How to Write an E-mail and a Letter Formats

Write an E-mail and a Letter Formats

Write an E-mail and a Letter Formats: An email is a method of creating, sending, collecting, and receiving information through an electronic communication system. Here we will discuss, how to write a formal and informal email/ letter. Here's how do you write an official email? The peaks need to understand how to write an official email in this article.

What is A Formal Letter?

An official/ formal letter is used when connecting with important businesses and employees. For example, if you have problems with your current work schedule and need to adjust your schedule accordingly, one way to express your concerns is by email or by hand in an official letter. An ideal formal letter should have the following eight parts:

• Sender's address
• Date
• Inside address
• Salutation
• Subject line
• Body
• Closing
• Signature

When would you write a business letter, special attention is needed to the format including line spacing,  indenting and use of punctuation marks.

Sender's name & address
Date: ..................
Recipient's address: .............................
tySubject: .........................................
                          [ Full block ]
Body
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------.

---------------------------------------------------------------------------------------------------.
Closing

Singnatur

One of the most common layouts of business letter is known as (Full) block Format. In this format the entire letter is left margined and single spaced except for a double space between paragraphs. Another widely used format is known as modified block format.

Sender's name & address

Date: ..................

Recipient's address: ...............................

Subject: ..............................

Salutation: .................................

Body                          [ Modified Block ]
   
......................................................................................................................................................................................................................................................
     ..............................................................
........................................................................................................ .
Closing

                                                            Singnature

In this type,the body of the letter and the recipient's addresses are left indented and single-spaced. However,the date and sender's address are on the top right but the closing and signature ate at the bottom (right to the center). Another less used style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left margined. Student are free to write their letters in any format/style but they should not use a combination of different formats/layouts in the same letter. Examples of three different formats are given above.

Sender's name and address
                                                       Date: ...............

Recipient's address: ..............................
Subject: ...............................
Salutation: .................................

[Body]
.................................................................................................................................................................................................................................

...................................................... [ Semi block ]
........................................................................................................ .
Closing

Method One of There

Formatting Your E-mail

1. Professional Email Address Generator

Ideally, your email address should be a variation of your real name, not a username or nickname. Use periods, hyphens, or underscores to secure an e-mail address that's just your name, without extra numbers or letters, if you can.

• For instance, coolguy007@theemail.com will seem unprofessional.
• Meredith, Athena, Calhoun@theemail.com, however, is suitable.

2. Best Font and Size for Outlook Emails

Most email services now allow you the option to write using a variety of fonts and text styles. For a formal email, however, keep things conservative, with fonts like Times New Roman and Arial. Avoid decorative fonts like Comic Sans or Old English. In addition:

• Write your email in a legible font size, such as 12 point type.
• Avoid special styles like italics, highlighting, or multicolored fonts unless they are warranted by the content and purpose of the email.
• Do not use all caps. These make it seem like you are shouting at the recipient.

3. How to Write Good Email Subject Lines

Use keywords in the subject line that suggest exactly what you are writing about, in just a few words. This helps make sure that readers don’t overlook your email because the subject line is missing, is too vague, or suggests the email is unimportant.

• Subjects like “Quick question,” “Contacting you,” or “Email about an important matter” are too vague or obvious to be useful.
• “Schedule, Guest List, Lunch Requests, and Meeting Overview for March 12th,” on the other hand, is overwhelmingly long and covers several topics.
• “Meeting RE: damaged escalator on March 12th,” however is short and to the point. It alerts your recipient to a single primary topic and a specific date.

Figure of an envelope or stamp is not  needed but address can be wrloiten. Yet,if any student provides them-it will not earn them any extra credit or penalty.

For emails, students must write the email id, subject, and content as written in a genuine email. Students should be taught in the class that there should be a considerable margin and indenting in the answer script. 

However, if the answer script has no margin, there should be some penalty for the candidate for a poorly organised writing.

We need to be careful about  the word limit. It is usually acceptable to be 10% above or below the word limit (so,for example,a 200 word assignment should be between 180 and 200 words).

But if the instruction says something like "Write not more than 200 words," you must not exceed the word limit. Similarly, if the instruction says,"Write at least 200 words," then you have to write at last 200 words to be credited.

How to Start an Informal Email

E-mail is an amazing discovery. It plays an important role in the modern business world. It is a scientific method of sending messages, information and data to others in a short time. 

It is sent to the computer by keeping it with the network. 

In other words, e-mail is an electronic mail or electronic communication system. Informal e-mai We do a regular behavior like the writing of unpaid e-mai author. Similarly, e-mail users are tested for a certain period of time. Click on the link above.

Example:

Professional Email Writing Example

Informal E-mail

1. Your annual examination's result have been published. You have to buy some new books. You need some money from your father. Sand a message to him through e-mail to send some money. 

To          : smith@aca.com
Subject : Send a payment request.

Dear father,
The result of our Final Examination have been published. I have stood first in order of merit. I have been promoted to class seven. The book list has been given today. So,I have to buy new books for my class. Please send some money.

Thanking you
Zahid

2.You are going to celebrate your birthday next week. You want to invited one your friend. Send a message to him through e-mail to attend your birthday celebration.

To          : jerry29@yahoo.com
Subject : Invitation to friends for birthday party.

Dear Joy,
There will be a tea party in our residence at Mirpur on the 25th instant the occasion of my birthday. My father has invited some officers and gentlemen of the locality to attend the party at 7 p.m. So, I request you to attend the function in time. My parents will be very happy to see you in the function.

Thanks
Junaeed

3. He has sent you nice present on your birthday. Send a message to him through email of thanks to your friend.

To          : zahid@yahoo.com
Subject : Thank you for the lovely gift.

Dear Zahid,
It would have been a great pleasure if you had joined my birthday ceremony. I know you could not attend due to your illness but you have sent me nice present. My heartiest thanks for the complete works of Rabindranath Tagore you sent me on the occasion. Tagore is one my most favourite authors. He was a versatile genius. They all attract me much. I have had a lot of presents on the day. But yours one is the best of all.

Thanks
Siam

4. Write an email to your friend congratulating him on his great success in exams.

To         : joy2020@yahoo.com
Subject : Congratulating for brilliant success in the exam.

Dear Joy,
My joys were never known when you found out that you finished third in the final exam. Please accept my sincere congratulations for your brilliant success. You really deserve this result. We are proud of you. It will be a great pleasure for us if you join us soon.

Thanking you
Junaeed

5. Your pen friend is in America. He wants to visit your country. Write an Email to your friend describing a visit to a place of historical importance.

To          : <jdewn-bit@yahoo.com>
Subject : Request to visit Bangladesh.

My dear Jhon,
Take my love. You ate my close friend. So, I invite you to visit my country in December for nine days. If you come to Bangladesh I shall show you the Sundarbans and the Cox's Bazar sea-beach. You will also see many beautiful flowers, fruits, rivers,birds, trees and green scenery. Visiting my country, you will be able to earn a lot of experiences which will help you to increase your knowledge.

Thank you
Zahid

6. Write an email to your younger brother advising him to be more attentive and sincere in studies.

To          : smith309@gmail.com
Subject : To be regular in studies.

Dear Smith
I have heard the bad news just now. I am very shocked to hear that you have already cut a sorry figure in your final exam. I never expect from you so poor a result. Nowadays you often go outside and return home late. If you don't give up this habit and don't study regularly, your future will be dark. So, start studying regularly just from now.

Your elder brother
Jhon

7. Suppose, you have an intimate friend named Bonna. Recently, she has lost her mother. Now, send a condolence message to your friend using her e-mail address.

To          : bonna100@yahoo.com
Subject : Short condolence message.

Dear Bonna,
I was distressed beyond words to learn about your beloved mother's sad and sudden death. This news come to me just like a bolt from the blue. I can't imagine even now that your mother is no more. Words fall to console you. Man is immortal. Every one must doe. None can escape death. So, we should suffer this loss with patience.

May Allah help you to cope with this unexpected situation.

Ananna.

8. You are Rasel of Dinajpur. Your friend Shoel who is living in Dhaka wants to know about your aim in life. Write an email to your friend describing your aim in life.

To          : mshoel20@yahoo.com
Subject : Importance of aim in life.

Dear Shoel,
Accept my cordial love. I received your mail. By your mail, you wanted to know what aim in life is. Well my aim in life is to be a computer engineer, because modern life cannot run without computer. This device is used in medical treatment, communication, calculation, games and sports and what not. I am determined to pursue my higher studies in 'Computer Science and Technology.

Yours ever
Rasel

9. Your younger brother Iqbal is a student of class nine at Mirzapur Cadet College. Write an email to tell your younger brother about the importance of reading a newspaper.

To          : hossainiqbal@e-mail.com
Subject : Importance of reading newspaper.

Dear Iqbal
My love to you. It is very pleasure to me to know that you don't waste your time in vain and are in the habit of reading regularly. However, do you read newspaper regularly?  please read a newspaper regularly because, it is the storehouse of knowledge. Add it is called the mirror of the world. It will expand your knowledge. It will help you to be a good student.

Your loving brother
Basir

10. Your father is a service holder and lives abroad. He wants to know about the progress of your studies. Now, send a message to your father informing him to your progress of studies by using the e-mail address of your father.

To          : jahangir209@hotmail.com
Subject : Progress of studies email.

Dear father,
First accept my respectful salam. I hope you are all well by the grace of Almighty God. You will be delighted to know that I have secured the first position and got GPA 5 in the Test Exam. Some lessons in chemistry are still not clear to me. I will manage it within a few days. I hope. Don't worry for me. Pray to Allah for me. Please tender my best compliments regards to mother and love to younger. 

Your loving son.
Zahid

11. Suppose, you are Zami and are staying in the hostel. At present you are ill. Send a message to your mother through email about your illness.

To          : mahmuda99@yahoo.com
Subject : About illness.

Dear mother
At first take my love. I hope that you are all well by the grace of almighty Allah. You will be sad to know that I have suddenly caught cold. I have called in a doctor. He advised me to take some medicine as per his prescription. My test examination is knocking at the door. This physical condition hampers my study greatly. So I have to buy the medicines prescribed by the doctor as early as possible. I am badly in need of some money this purpose.

With best regards.
Zami

12. Suppose, one of your friends borrowed a book from you. Send a message to him through email to return your book.

To          : jamil1212@proshika.com
Subject : Email borrow a book.

Dear Jamil,
It's pretty long time you borrowed a book entitled "A Book of English Grammar and Composition" from me, but you have not yet returned it time. Perhaps you have forget to return it. But next month I have to sit for the annual exam. So, I need the book very badly. Please return it without delay.

Thanking you.
Jubair

13. Suppose, your examination is near, but your preparation on English is not good. Request an e-mail to your friend to help you by sending a suggestion in this regard.

To          : shain808@bol-online.com
Subject : Request for suggestion.

Dear Sahin,
You know our test will be held next month. As a science group student, I paid very little attention to English. I am lagging behind in this case. So, I need your urgent advice on this matter. It would be highly appreciated if you would send it to me using my e-mail address.

Thanks
Shamim

14. Suppose, recently you have made a train journey. Your friend Siam wanted to know about it. Now, send a message to him through e-mail describing the experience of journey. 

To          : siamkumiila10@yahoo.com
Subject : Describing the experience of a train journey. 

Dear Siam,
Last Friday I have made a train journey. Today I am telling you about my travel experience. It was on 10th instant and I along with my parents was travelling from Dhaka to Sylhet by Surma Express. We reached Kamalapur Railway station. It was just five minutes late to sturt the train. We left the station at 6.56. The train was running fast. The outside scenery was very beautiful. We reached our destination at 14.00. Outside our relatives stood to receive us. I enjoyed this train journey very much.

With Thanks
Joy

Formal Letters

1.

Mymensingh
15 September 2019

Headmaster
Ananda Nike Ton School
Mymensingh

Subject : An application for arranging an annual picnic.

Dear Sir
We,the undersigned, are the students of classes 6 and 7. With due respect we are writing this letter to you.You know that our annual examinations are going to be over on 30 September 2019. Throughout the year we were engaged in serious academic activities. Now we would like to have some time for fun and recreation after the examination are over. This why, we would like to go on a picnic under your guidance. This time our choice is Gazipur Safari Park. Students will contribute the required amount of subscription.

Therefore, it will be great if you kindly agree withe our proposal and do the needful,please.

With best regards.
You obedient students of class 6 and 7

2. Write an application to the Principal of your school for remission of delay fine.

Date: 20-12-20

To

The Principal
St Gregory High School Singapore.

Subject: Prayer for remission of delay fine.

Sir,
With due respect I beg to state that I am a student of class eight in your school. I could not pay my tution fees for the month of November 2020 in time because of my father's illness.

I, therefore, pray and hope that you would be kind enough to allow to remit my delay fine.

I remain
Sir
Your most obedient pupil
Md. Alexander 
Class: Eight, Roll No: 5

3. Write an application to the Headteacher of your school to organize a debating club/ English Language Club in your school.

11 February 2023

To
The Headteacher
Gulshan Model High School Gulshan, Dhaka

Subject: An application for organizing a debating club/ English language club

Sir,
We would like to state that ours is one of the most renowned schools in the city. But it is a matter of regret that we do not have a debating club in our school. We need a debating club to unleash our latent talent. Now we earnestly feel the necessity of setting up a debating club in our school. 

We, therefore, request you to take necessary steps for setting up a debating club in our school and oblige thereby.
Your most obedient pupils
The students of Gulshan Model High School

How do You Write a Formal Letter

In order to live a beautiful and easy life in the society, we always have to exchange news with distant relatives, friends and close people through which we call it Letter. 

Letter is a good way to send news. Correspondence has served as a representative or envoy of man since time immemorial. Some rules can be found by clicking on the link above.

The best way to write an e-mail and letter can be seen in the video:

Frequently Asked Questions (FAQ)

What are the differences between emails and letters?

• Send e-mail immediately. It takes days to get the letter.
• You have already paid your ISP to send an e-mail The letter requires a stamp.
• If an e-mail is not received, you will be notified immediately. Letters must be returned in a week or more.
• Only the e-mail spell-checking program corrects any spelling errors.
• It's easier to add an attachment to an e-mail than to print a picture and include it with a letter.

Can you express mail a letter?

Yes. You will go to a post office and ask for express service. The letter goes in a flat-sized envelope. It then enters differently than regular characters.

What is the difference in email writing and letter writing?

Compared to emails, characters can be, for example: Reach the target audience who do not have emails. Maintain a true physical ‘presence’ that will keep you focused for a long time. People often keep letters for months, when emails are processed and immediately forgotten.

What is the importance of writing a business letter?

Business correspondence is extremely important because it serves as a formal means of communication between people. They provide valuable information on business-related matters and serve legitimate purposes.