CBSE Class 12 English Email Writing Notes Set 01

This Class 12 English page covers email writing: why emails are used, how an email differs from a letter, the main elements of an email and when an email should not be sent. It ends with seven sample emails in the standard email header format, covering enquiries, a reply, and personal emails to friends and family.

Email

Electronic mail, commonly known as email, has become one of the most favoured medium of communication for all the internet savvy people. Though it is a little less formal, it is adopted by majority of the population as a substitute for paper letters.

Email offers a personal as well as business platform for everyone suiting their needs.

Why do We Need Emails?

1. Email is a very cheap form of communication that facilitates even long distance communication at low cost.
2. We need it to deliver our message to existing customers and potential clients quickly as email is very time saving.
3. Need of email may depend on various factors but usually it is written to chat personally, send across a message, impart some information, share data/statistics etc.

Is an Email or Letter the Same Thing?

No, email and letter are not the same thing. We may say that email may be composed of a letter but there are a few differences between them as stated below.

Elements of an Email

To

The 'to' field is used to set the recipient's address; this holds the email address where the submission will be sent. In case you wish to add multiple recipients in the to: field, separate the mailing addresses with commas.

e.g. shweta@gmail.com, mansi@yahoo.co.in

From

The 'from' field is already set with your (the sender's) email address automated by your system. In case your system/device caters more than one email address at the same time, you may manually select the one you wish to send your email through.

CC

'CC' in your email template stands for carbon copy for adding additional recipients. This field has the email addresses of people (recipients) who may be interested in the subject in the email but aren't responsible for dealing with the matter/message.

BCC

This field stands for blind carbon copy for adding hidden recipients. 'BCC' field is used when the sender wants to send the same email to someone who needs to be hidden from the "to:" and "cc:" recipients. When we BCC an email to someone, the recipients of to: and cc: field stay unaware about it.

Subject

It is very important and useful to use the subject field appropriately. It allows one to set a recognisable title to the submissions. The subject field makes it easier for the recipient to realise what the email is about without opening it.

Leaving the subject field empty may increase the chances of your email to be considered as spam. This may lead to the email going unread or being deleted immediately.

When an Email Should Not be Sent

Some subjects are so sensitive that they could have serious consequences, and so should not be dealt with through emails.

(a) Matters relating to disciplinary action must not be sent or discussed through emails.
(b) Matters that involve dispute of personal nature should also be avoided to be dealt with via emails.
(c) Intimate personal matters should not be exchanged through email since unscrupulous elements can exploit the same.
(d) A complaint should always be made in writing. If you have sent an email then its paper copy should also be sent for records.

Points to Remember

1. Email is much less formal than a written letter. Emails are usually short, concise and to the point.
2. If you are sending an email to an unknown person, a simple "Hello" or "Hi", is adequate. In business emails you can use salutation such as "Dear Mr Sharma or Dear Ms Kimi."
3. When writing a personal email to someone you know well, feel free to write as if you are speaking to the person, but while writing business emails you should be formal and professional.
4. While writing emails, it is always preferable to include a telephone number in your email so that the recipient can contact you on telephone, if necessary.
5. When replying any email, please ignore all the irrelevant information. Only the information which relates to your reply should be given and that will also save the recipient's valuable time in reading your email.

Sample Emails

Enquiry regarding purchase of accounting software

Date : Tue, 19 May, 20XX 14:01:57 +1100
From : "Sunita Jalan" sunita_147@yahoo.co.in
To : nat_accounts@hotmail.com
Subject : Purchasing a Software for Hotel Accounts

Sir

We are interested in purchasing your software or methodology for our chain of hotels.

Please advise if the software as advertised by you on various internet sites works well for a chain of seven hotels connected through internet. We shall also like to have a live demonstration first before installing the same. Please depute an executive to show the usefulness of your software at the earliest.

Thanks!

Sunita Jalan
Business Executive
Hotel Victoria Group
Ph 022 24159813
Fax 022 24459813
Mob 9874578921

Enquiry regarding subscription to an academic website

Date : Thu, 01 Feb, 20XX 10:40:52 -0500
From : "Prakash Jain" p_jain147@yahoo.co.in
To : learn_englishfree@vsnl.com
Subject : Fantastic Website

Sir

I have spent a lot of time at your website and liked it because of the wide variety of services the site offers; like personality check tests, English for competitive examinations, particularly the section dealing with finding errors in sentences, essays and important grammatical concepts.

I want to subscribe to this site. I request you to apprise me about the procedure and also about the discounts offered on getting two more candidates to subscribe.

Thanking you in anticipation.

Prakash Jain

Reply Email for the above

Date : Sat, 03 Feb, 20XX 17:40:52 -0500 (EST)
From : learn_englishfree@vsnl.com
To : p_jain147@yahoo.co.in
Subject : Fantastic Website

Dear Prakash Jain

Thank you for the interest shown by you in our site. You are to pay Rs. 1400/- only through draft favouring 'Learn English' payable at New Delhi. You will be eligible to access our sections 'Errors, Mistakes and Blunders in Written English' and 'The Current Essays'.

After receiving your amount, you will be given a Password that will give you an access to our site as mentioned above. At present, we do not offer any discount regarding this service.

Thanking you

Sam Mathew
For Learn English

Email to a friend updating her about the new country and college you've shifted to

Date : Wed, 09 Feb, 20XX 11:01:56 +1100 hours
From : "Kamya Kharbanda" Kamya22@gmail.com
To : bajajneerja@yahoo.co.in
Subject : Updating Friend about New Country and College

Dear Friend

How are you? I am well here. It has been a month since we spoke. I have been very busy since I've landed.

As you know it isn't an easy task to adjust in a new country. Anyway I've settled down well. It is a beautiful place. My college is very well maintained as well. The culture is quite different from ours but has its own beauty and charm. I am enjoying my life over here. What's happening at your end?

I wish to see you soon. Please plan a trip to New York with Vicky, Uncle and Aunt.

With Love
Kamya

Email to a cousin enquiring about his/her health as he/she met with an accident recently

Date : March 05, 20XX 23:01:00 +2300 hours
From : "Kama Chaudhary" chaudhary.Kama@gmail.com
To : Swinky912@hotmail.com
Subject : Enquiring about Health

Dear Swinky

I learned from Raj uncle that you met an accident a few days back and broke your elbow. I am very worried about you since then.

I told you many a times to ride your vehicle carefully but you never let that fall upon your ear. I hope you are at least abiding with your doctor's advice. Please take care of yourself and eat healthy.

I think you must have learnt your lesson from this unfortunate incident. I will come to see you very soon. Till then, my good wishes are with you.

Get well soon.

Kama

Email to family sharing the news of your promotion

Date : July 07, 20XX 09:01:36 +900 hours
From : "Kapil Singh" SinghK07@hotmail.com
To : Kunwarsingh@rediffmail.com
Subject : News about Promotion

Dear Brother

How are you? I am good here. I miss you a lot, Kunwar. I want to share a really happy news with you, mom and dad today. I wish I was there in person to tell you all about it but this seems the only way to share my joy.

I've been promoted to the post of Senior Manager in my company. Yes, that's true. I know you all will be glad to learn this. This was only possible because of the staunch support you all lent me. I could have been nothing without the trust and faith you and our parents had in me.

I can't thank you all and God enough for this. I will work harder to make mom, dad and you proud of me. Please continue to shower your love and blessings upon me like this always.

Love to you and regards to Mom and Dad.

Kapil

Email to a friend congratulating her on her wedding

Date : July 09, 20XX 08:08:30 +800 hours
From : "Deepika Narang" narang071@yahoo.co.in
To : Kavitasharma@gmail.com
Subject : Congratulating Friend on Her Wedding

Dear Kavita

Hello! How are you doing? I met your sister yesterday who told me that you got married last month. Many congratulations to you on entering this new phase of life. May God bless you and family.

We shall plan to meet someday soon. I have a lot to update you about as well.

Take care with love
Deepika