Email Writing For Class 5, 6, 7, 8, 9, 10

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Email writing Discussion or History need helpful content scroll down

Ever since man learned writing and scripting, various forms of letter writing have played an important role in the way humans communicate. In ancient times, scrolls containing messages were exchanged and pigeons were trained to deliver written messages, tied to their feet, over long distances.

With the advancement of time, various means of transaction and correspondence evolved until we could categories them under the standards of formal and informal letters. However, the fine line between the two is fast blurring with the advent of technology in modern times. The pace of modern life demands instant messaging for day to day correspondence. And the product of this demand is e-mail or electronic mail.

What is E-mail writing?

An Email writing is a digital message sent by someone to one or more recipients. it is sent through the Internet in an instant.

Some Common Types of Email

There are many types of emails writing, each serving different purposes. We should know various emails and why they are important to us. Here I have mentioned the most common email writing, which we need in our everyday life.

1. Welcome email

These are the emails you receive from any company after subscribing, signing in or submitting your email to an online store.it’s important because it’s the first impression a company makes with any customer that is why we called it a welcome email.

2. Newsletter email

These days newsletter emails are a very common type of email in email marketing. It’s a good way to inform customers about the sales, new products and limited-time offers. This type of email is periodically sent to inform your customers of the latest news related to your product.

3. Milestone email

These are the emails that congratulate the subscribers or the customers without waiting for any input from them. It’s like an invitation to the subscribers to be part of the inner circle of their customers.

4. Survey email

These emails are defined as collecting feedback, data, or opinions from a target audience by sending them a survey questionnaire or interactive survey via email. They are a very simple and direct way to collect feedback from your customers.

5. Lead Lead nurturing email

This type of email is sent to a customer who is interested in finding out more about a product or service they have seen on the web and is primarily intended to keep the customer warm and engaged with the brand until the point of purchase.

6. Offer email

A job offer email is a message which is prepared by the employer and sent to the candidate who has successfully passed all the stages of recruitment and is offered a particular vacancy.

7. Educational email

These types of emails are mostly used in schools and institutes to share information, tips, and insights on specific topics like creating awareness, developing connections, engaging with students and parents, and establishing authority.

8. Thank You emails

Thank You emails are defined exactly what they sound like thankyou Reward, these emails are a polite way to let someone know that you appreciate their time, support, help, and advice.

Here are some important Email writing tips:

1. Craft a Clear Subject Line

A subject line is something that should give the recipient a clear understanding of the content of the email in one or the other way. Do not make it a difficult long subject line rather make it an easy short brief subject line

2. Start with a Friendly Greeting:

Always address the person you’re writing to. For the formula use “Dear [Name],” while a casual “Hi [Name]” works for more familiar contacts.

3. Keep It Short and Organized:

In case you have different messages to communicate, do not just go ahead typing plain text instead, you could use bullet points or item numbers. Take into context the layout of your writing, and try to make it more appealing by dividing it into short paragraphs.

4. Stay Professional but Friendly:

Never speak in a casual manner, even if you are close to them. Unless it’s suitable, refrain from utilising emojis, slang, or excessive informality.

5. Be Clear About What You Need:

If you need the recipient to do something, be specific. Include any deadlines or important details to avoid confusion.

6. Add a Polite Conclusion

End your message or email with words such as “Best regards” or “Looking forward to hearing from you”. Then write your name at the end. End a message politely

7. Always Proofread:

Take a moment to double-check your email for spelling and grammar mistakes. A polished email leaves a good impression.

8. Be Mindful of Attachments:

Make sure the files are attached before sending the email and make sure you mention them in there as well. Recognize your attachments.

Is the Email Process Simple?

Modern e-mail operates across the Internet or within other computer networks. Some early e-mail systems required that both the sender and the recipient be online at the same time. Today’s e-mail systems are based on a store-and-forward model. E-mail servers accept, forward, deliver and also store messages.

Neither the users nor their computers are required to be online simultaneously; they need to connect only briefly, typically to a mail server, for as long as it takes to send or receive messages. It assures an instant response, is cheaper and enables sending and receiving as many attachments as desired in the form of documents, images, etc.

The facility of e-mail has expanded the scope of business and communication and demolished boundaries, thus brief and to the point.

What Fields include in the header of an e-mail message?

Date:
The local time date when the message was written. It is usually automatically filled by the clients (Gmail, yahoo mail, etc.)
Form:
The e-mail address of the sender. It is usually automatically filled in a particular account by the client (Gmail, rediffmail, etc.)
To:
The e-mail address of the recipient of the message.
Subject:
A brief abstract of the topic of the message. Abbreviations like “Re:” (signifying reply to the mail) and “Fw:” (symbolishing forward the mail) are commonly included.
Bcc:
Blind carbon copy includes the address added to the recipient list.
Cc:
Carbon copy adds the e-mail address of another recipient which some e-mail clients mark differently in the recipient inbox.

Format of Formal E-mail writing for class 5, 6, 7, 8, 9, 10

Subject Line:
While writing subject line keep these points in mind, the subject line should be short, specific, Simple and to the point, important and informative, if you have to put it well because recipient sees the subject of the email
Salutation:
Do not skip Salutation because each email directed toward someone, address the receipt in a manner that’s fit the relationship, you have with them, Never use a nickname, Use, Dear Sir/Madam To whom it may concern.
Body of the Email:
It is an important and the main part so follow a certain pattern while writing the body Explain why you are writing them, don’t use unnecessary information. Last line or at the end of the e-mail use Question line for Example – Is it helpful, Hope this helpful or more as you wish.
Signature:
The last word of your mail, Use thanks, kind regards, Sincerely, Warmly so on. Use full name if you writing to someone for the first time, you can also add contact information.

Do’s while writing a Formal E-mail

Identify yourself clearly.
Write a meaningful and apt subject line.
Distinguish between formal and informal situations and write accordingly.
Priorities the information in order of importance.
Keep the message precise and readable.
Use simple sentences. Avoid passive voice. The message should be less complex than formal letters.
Use numbers, bullets, and paragraphs to make the message clear and easy to understand.
Proofread your message to edit errors.

Don’ts while writing a Formal E-mail

Do not write ‘hello’ or ‘hi’ as your subject.
Do not write about irrelevant issues-particularly I formal communication.
Do not give personal information you want to keep private, for the e-mail could end up in the wrong hands.
Do not use different fonts as the recipient’s computer may not be compatible.
Do no use capital letters for whole words as it is considered as ‘shouting’ in e-mail language.
Do not use italics, exclamation marks, etc., as they may be misunderstood.
Do not use unusual short forms or acronyms as they may hamper understanding.

Why do we write E-mails?

We write e-mails to fulfill a number of purposes, for example,

Seeking or giving information
Thanking
Inviting
Accepting or declining a request or an invitation
Personal and social reasons

Observe the following examples of an informal e-mail.

Email Writing Format Example 1: Write an Email to a friend

Your friend has received a prize in an inter-school debate competition. Send an e-mail congratulating her on her achievement. You are Nisha and your friend is Anubha.

Date: January 31, 2017

From: nishad01@rediffmail.com

To: anubhasc@gmail.com

Subject: Coagulations and good wishes
Dear Anu

Coagulation!

You did it, buddy I am so happy for you. May you go on adding more feathers I your cap!

I wish you the best always!

I remember the last time when you had won, I was sitting right there in the front row. Honestly, you make me proud to be your friend. What a powerful speaker you are! And your arguments usually leave your opponent’s speechiess. You deserve to win every time you are up on the stage. Well done, again!

If I’m not mistaken, you have now qualified for the state-level contest, haven’t you? Well, you will beat them all again, I’m sure. But this level needs very serious preparation, as it will be a contest among stalwarts, and one cannot afford to take it easy. Not that you in whatever capacity I can.

My dad has been winning laurels for public speaking in his student’s days and after, and he’ll be truly happy to hand you some valuable tips. Feel free to drop in whenever you wish to.

See you then.

BYE!

Email Format Example 2: E-mail to the president of RWA of your locality

Write an E-mail to the President of the RWA of your locality, drawing his attention to the encroachment of the playground area by the neighbouring residents.

Date: February 5, 2017

From: anurag99@yahoo.co.in

To: xyz@gmail .com

Subject: Complaint against the encroachment of playground

Sir,

I would like to draw your kind attention to the undesirable activities being carried out by some people on the eastern corner of the playground in our locality.

We are young and our protests have fallen on deaf ears as these adults are remorseless and fearless. They believe they are not accountable for their actions.

They have erected tents on a vast portion of the eastern corner of the playground and have started selling products like chewing tobacco, cigarette and some liquid which we suspect may well be spurious alcoholic drink!

We did muster up the courage to speak to them about discontinuing the misuse of land demarcated for children but they threatened and chased us away.

Sir, as you would acknowledge. It is a serious matter which must be looked into, without any delay. We, as children, have done our bit by sounding the alarm and now expect the grown-ups to do what is necessary.

Thank you

Children of Soaminagar, Block C

Practice questions for Email-writing

You want to take up a summer internship with the local outlet of McDonald’s. Write an e-mail to the Head of the outlet enquiring about the procedure to go ahead.
Your grandfather has retired and is looking at the prospect of social service. Write an E-mail motivating him and supporting his plans.
Write feedback to 12@gmail .com complaining about the minuscule quantity of vegetables in the products as against that advertised.
Schools have started following the continuous comprehensive evaluation of students to mixed reactions from parents and teachers. How beneficial or detrimental has it been to the students, in your opinion? Express your views in an E-mail to the Editor of a national daily.
You are concerned about your friends who, like most other kids, watch a lot of violence and horror-oriented stuff on TV. Write an E-mail to the renowned psychologist of your city asking him to collaborate with schools and work out a remedial measure.