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Email Writing Format & Examples for Students

Using an electronic communications network, email writing is a mechanism for transmitting, receiving, and creating data via the Internet. Email stands for electronic mail, and it is frequently used for business communications. Due to its lower cost and faster turnaround time, it is the most widely used form of communication.

In this guide, you may learn everything about email writing, including the distinction between formal and informal email. The format for drafting emails, writing guidelines, and sample emails are also provided below so that the students can practice writing while learning how to write emails.

Types of Email Writing      

1.   Formal Email Writing

Formal emails are typically sent to persons we don’t know well or at all for business-related reasons. In contrast to the other two email writing styles, they call for a more formal tone and organization. However, if you struggle in writing professional business emails you can seek assistance from essay writing services, here professionals help you in creating top-notch business emails. There are several considerations to bear in mind while composing an official email, including:

  • Be respectful and professional in your tone.
  • Use appropriate punctuation and grammar.
  • Avoid using jargon and acronyms.
  • Keep it brief.

2.   In-Formal Email Writing

Informally written emails are sent to persons we recognize well for individual matters. Because they are typically less professional than the other two kinds of email writing forms, there is greater latitude for vocabulary and organization. When composing an informal email, there are still a few fundamental rules to bear in mind, such as:

  • Maintain a cordial, conversational tone.
  • Avoid using abbreviations and slang.
  • Use appropriate punctuation and syntax.
  • Keep it succinct.

3.   Semi-Formal Email Writing

In addition to being used for commercial purposes, semi-formal emails can also be utilized for private ones. When it comes to vocabulary and organization, they fall halfway between casual and official emails. The following rules should be kept in mind when composing a semi-formal email:

  • Be courteous but avoid being overly formal.
  • Be sure to punctuate and use proper grammar.
  • If you can, stay away from acronyms and abbreviations.
  • Keep your message succinct and direct.

Basic Format of Email Writing For Students

1.   Subject Title

Your email’s subject title must be succinct and direct. It ought to help the reader understand the subject of the email. In the subject field of an email to your instructor regarding a school assignment, for instance, you can put “Schoolwork question.”

2.   Greetings

Depending on who you’re writing to and the degree of formality, your email’s salutation will vary. It is customary to begin emails addressed to teachers or other educationalists with “Dear XYZ,” accompanied by their names. Simply begin your emails with “Hello” or “Hi” will do for less formal conversations, such as emails to friends.

3.   Opening and Body

Your email’s beginning should always be succinct and to the topic. You can include a declaration outlining the goal of your email or a query that closely pertains to the point you’re trying to make.

Your body must then elaborate on this knowledge, offering specifics and corroborating data as needed. Resist using emojis, jargon, or overly talkative vocabulary, and keep your voice respectable.

4.   Finalization and Signature

You must end your email with a concluding sentence whenever you are done composing it. For official emails, you might close with “Sincerely” or “Best” although “Thanks” or “Take care” are better choices for informal ones. Last but not least, make sure your email signature has both your entire name and contact details.


Tips & Tricks for Students before Writing Emails

There are several things to take into account while writing an email. Email can be informal or formal, similar to traditional and nontraditional letters. Based on the kind of email you’re writing, the format will change. Look over the following advice on how to compose a successful email:

  • You should ensure that your email is error-free in both grammar and spelling. The receiver had a negative impression of the email because of its grammar errors.
  • Keep up with the most recent email writing type and resist using antiquated letter patterns. Make sure that all of your content is oriented to the left instead of using the conventional paper lettering styles. Email is a type of electronic mail where the date is not required.
  • Make your message brief and direct. Keep your emails succinct while still getting your point through because long, wordy emails are frequently ignored or misconstrued.
  • Include all pertinent information up front if you’re emailing someone with a particular question or goal to prevent confusion later. Timelines, file attachments, contact details, and other items are included in this.
  • Keep in mind that because email is such a popular method of communication, people may frequently interpret your communications to reflect both you and your company. Therefore, be careful to always project a favorable image of yourself.
  • If you don’t double-check the recipient’s email address while drafting an email, it can float or go to someone else.
  • Ring out your email with a charm and make sure it looks good before you submit it. The closure must be sincere to elicit a reply from the receiver.

Samples of Email Writing For Students

§  Formal Email Writing Sample

Subject: Request for Meeting

Dear Professor Brown,

I’m a student in your engineering program. I wanted to talk to you about the class grade I received. Could you set up a meeting for the following week? I appreciate your time.


Rohma Zahid

§  In-Formal Email Writing Sample

Hello Peter,

Hope you’re doing well.

Again, I’m contacting you regarding your status as “Answer Man.”

I just received an email from one of our David English House teachers asking if I had any additional details on the upcoming “university reading assessment.”

I am unaware of any such examinations. Do you? If so, will you kindly inform me?

Thank you very much.

Best wishes,




Final Statement

For all learners to be successful in the profession and beyond, email writing is a crucial skill that they should all learn. You can make sure that your emails consistently reflect the appropriate tone and purpose by adhering to these fundamental rules for structure and content.

However, if you’re writing skills aren’t good enough then you can opt for online academic writing services such as law essay writing service where experts assist you in composing high-quality content.




MEW.2021. PROS & CONS OF WRITTEN COMMUNICATION. Online Available at: (Accessed: 20 August 2022).

Osman, L., 2019. Writing a formal email. SA Pharmacist’s Assistant19(3), pp.2-4.

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