Emails are modern-day letters. Writing an email is not about sending a message. It is necessary to be clear and polite. Moreover, you have to structure your communication. The base of this is having strong communication skills, which starts from school.
After the diary entry in class 9, it is time to move forward to learn framing emails. Email writing class 12 is one of the most important skills you will need to communicate professionally.
Whether you are writing a casual email to your friend or a formal work email, you must know how to organise it and pick the right words to make it effective.
Types of Emails
Emails can be classified into two types: informal and formal. The language, expressions, tone, words, etc. that set an informal email apart from a formal one.
Informal Email
Informal emails are mostly used to communicate with friends, relatives, and anyone they want. They are mostly written to inform a loved one about their life, about their day, and to learn about their lives as well.
There is no need for informal emails to follow a format or pattern; they are informal in tone as well. You can frame it the way you want.
Formal Email
Any formal mail is written to receive or send information about official work. Emails from schools or colleges, offices, banks, etc., are all formal emails. They have to be well-composed and formal in tone.
The words you use while framing a formal email must be more professional. For instance, people often use “To whom it may concern” in formal emails.
Fun Fact: In 1971, an American computer programmer, Ray Tomlinson, sent the first email as a test message. The symbol “@” was used to separate the name of the user from the name of the computer.
What is Email Writing?
The process of sending an email is known as email writing. It involves finding the objective of communication, composing the message, and sending it to a specific person through email.
Emails are always short, precise, and to the point. It contains all the relevant and important information. Email writing is easy if you know how to write it. However, if you are writing an informal email, there is no need to follow a format.
Here, you do not have to be precise; you can write whatever you want to share, use a personal tone, and frame it however you like; however, in the case of formal emails, you need to use a formal tone.
Email Writing Class 12 Format
There is a particular format that you should follow when writing a professional email. A good email can work wonders and get you amazing opportunities. The way you write an email shows how you think and that you can communicate effectively.
To – Email ID
CC – Other people who will get the email
BCC – These people will also get the email, but the email IDs will be hidden
Subject – Title of the email
Greeting- Hello, hi, or adding respect before the name of the recipient
Main Body – Main content describing why you are writing the email
Attachments – Any document or image that you would like to add to the email
Signature – Sign off with your signature
Email Address
Check if you have included the recipient’s email address. Cross-check the address after you have drafted the email. Even if there is a slight change in the address, it can go to someone else or bounce.
Subject Line
The subject line is an important part of the email. It should be a one-liner that explains the writer’s motives. This way, the recipient will know why you are writing the email and act accordingly.
Salutations
The salutation sets the tone of the email. It should be chosen depending on your relationship with the recipient or on the purpose of the email. Salutations are usually more formal but can be used casually as well. The salutation you use shows your connection with the recipient.
Body
This is the most crucial part of the email writing class 12. The format is incomplete without the body content. After salutations, start with “Hope this email finds you well.” Include the details of the content in this part. However, make it crisp in case of formal emails.
Sign Off & Signature
Ensure you end the email on a polite note. You can conclude with phrases like “Warm regards” and “Thanks and regards” while signing off your name and designation.
The email should end on a good and hopeful note.
This will increase your chances of getting a reply. Here is a sample of an email for your understanding.
Subject: Resignation Letter
Hello sir,
I am writing to let you know that I am stepping down from my position. I plan to take a break and then continue with my studies. For this reason, I will not be able to continue my role as a content writer at XYZ company, effective 1 July.
I had an amazing experience working at this company. Thank you for your valuable guidance. I learned a lot from the people here, and ofcourse my team. They taught me how to use my skills in the best way possible.
I hope we cross paths again. Please accept this email as a form of my resignation. Thanks for all the lessons I got here.
Warm Regards,
Subhasee Nag
Tips For Writing Emails
Emails have to be written nicely. Here are some of the tips to draft an email effectively. Before you write emails, consider these:
- Check the email address before you add it.
- Keep it simple and crisp.
- Include all important and relevant pieces of information.
- Use tone and language as per the requirement.
- Ensure the message you want to send is clear.
- Keep the subject interesting.
- Proofread the email before sending.
Keep Things Simple But Interesting
Email writing class 12 seems simple, but you will need it for your entire life. Understanding what you want to convey and framing it properly is important. Even though you are writing a formal email, you can make it interesting.
Add a catchy subject line that will get the recipient’s attention. However, do not ramble unnecessarily. Keep it simple and short, and you are good to go.
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