Email,
also known as Electronic Mail, is a method of exchanging digital messages
across internet or other computer networks. It is the quickest way to
communicate in writing
Emails can be grouped into three categories: Formal, Semi-formal and Informal. Formal emails are sent to people whom the writer doesn't know. Semi-formal or less formal emails are usually sent to colleagues or people whom the writer knows. Informal emails are sent to friends, relatives and close acquaintances.
Email
messages consist of two major sections:
*Header consisting of sender,
receiver, subject, date and time
*Body which contains the
message. It can be formal/informal depending on the purpose.
The
body of an email follows the same rules as that of a letter, in both cases:
formal and informal.
The following are some guidelines on how to start and end emails with different levels of formality:
1.
Formal email
Formal
emails are similar to letters, as:
Salutation Leave-taking
Dear
Sir or Madam Yours
faithfully
Dear
Sir/Madam
Dear
Mr Dixit
Dear
Dr Disat
Yours sincerely
Dear Ms Rao
Contractions: While writing formal
emails, do not use contractions, such as I'm, didn't, you'll, etc
Formal
I
am writing to ask you for some information.
Informal
I'm
writing to ask you for some information
2.
Semi-formal email
Use
semi-formal emails with people you do not know very well. Sometimes it is
difficult to know if the email needs to be formal or semi-formal. It is a good
idea to copy the email style of the person who writes to you.
Salutation Leave-taking
Dear
John Thanks
Best regards
Yours
3.
Informal email
These
emails are sent to friends and relatives.
Salutation Leave-taking
Hello
Reena Best
wishes
Hi
Ravi
All the best
Formal
and Informal Vocabulary
Formal
emails use different vocabulary from that of informal emails
Formal
Informal
Thank
you.
Thanks
I
would like to apologise for… Sorry
for…
I
would appreciate it if you…. Can
you………?
Would
you happen to know…? Do you know?
Unfortunately,
I will not be able to.. I cannot….
I would rather not………… I don't want to
Format of an Email with Marking Scheme
To:
(A complete email id, eg, bluebellschool@gmail.org) 1/2
Subject (must be appropriate to the given
topic) 1/2
Salutation
1/2
Opening
Sentence
1/2
Body
2
Closing
Sentence
1/2
Subscription 1/2
A.
Write an email to the Principal of a neighbouring school informing her of the
competition and requesting her to send a team to participate in the
competition.
Specimen
Answer:
principalnewageschool@gmail.com
Inter-school
Dance Competition
Dear
Madam,
Our school is organising an Inter-School Dance Competition for the students of Classes VIII and IX. It will be held on 18th December, 20.. from 10.00 am. to 4.00 pm in the Minerva Hall of St. Anthony's School. Please send a team from your school to participate in the competition.
It will be a group dance competition, with each team comprising not more than eight students. They can follow any one of the following styles - folk, classical, contemporary, salsa and hip hop.
We
look forward to your school's participation in the competition.
Thanking
you,
Yours
faithfully,
Malini
Agarwal
Secretary, Dance Club
B.
Write an email to the Councillor of your area, inviting him to join the
residents for Diwali celebrations
Specimen
Answer:
To:
romeshgupta@gmail.com
Subject: Invitation for Diwali Celebrations
Dear Sir,
1 am Ashok Mehta, Secretary, Students Wing of RWA, Surya Apartments, Sector 85, Noida. We are organising Diwali Celebrations on the eve of Diwali.
The programme will be held on November 6, 20.. from 7.00 pm to 10.00 p.m. at the Community Centre near Surya Apartments, Sector 85, Noida.
We
request you to join us for the celebrations.
Yours
faithfully,
Ashok
Mehta
Secretary, Students' Wing, RWA Sector 85, Noida
1.
Write an email to a famous media designer requesting him/her to guide the
students about the nuances of logo designing and select the best logo. [5]
Ans. To: rohan.mehta.designstudio@gmail.com
Subject: Request to Guide Students on Logo Designing and Select the Best Logo
Dear
Sir,
I am Ananya Sharma, the Cultural Secretary of Sunrise Public School, Jaipur. Our school is organising a Logo Designing Competition for the students of Classes IX and X as part of our Annual Creative Arts Fest.
We would be honoured if you could visit our school on 15th July, 20.. at 11:00 a.m. to guide the students about the nuances of logo designing and share your valuable insights on creativity, symbolism and visual communication. We also request you to kindly judge the entries and select the best logo for our school event. Your expertise and experience in media designing will greatly inspire our students and help them understand the practical aspects of design.
We sincerely hope you will accept our request and grace the occasion with your presence.
Yours
faithfully,
Ananya Sharma
Cultural Secretary
Sunrise Public School, Jaipur
2.
Write an email to the Principal of a neighbouring school informing him/her of
the Scholars Cup and requesting him/her to send the subject teachers to judge
the participants. [5]
Ans. To: principalgreenfieldschool@gmail.com
Subject: Invitation to Send Teachers as Judges for Scholars Cup
Dear
Madam,
I am Rohan Verma, the Academic Coordinator of Bright Future School, Lucknow. Our school is organising the Scholars Cup for the students of Classes IX and X on 20th August, 20.. from 9:30 a.m. to 2:00 p.m. in our school auditorium.
The event will include competitions in English, Mathematics, Science and Social Studies. We request you to kindly depute experienced subject teachers from your esteemed institution to judge the participants in their respective subjects. Their expertise and fair evaluation will ensure the success of the programme and encourage academic excellence among the students.
We look forward to your positive response and active participation.
Yours
faithfully,
Rohan Verma
Academic Coordinator
Bright Future School, Lucknow
3.
Write an email to the Principal of a neighbouring school informing him/her of
the competition being held in your school and requesting him/her to send
photographs by the students of his/her school to participate in the
competition. [5]
Ans. To: principalhillsideschool@gmail.com
Subject: Invitation to Participate in Inter-school Photography Competition
Dear
Sir,
I am Neha Kapoor, the Secretary of the Photography Club of Silver Oak School, Chandigarh. Our school is organising an Inter-school Photography Competition for the students of Classes VIII to X on 5th September, 20.. as part of our Annual Cultural Fest.
The theme of the competition is “Nature Through the Lens”. We request you to kindly encourage the students of your esteemed institution to participate and send their original photographs in digital format by 30th August, 20... Each school may submit a maximum of five entries. The selected photographs will be displayed in an exhibition in our school auditorium, and attractive prizes will be awarded to the winners.
We look forward to enthusiastic participation from your school.
Yours
faithfully,
Neha Kapoor
Secretary, Photography Club
Silver Oak School, Chandigarh
4.
Write an email to a noted journalist requesting him/her to judge the slogan
writing contest.
Ans. To: arun.sharma.journalist@gmail.com
Subject: Request to Judge Slogan Writing Contest
Dear
Sir,
I am Meera Nair, the Literary Secretary of Horizon Public School, Bhopal. Our school is organising a Slogan Writing Contest for the students of Classes IX and X on 12th August, 20.. in the school auditorium as part of our Literacy Week celebrations.
We would be highly honoured if you could grace the occasion as the judge for the contest. The theme of the competition is “Voice of Youth for a Better Tomorrow”. Your vast experience in journalism and creative writing will greatly inspire the participants and help in the fair evaluation of their entries.
We sincerely hope you will accept our request and bless the students with your esteemed presence.
Yours
faithfully,
Meera Nair
Literary Secretary
Horizon Public School, Bhopal
5.
Write an email to the Chairperson of the Board of Trustees of your school,
requesting him/her to be the Guest of Honour at the Silver Jubilee celebrations
and to felicitate the meritorious students.
Ans. To: chairperson.trustees@starlightschool.org
Subject: Invitation to be the Guest of Honour at Silver Jubilee Celebrations
Dear
Madam,
I am Aditya Rao, the Head Boy of Starlight School, Pune. Our school is celebrating its Silver Jubilee on 25th November, 20.. at 5:00 p.m. in the school auditorium to commemorate twenty-five glorious years of excellence in education.
It would be a matter of great pride and privilege for us if you could grace the occasion as the Guest of Honour and felicitate the meritorious students for their outstanding academic and co-curricular achievements. Your inspiring presence and words of encouragement will greatly motivate the students and make the celebration truly memorable.
We earnestly hope you will kindly accept our request and bless us with your esteemed presence.
Yours
faithfully,
Aditya Rao
Head Boy
Starlight School, Pune
6.
Write an email to the Principal of a neighbouring school, requesting him/her to
send a team of teachers to judge the inter-house Spelling Bee Contest.
Ans. To: principal.riversideschool@gmail.com
Subject: Request to Send Teachers to Judge Inter-house Spelling Bee Contest
Dear
Sir,
I am Kavya Sharma, the Literary Captain of Green Valley School, Indore. Our school is organising an Inter-house Spelling Bee Contest for the students of Classes VI to VIII on 18th September, 20.. at 10:00 a.m. in the school auditorium.
We
request you to kindly depute a team of experienced English teachers from your
esteemed institution to judge the contest. Their expertise and impartial
evaluation will greatly enhance the standard of the competition and encourage
the participants to perform to the best of their abilities.
We look forward to your positive response and cooperation.
Yours
faithfully,
Kavya Sharma
Literary Captain
Green Valley School, Indore
7.
Write an email to the Secretary of the RWA of your colony informing him/her
about the proposed classes and seeking his/her help to successfully organise
these classes.
Ans. To: secretary.rwa.greenpark@gmail.com
Subject: Request for Support in Organising Proposed Classes
Dear
Sir,
I
am Riya Malhotra, a resident of Green Park Colony. A few residents and I are
planning to start evening classes for the children of our colony to help them
with their academics and overall development. The proposed classes will be held
at the Community Hall from 5:00 p.m. to 7:00 p.m. on weekdays.
We seek your kind permission and support in organising these classes successfully. We request you to allow us to use the Community Hall and assist us in informing other residents about the initiative. Your guidance and cooperation will greatly help us conduct the classes in an organised and effective manner.
We look forward to your positive response and support.
Yours
faithfully,
Riya Malhotra
Resident, Green Park Colony
8.
Write an email to the President of the RWA to allocate space and other
resources that would be required for this event.
Ans. To: president.rwa.greenpark@gmail.com
Subject: Request for Allocation of Space and Resources for Proposed Classes
Dear
Sir,
I am Riya Malhotra, a resident of Green Park Colony. As discussed earlier, we are planning to organise evening classes for the children of our colony to support them in their academics and overall development. The classes are proposed to be held from 5:00 p.m. to 7:00 p.m. on weekdays.
I request you to kindly allocate a suitable space, preferably the Community Hall, for conducting these classes. We would also require basic facilities such as chairs, tables, a whiteboard and adequate lighting arrangements to ensure the smooth functioning of the programme. Your support in providing these resources will greatly contribute to the success of this initiative.
We look forward to your favourable response and cooperation.
Yours
faithfully,
Riya Malhotra
Resident, Green Park Colony
9.
Write an email to a leading fashion designer requesting him/her to be the judge
at the fashion show, giving all the necessary details.
Ans. To: anita.verma.fashionstudio@gmail.com
Subject: Invitation to Judge the Annual School Fashion Show
Dear
Madam,
I am Sanya Mehta, the Cultural Secretary of Crescent Public School, Ahmedabad. Our school is organising its Annual Fashion Show on 10th October, 20.. from 4:00 p.m. to 7:00 p.m. in the school auditorium as part of our Annual Cultural Fest.
The theme of the show is “Tradition Meets Modernity”, and students from Classes IX and X will showcase creative outfits designed and styled by them. We would be deeply honoured if you could grace the occasion as the judge for the event. Your expertise and distinguished contribution to the field of fashion will greatly inspire the participants and ensure fair evaluation of the presentations.
We sincerely hope you will accept our request and make the event a grand success with your esteemed presence.
Yours
faithfully,
Sanya Mehta
Cultural Secretary
Crescent Public School, Ahmedabad
10.
Write an email to the Superintendent of a hospital in your area requesting
him/her to send a team of dentists to conduct the Dental Check-up Camp.
Ans. To: superintendent.citycarehospital@gmail.com
Subject: Request to Send Dentists for Dental Check-up Camp
Dear
Sir,
I
am Rahul Sharma, the Health and Wellness Coordinator of Bright Horizons School,
Kanpur. Our school is planning to organise a Dental Check-up Camp for the
students of Classes I to X on 22nd August, 20.. from 9:00 a.m. to 1:00 p.m. in
the school infirmary.
We kindly request you to depute a team of qualified dentists and supporting staff from your esteemed hospital to conduct the check-up. The camp aims to promote oral hygiene awareness among students and identify any dental issues at an early stage. Basic arrangements such as seating, tables and necessary assistance will be provided by the school.
We look forward to your positive response and cooperation in making this health initiative a success.
Yours
faithfully,
Rahul Sharma
Health and Wellness Coordinator
Bright Horizons School, Kanpur
11.
Write an email to the Principal of a neighbouring school inviting him/her to
students for the workshop.
Ans. To: principal.sunrisepublicschool@gmail.com
Subject: Invitation to Send Students for Inter-school Workshop
Dear
Madam,
I am Aarav Gupta, the Activity Coordinator of Lotus Valley School, Gurugram. Our school is organising an Inter-school Workshop on “Creative Writing Skills” for the students of Classes IX and X on 14th September, 20.. from 10:00 a.m. to 1:30 p.m. in our school auditorium.
The workshop will be conducted by experienced resource persons and will include interactive sessions, group activities and practical exercises to enhance students’ writing abilities. We request you to kindly send a group of interested students from your esteemed institution to participate in the workshop. Each school may nominate up to ten students for the programme.
We look forward to enthusiastic participation from your school.
Yours
faithfully,
Aarav Gupta
Activity Coordinator
Lotus Valley School, Gurugram
12.
Write an email to the Principal of a neighbouring school, requesting him/her to
ask the students of his/her school to contribute towards the Relief Fund for
the people affected by landslides in Uttarakhand and Kerala.
Ans. To: principal.greenwoodschool@gmail.com
Subject: Request for Contribution towards Relief Fund for Landslide Victims
Dear
Sir,
I
am Nidhi Verma, the Head Girl of Harmony Public School, Dehradun. In view of
the recent landslides in Uttarakhand and Kerala, our school has initiated a
Relief Fund to support the affected families and assist in rehabilitation
efforts.
We request you to kindly encourage the students of your esteemed institution to contribute generously towards this noble cause. The collected amount may be sent to our school office by 25th August, 20.. so that it can be forwarded to the authorised relief agencies without delay. Even a small contribution from each student will collectively make a significant difference in providing support to those in distress.
We look forward to your cooperation in this humanitarian initiative.
Yours
faithfully,
Nidhi Verma
Head Girl
Harmony Public School, Dehradun
13.
Write an email to the Director of the Children’s Hospital seeking permission
for a group of fifty students from your school to visit the hospital.
Ans. To: director.childrenshospital@gmail.com
Subject: Request for Permission for Educational Visit to Children’s Hospital
Dear
Madam,
I
am Arjun Mehta, the Senior Coordinator of Blue Ridge School, Mumbai. As part of
our Community Outreach Programme, we wish to organise an educational visit to
your esteemed Children’s Hospital for a group of fifty students of Class XI on
18th September, 20.. between 10:00 a.m. and 12:30 p.m.
The purpose of the visit is to help students gain awareness about healthcare services, hospital management and the importance of compassion in medical practice. We assure you that the students will maintain discipline and strictly follow all hospital rules and guidelines. Necessary supervision by teachers will also be ensured throughout the visit.
We kindly request you to grant us permission for the same and inform us of any formalities that need to be completed.
Yours
faithfully,
Arjun Mehta
Senior Coordinator
Blue Ridge School, Mumbai
14.
Write an email to the Principal of a neighbouring school requesting him/her to
send the hockey coach of his/her school to be the referee at the hockey match.
Ans. To: principal.riverviewschool@gmail.com
Subject: Request to Depute Hockey Coach as Referee for Inter-school Match
Dear
Sir,
I am Karan Malhotra, the Sports Captain of Evergreen Public School, Jaipur. Our school is organising an Inter-school Hockey Match on 22nd October, 20.. at 9:00 a.m. on our school playground.
We request you to kindly depute the hockey coach of your esteemed institution to officiate as the referee for the match. His/Her expertise and experience in the sport will ensure fair play and smooth conduct of the event. We shall be grateful for your cooperation in making the match a grand success.
We look forward to your positive response.
Yours
faithfully,
Karan Malhotra
Sports Captain
Evergreen Public School, Jaipur
15.
Write an email to an artist inviting him/her to the Art Exhibition and asking
him/her to select the best entry.
Ans. To: rajiv.verma.artstudio@gmail.com
Subject: Invitation to Grace the Art Exhibition and Judge the Entries
Dear
Sir,
I am Ishita Rao, the Art Club Secretary of Maple Leaf School, Bengaluru. Our school is organising an Art Exhibition on 5th November, 20.. from 11:00 a.m. to 3:00 p.m. in the school gallery, showcasing creative works prepared by students of Classes VIII to X.
We would be greatly honoured if you could grace the occasion with your presence and select the best entry from the exhibits. Your artistic expertise and valuable feedback will inspire our young artists and encourage them to further nurture their talent.
We sincerely hope you will accept our invitation and make the event memorable for our students.
Yours
faithfully,
Ishita Rao
Art Club Secretary
Maple Leaf School, Bengaluru
16.
Write an e-mail to the Principal of a neighbouring school requesting him / her
to send a team to participate in Inter-school Music Competition.
Ans. To: principal.saintmarysschool@gmail.com
Subject: Invitation to Participate in Inter-school Music Competition
Dear
Sir,
I am Tanvi Kulkarni, the Cultural Secretary of Harmony Public School, Nashik. Our school is organising an Inter-school Music Competition for the students of Classes VIII to X on 16th September, 20.. from 9:30 a.m. to 2:00 p.m. in the school auditorium.
The competition will include solo and group performances in classical, folk and contemporary music. Each participating school may send a team comprising a maximum of six students. We request you to kindly send a team from your esteemed institution to participate in the competition and make the event a grand success.
We look forward to your positive response and enthusiastic participation.
Yours
faithfully,
Tanvi Kulkarni
Cultural Secretary
Harmony Public School, Nashik
17.
Write an e-mail to the Principal of a neighbouring school requesting him / her
to send a team to participate in Inter-school Debate Competition.
Ans. To: principal.lakesideacademy@gmail.com
Subject: Invitation to Send a Team for Inter-school Debate Competition
Dear
Madam,
I
am Ritesh Sharma, the Literary Captain of Horizon Public School, Nagpur. Our
school is organising an Inter-school Debate Competition for the students of
Classes IX and X on 28th August, 20.. at 10:00 a.m. in the school auditorium.
The topic for the debate is “Technology: A Boon or a Bane for Students”. Each participating school may send a team comprising two speakers and one reserve participant. We request you to kindly send a team from your esteemed institution to participate in the event and make it a success.
We look forward to your school’s enthusiastic participation.
Yours
faithfully,
Ritesh Sharma
Literary Captain
Horizon Public School, Nagpur
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