science program at your university. Could you please share details regarding the syllabus, admission process and eligibility requirements?

I would appreciate your guidance regarding upcoming deadlines.

Best Regards,
 Priya Mehta

Sample 3: Resignation Email

Subject: Resignation Effective March 30, 2025

Dear Mr. Gupta,

I am writing to formally resign from my position as Assistant Manager at ABC Ltd., effective March 30, 2025.

I am grateful for the opportunities I have had here and will ensure a smooth transition by completing all pending work.

Sincerely,
 Ankit Verma

Informal Email Writing Samples

Sample 1: Informing Friends About Science Exhibition

Subject: Reminder: Science Exhibition on Monday

Hi Everyone,

I’m excited to remind you about our Science Exhibition scheduled for Monday at the school auditorium. Please prepare your projects and bring all the required materials.

Let’s make it a success together!

Cheers,
Aarav

Sample 2: Sharing Travel Experience

Subject: My Amazing Trip to Goa

Hey Neha,

I just returned from Goa and had the best time ever! The beaches, sunsets and seafood were incredible. I even tried parasailing for the first time.

Can’t wait to show you the photos. Let’s meet this weekend!

Love,
Riya

Sample 3: Thank You Note

Subject: Thank You for Your Support

Dear Arjun,

I just wanted to say thanks for helping me with my project last week. Your inputs really made a difference and I appreciate your time.

Looking forward to working with you again.

Warm regards,
Meena

Email Writing Topics for Practice

Here are some popular topics to practice email writing:

Formal Email Topics

  • Job application to a company.
  • Complaint about a defective product.
  • Request for leave from office.
  • Inquiry about course details.
  • Intimation of resignation.

Informal Email Topics

  • Inviting a friend to a birthday party.
  • Sharing trip highlights.
  • Congratulating a friend on a new job.
  • Apologizing for missing a special event.
  • Thanking someone for their help.

Common Mistakes to Avoid in Email Writing

  • Leaving the subject line blank.
  • Writing vague or lengthy subjects.
  • Using emojis or slang in formal emails.
  • Forgetting attachments mentioned in the email.
  • Writing long paragraphs without breaks.
  • Using multiple fonts and colors.
  • Sending without proofreading.

Tips for Writing a Good Email

  • Keep your subject line short and clear.
  • Use polite and professional language.
  • Break the body into short paragraphs.
  • Highlight important points with bullets.
  • Avoid jargon, abbreviations and filler words.
  • Always proofread before hitting send.

Conclusion

Email writing is a skill that every student and professional must master. From formal communication in offices to casual notes to friends, emails help you connect effectively. By following the correct format, tone and structure, you can make your emails impactful and professional. Practice with the samples and topics shared above and you will soon find email writing effortless.

Read Also:

Frequently Asked Questions

  1. Q1. What is email writing in English?

    Email writing is the process of drafting a message digitally and sending it via the internet. It can be formal (professional or academic) or informal (personal or casual).

  2. Q2. What are the two types of email writing?

    The two main types of email writing are:
    Formal emails – Used for official, professional, or academic purposes.
    Informal emails – Used for casual communication with friends or family.

  3. Q3. What is the correct format of a formal email?

    A formal email format includes:
    Subject line
    Greeting
    Body (introduction + main message + closing line)
    Signature

  4. Q4. What is the difference between formal and informal email writing?

    A formal email uses a professional tone, structured format, and is concise, while an informal email is casual, friendly, and flexible in structure.

  5. Q5. What are some good topics for formal email writing?

    Examples of formal email topics include:
    Job applications
    Complaint about a product or service
    Leave requests
    Inquiry about course details
    Resignation letters

  6. Q6. How do you start an informal email?

    You can start an informal email with simple greetings like Hi, Hey, Hello followed by the person’s name. For example: Hey Sam, how are you doing?

  7. Q7. What should a subject line in an email look like?

    A subject line should be short, clear, and to the point. Example: Leave Request for 15–20 March or Thank You for Your Help.

  8. Q8. What are the most common mistakes in email writing?

    The most common mistakes include leaving the subject blank, using emojis in formal emails, forgetting attachments, writing long paragraphs, and sending without proofreading.

  9. Q9. How do you write a professional email for a job application?

    To write a job application email:
    Use a professional subject line (Application for Marketing Executive).
    Start with a polite greeting.
    Mention your skills and interest in the role.
    Attach your resume.
    End with a professional sign-off.

  10. Q10. How do you end an email politely?

    You can close your email with lines like: Sincerely, Best Regards, Kind Regards, Thanks Again.

  11. Q11. What is CC and BCC in email writing?

    CC (Carbon Copy): Sends a copy of the email to additional recipients.
    BCC (Blind Carbon Copy): Sends a copy to hidden recipients (not visible to others).

  12. Q12. What is the ideal length of an email?

    The ideal email should not exceed 200–250 words. Keep it concise and easy to read.

  13. Q13. Can I use bullet points in email writing?

    Yes, using bullet points in the email body is recommended for highlighting key information and making the email easy to read.

  14. Q14. How can students practice email writing?

    Students can practice by writing on sample topics like leave applications, course inquiries, invitations, thank-you notes, and sharing trip experiences.

  15. Q15. Why is email writing important?

    Email writing improves communication skills, builds professionalism, and is essential for academic, workplace, and personal interactions.

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