E-Mail Writing and Message Writing
1. E-MAIL WRITING
Meaning of E-Mail
E-mail means Electronic Mail. It is a method of sending and receiving messages through the internet.
E-mail is used for:
- Personal communication
- Official communication
- Sending applications
- Sending documents and files
- Communication between teachers and students
- Business communication
- Invitations and announcements
An e-mail is generally faster, cheaper and more convenient than a traditional letter.
2. Main Parts of an E-Mail
A formal e-mail generally contains the following parts:
1. E-mail Address of the Receiver
It is the address of the person to whom the e-mail is being sent.
Example:
principal@example.com
2. Subject
The subject tells the receiver what the e-mail is about.
Example: Subject: Application for Leave
The subject should be:
- Short
- Clear
- Specific
- Relevant
3. Salutation/Greeting
It is the greeting used at the beginning.
Formal examples:
- Dear Sir,
- Dear Madam,
- Respected Sir,
- Respected Madam,
- Dear Mr. Sharma,
Informal examples:
- Dear Rahul,
- Hi Ahmed,
- Hello Sara,
4. Opening Sentence
The first sentence introduces the purpose of the e-mail.
Examples:
- I am writing to request leave for two days.
- I am writing to enquire about the course.
- I would like to inform you that...
- I am writing regarding...
5. Body of the E-Mail
The body contains the main information.
It should explain:
- Why you are writing
- Important details
- Any request or action required
For a formal e-mail, use short and clear paragraphs.
6. Closing
The closing expresses politeness.
Examples:
- Thank you.
- Thank you for your consideration.
- I look forward to your response.
- Kindly consider my request.
7. Sign-off
Examples:
- Yours sincerely,
- Yours faithfully,
- Regards,
- Best regards,
Then write your name.
3. Format of a Formal E-Mail
To: receiver's e-mail address
Subject: Clear and specific subject
Dear Sir/Madam,
Opening sentence stating the purpose.
Main details of the matter in one or two paragraphs.
Request/conclusion.
Thank you.
Yours sincerely,
Name
4. Example of Formal E-Mail
E-Mail to the Principal for Leave
To: principal@example.com
Subject: Application for Two Days' Leave
Respected Sir,
I am writing to request leave for two days, as I am unable to attend college due to a personal reason. I kindly request you to grant me leave for 18 and 19 September.
I shall be grateful for your consideration.
Thank you.
Yours sincerely,
Ahmed
5. Informal E-Mail
An informal e-mail is written to:
- Friends
- Relatives
- Family members
- People whom you know well
The language can be friendly and simple.
Example
To: friend@example.com
Subject: Invitation to My Birthday Party
Dear Rahul,
I hope you are doing well. I am writing to invite you to my birthday party on Sunday at my home.
The party will begin at 5 p.m. I hope you will come and make the occasion special.
Please convey my regards to your family.
Best wishes,
Ahmed
6. Formal vs Informal E-Mail
| Formal E-Mail | Informal E-Mail |
|---|---|
| Written to officials, teachers, institutions, etc. | Written to friends and relatives |
| Formal language | Friendly language |
| Polite and professional | Personal and conversational |
| Avoid slang | Informal expressions may be used |
| Clear and direct | More relaxed style |
7. Important Rules for E-Mail Writing
1. Write a clear subject
Never leave the subject unnecessarily blank.
2. Be brief
Do not include unnecessary information.
3. Be polite
Use expressions such as:
- Kindly
- Please
- I request you to...
- I would be grateful if...
4. Use simple language
Avoid complicated words when simple words can express the same idea.
5. Check grammar and spelling
An official e-mail should be free from grammatical and spelling errors.
6. Organise your ideas
Use separate paragraphs for different points.
7. Avoid unnecessary capital letters
Do not write the entire e-mail in CAPITAL LETTERS.
8. Mention attachments
If a document is attached, mention it in the e-mail.
Example: Please find the required document attached.
9. Use an appropriate closing
End the e-mail politely.
10. Check the receiver's address
Make sure the e-mail is being sent to the correct person.
8. Common Types of E-Mails
You may be asked to write:
- E-mail to the Principal
- E-mail to a teacher
- E-mail requesting leave
- E-mail making an enquiry
- E-mail making a complaint
- E-mail requesting information
- E-mail applying for a job
- E-mail inviting someone
- E-mail thanking someone
- E-mail apologising
- E-mail giving information
- E-mail regarding an event
- E-mail requesting permission
- E-mail placing an order
- E-mail responding to an enquiry
9. MESSAGE WRITING
Meaning of Message Writing
A message is a short written communication containing important information for a person who was not available when someone tried to contact them.
For example, if your father receives a phone call for your brother while your brother is away, your father may leave a message for him.
A message should contain only the important information.
10. Purpose of Message Writing
A message is written to:
- Inform someone about a phone call
- Convey an invitation
- Give important information
- Pass on instructions
- Inform someone about a change in plans
- Convey an urgent request
11. Format of Message Writing
A message generally has the following format:
MESSAGE
Date: __________
Time: __________
Dear __________,
[Main information of the message]
[Important details/action required]
Name
In examination questions, the exact format may vary according to the instructions given.
12. Important Elements of a Message
A good message should answer the important questions:
Who?
Who called or sent the information?
What?
What is the message about?
When?
When will the event/action take place?
Where?
Where is the meeting/event, if relevant?
Why?
Why is the person being contacted, if relevant?
What action is required?
What should the receiver do?
13. Example of Message Writing
Question
Your mother receives a telephone call from your father's friend, Mr. Sharma. He says that he cannot attend the meeting at 5 p.m. today and wants your father to meet him tomorrow at 11 a.m. Write a message for your father.
Answer
MESSAGE
17 September 2026
10:30 a.m.
Dad,
Mr. Sharma called to say that he cannot attend the meeting at 5 p.m. today. He has asked you to meet him tomorrow at 11 a.m.
Ahmed
14. Another Example
Question
Your sister's teacher calls while your sister is away. The teacher informs you that the examination scheduled for Monday has been postponed to Wednesday at 10 a.m. Write a message for your sister.
Answer
MESSAGE
17 September 2026
11:00 a.m.
Dear Sister,
Your teacher called to inform you that the examination scheduled for Monday has been postponed. It will now be held on Wednesday at 10 a.m.
Ahmed
15. Characteristics of a Good Message
A good message should be:
1. Short
A message should not contain unnecessary details.
2. Clear
The receiver should understand it easily.
3. Accurate
Names, dates, times and places must be correct.
4. Complete
All important information should be included.
5. Simple
Use simple and understandable language.
6. Objective
Write the information without unnecessary personal comments.
7. Well-organised
Important information should be presented in a logical order.
16. E-Mail Writing vs Message Writing
| E-Mail Writing | Message Writing |
|---|---|
| Electronic form of communication | Short written communication |
| Can be formal or informal | Usually brief and direct |
| Usually has To, Subject, greeting, body and closing | Usually has heading, date/time, information and sender's name |
| Can contain considerable information | Contains only essential information |
| Can include attachments | Usually does not require attachments |
| Used for official and personal communication | Mainly used to convey information to an absent person |
17. E-Mail Writing: Exam Tips
For an examination, remember this order:
To → Subject → Salutation → Introduction → Main Body → Conclusion → Sign-off → Name
A simple formula is:
Purpose + Details + Request/Action + Polite Closing
For example:
I am writing to request leave.
I will be unable to attend college for two days due to a personal reason.
Kindly grant me leave for these two days.
Thank you.
18. Message Writing: Exam Tips
Remember:
MESSAGE → DATE → TIME → INFORMATION → NAME
While writing a message:
- Read the question carefully.
- Identify the person who called.
- Identify the person for whom the message is intended.
- Note the date and time.
- Note names, places and timings carefully.
- Include only relevant information.
- Do not add imaginary information.
- Use indirect speech when appropriate.
Example
Direct information:
"Tell Rahul that I will meet him at 4 p.m."
Message:
Mr. Khan called and said that he would meet Rahul at 4 p.m.
19. Common Mistakes to Avoid
In E-Mail Writing
❌ No subject
❌ Very long paragraphs
❌ Informal language in an official e-mail
❌ Spelling mistakes
❌ Unnecessary information
❌ No proper closing
In Message Writing
❌ Writing a long story
❌ Missing the time or date
❌ Missing the caller's name
❌ Changing important information
❌ Adding personal opinions
❌ Including irrelevant details
20. Important Difference in One Line
E-mail: A complete electronic communication sent directly to a person or organisation.
Message: A short communication written to pass important information to someone who is unavailable.
Quick Revision
E-Mail Format:
To → Subject → Greeting → Purpose → Details → Request/Conclusion → Closing → Name
Message Format:
MESSAGE → Date → Time → Greeting/Name → Important Information → Sender's Name
These two formats are especially important for exam writing, because marks are often awarded for both content and proper format.
