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Email Writing Format

    An e-mail is the fastest way to communicate in writing. The word e-mail simply means electronic mail, which we send across the Internet or other computer networks. An e-mail can be sent from a computer or from a smartphone that has access to the Internet. In this post, we have added an Email Writing Format with tips and samples.

    Email Writing Format

    Some Facts about E-mail


    • An e-mail is sent using an account that stores all your sent and received messages online.
    • E-mail accounts can be created with e-mail service providers such as Gmail, Yahoo!, and AOL.
    • Most of these service providers do not charge you to create an email account.
    • An e-mail account is operated through a personal e-mail address (e.g. [email protected] ) which can be accessed only with a password (a series of letters or numbers).
    • Your password is a secret and should never be shared with anyone!
    • You can send written messages, photos, videos, and audio files through e-mail.

    Difference between a Letter and an E-mail


    Most e-mail service providers allow users to customize their online profiles. Each user can choose from a variety of themes and set their preferences. It is similar to setting themes on your computer.

    An e-mail looks like a letter except that it is not handwritten. Let us examine the differences between a letter and an e-mail.

    E-mailLetter
    Printed or typedPrinted or handwritten
    Sent via the InternetSent via the post office
    Is received instantlyTakes days to reach the recipient

    Components of an E-mail


    An e-mail consists of two main sections:

    • The header
    • The body

    The following fields are part of the header:

    • The To field
    • The Cc field
    • The Bcc field
    • The Subject line

    The body of the e-mail consists of an introductory paragraph and a short description in writing. It consists of

    • A salutation
    • An opening sentence
    • The information in detail
    • Closing line
    • Signature line

    Email Writing Format


    Header

    From
    To
    Cc
    Bcc
    Subject

    Body

    Salutation, (E.g.: Dear …,)

    An opening sentence: (Begin by introducing yourself and the purpose of writing the letter.) …………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

    The information in detail: (Explain the situation in detail listing factual information needed to validate your point.) ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

    Closing line: (End the letter by restating your request or an assurance, whichever is the case.) …………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

    Signature line:

    Thanking you.
    Complimentary Ending:
    (E.g.: Yours sincerely/faithfully,)
    Sender’s Signature
    Sender’s Name
    Sender’s Designation


    Email Writing Format With Examples


    Email Writing Format With Example #1


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectLeave Mail for Office

    To.
    The Manager, Motija Finance

    Dear Sir,

    This is to bring to your notice that I have not been keeping good health for a while. My doctor has advised me to take some days off work. If possible, I would like to leave work on August 1 and return on August 16.

    I have briefed the team about this and allocated the work accordingly. In case of any emergency, you can reach me at my contact no (917684993354) but it won’t be possible for me to come to the office.

    I would be obliged if you accept my absence mail.

    Yours sincerely,

    Rakesh Sharma, Head Clerk, Motija Finance


    Email Writing Format With Example #2


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectLeave Request Email

    To,
    The Manager, XYZ Company

    Dear Sir,

    This is to bring to your notice that, I met with an accident on the 15th of April. I have a small fracture on my right leg and I’m scheduled to undergo a minor leg surgery on the 18th of April. The doctor has advised me complete bed rest for a period of 1 month. I will be mostly available after the 28th of May to resume my work.

    I have enclosed all the necessary documents including a letter of recommendation from my doctor.

    I regret the inconvenience and I’d like to request you consider this sick leave mail.

    Yours Faithfully,
    John Allen, Junior Engineer, XYZ Company


    Email Writing Format With Example #3


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectMail for Leave in Office

    To
    Office-in-charge, XYZ Company, New Delhi

    Respected Ma’am,

    I am Manish Sharma, an employee in your company, my ID no -7654A. I have participated in an inter-state football tournament happening from 20th September to 27th September 2023 in Ambala. Due to this important event, I will be traveling out of the station on the 19th of September and will be coming back on the 28th of September 2023.

    I regret the inconvenience and I’d like to request you consider this leave mail.

    Hoping for a positive response.

    Thank you
    Yours Truly, Manisha Sharma


    Email Writing Format With Example #4


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectLeave Mail for Office


    To,
    The Manager, Infosys Technology

    Dear Sir,

    I am writing to request a 30-day leave of absence for medical reasons. As I have not been keeping good health for a while my doctor has advised me to take some days off work. If possible, I would like to leave work on April 1 and return on May 1.

    Although I will not be in the office during this time period, I will still be available via email or phone. My Phone and Contact no are listed below. Please do not hesitate to contact me if you have any questions.

    Thank you very much for your consideration.

    Sincerely,
    Peter Paul, Senior Engineer, Infosys Technology,

    Ph no – 914567879865, Email – [email protected]


    Email Writing Format With Example #5


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectLeave Request Mail

    Το, The Manager, TCS, Salt Lake, Kolkata

    Dear Madam,

    I would like your permission to appear in my examinations, which are scheduled to be held on 11, 19, and 26 June 2023. During the period from 11 to 26 June, I will not be able to present in the office as my examination center is located in Mumbai which is far away from my office location. However, after my exams are over, I will work hard to compensate for the pending tasks.

    The admit card issued for the examination is attached with this mail. If any further information is required, let me know. I have attached my contact number below.

    I shall be very thankful to you for this favor.

    Yours sincerely,
    Palki Sharma: Sales Representative, TCS, Contact no: 917698567487


    Email Writing Format With Example #6


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectLeave Mail Application

    To,
    The Manager, Cyber Technology, Kolkata

    Respected Sir,

    Please excuse me for being absent from 10/06/23 to 14/06/23. After so many days I am going to visit my native place to see my parents.

    So, please give your approval to take four days of casual leave. I will immediately return to the work after the leave.

    Thanking you.

    Sincerely,

    Manish Pandey, Junior Technician, Cyber Technology


    Email Writing Format With Example #7


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectMail for Leave in Office

    To,
    The Office-in-charge, Vital Technology, Kolkata

    Respected Sir,

    This is to bring to your notice that, I need a full day’s leave (15 June) due to an emergency at home. I will be joining in and even will try to arrive after the situation is soothed.

    Sir, I require this leave due to the long-term disease of my Grandfather who is going to get operated on soon. He has been admitted to AMRI international hospital. I need to stay with him in this situation as none of my ménage belongs to this city and we live apart from our families.

    I am a responsible employee and never leave my office unless there is a dire emergency. According to my previous records which may be checked if needed, I have been keen and very particular with my professionalism and work and have never been informed of any complaints issued regarding any of my discourses.

    I shall be grateful to you.

    Thanks in anticipation

    Yours sincerely,

    Rajat Sen, Senior Technician, Vital Technology


    Email Writing Format With Example #8


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectMail for Leave in Office

    To,
    The Manager
    XYZ Company
    Sinthi More, Kolkata

    Respected Madam,

    Most humbly I beg to say that, I am Tanisha Sen, working in your company as an assistant technician. I want to say that my brother’s marriage ceremony is going to be held in our village on 28th April. I want to join the Marriage and want to help in the ceremony. I need a leave for 1 week from 25th April to 2nd May 2022.

    So, please give your approval to take one week’s leave.

    I would be thankful for your consideration.

    Yours faithfully,

    Tanisha Sen
    Assistant Technician


    Email Writing Format With Example #9


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectLeave Request Email

    To,
    The Principal
    Lowada High School
    Lowada, Debra, Paschim Medinipur, WB

    Dear Sir,

    With due respect, I wish to state that, I am Rajesh Sen, working as an assistant teacher in your school. I want to say that, I have been suffering from fever for 1 day. Due to the high temperature, I am experiencing severe body discomfort. The doctor told me that I have Typhoid fever. The doctor suggests taking a rest for at least 15 days. I am unable to attend school from Today (27th April).

    In these circumstances, Please excuse me for being absent for 15 days. In case of required extra leaves, I will inform you.

    I will be highly obliged for your consideration.

    Sincerely,

    Rajesh Sen
    Assistant Teacher


    Email Writing Format With Example #10


    From[email protected]
    To[email protected]
    Cc
    Bcc
    SubjectLeave Mail

    To,
    The Principal
    Alipurduar High School
    Alipurduar, West Bengal

    Dear Madam,

    With due respect, I beg to state that I am Pallabi Sarkar, working in your school as an assistant teacher. I want to say that, I am feeling very unwell right now. Due to the high temperature, I am experiencing severe body discomfort. So I am quite unable to stay in the school any longer.

    Therefore, I pray to you for granting me a leave of absence for the remaining periods.

    I remain, Yours obediently, Place: Alipurduar

    Pallabi Sarkar,
    Assistant Teacher


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