How to Write an Email

Arup Roy, Lecturer In English Language & literature, Kanchkura University College

Usage of email is becoming popular because the number of its users is increasing rapidly day by day. Moreover, its area of usage is also expanding. At first, its usage was limited to official activities. Now, if you look around you, you will see its users everywhere. Don't we use email to exchange our personal photos? Don't we use it to send our study materials to our students? Don't our students use it to submit their assignments or dissertation to be checked? Don't we, in many cases, store our files, messages, or photographs in email? Don't we use email to send our personal profile or bio-data- or CV to the concerned ones? Why do we likely to use it? We use it so extensively because it is not only free of cost but also ensures faster communication. 

Therefore, if we can write our email effectively, we can maintain our communication admirably. A well-written email can send a clear, concise, friendly, and actionable message to the recipient. Therefore, you need to learn how to compose such emails. A well-composed email has a definite purpose in response to its definite audience; a well-composed email has to be clear and concise; it has to be error free; it has a definite structure--subject line, salutation, body, conclusion, and signing off.   

• Definite Purpose 

Before you go to write, you must know what you want to achieve from your email. Then, you have to write your email in such a way that suits the purpose. For example, if your company want to run a meeting so that it can get necessary feedback from its employees, its email has to do everything so that it can get informed decision/feedback from its employees. The email can inform them when the meeting is going to be held, who is going to be present there, why it is going to be held. That will let the participants know the exact role they will play in the meeting.  

• Definite Audience

When you know your audience, you know whether your email will be a formal or informal one. When you know that you are writing to your friend or any family member, your email will definitely be informal. on the other hand, When you are writing to someone you don't know, your writing has to be very serious or formal. On the basis of your audience, you have to set the tone of your email. 

• Clear and Concise

Email is generally written in short. The most important information is carried out by email. In modern days people are very busy and so they may not have enough time to go through a long email. So, your email should carry such information which cannot be discarded. Any kind of irrelevant issue should be omitted. 

• Make your Email Error Free

An email full of errors shows your lack of professionalism. So, check whether there is a spelling or syntactic mistake or error; check whether you have provided all the necessary information or attached any necessary document. You can let your trusted friend or colleague have a look at it before your submission. 

• Definite Structure

Every writer has his/her own text type. Email is also not an exception. It starts with the subject line followed by the salutation. Then, it has a body part followed by a conclusion and signing off. You need to know what the subject line, salutation, body, conclusion, and signing off are. 

Through the subject line, you let your readers know the purpose of your writing. Inclusion of the subject line is mandatory for a professional email because through the subject line audience can understand what they can expect; the subject line can also help them find out the message quickly when they need it. For example:

"Looking for canceling a booked ticket"

Salutation is synonymous with greeting. It can be both formal or informal. For example: 

"Hi, Rohit," 

"Dear Sir," 

"Dear Madam" 

The body is the main part of your writing. Here, you write your complete message. 

"I would like to inform you that I have booked an air ticket of Bangladesh Biman to visit India through your agency, ‘Travel World’. I am supposed to visit on 20 April 2019. But owing to unavoidable circumstances I am unable to go to India on the fixed date. It would be a great favor to me if I could cancel the ticket. The seat booked for me is S3. I hope there would be no inconvenience in the process as I am letting you know quite early before the fixed date of the journey. I would be grateful if you consider the above-mentioned situation."

The conclusion is the final line of the email; It just comes before the signing off.

"I am looking forward to hearing you for your confirmation on the cancellation."

Finally, you have to conclude the email with your signature called signing off. This signature reflects who you are. 

"Sincerely,

Arup Roy

Lecturer in English 

Kanchkura University College"

Now look at the complete email below:

1.    Suppose you booked a ticket from a travel agency. But due to unavoidable circumstances, you have to cancel your fixed journey. Now, write an email to the manager of the travel agency to cancel the booked ticket.

From                     :               aruproy1000000@gmail.com

To                           :               Kamal@travelagency.com

Sent                       :               Saturday, 28 November 2020, 10:45 pm

Subject: Looking for canceling a booked ticket

Dear Sir,                                                                                                                                                        I would like to inform you that I have booked an air ticket of Bangladesh Biman to visit India through your agency, ‘Travel World’. I am supposed to visit on 10 December 2020. But owing to unavoidable circumstances I am unable to go to India on the fixed date. It would be a great favor to me if you could cancel the ticket. The seat booked for me is S3. I hope there would be no inconvenience in the process as I am letting you know quite early before the fixed date of the journey. I would be grateful if you consider the above-mentioned situation.

I am looking forward to hearing you for your confirmation on the cancellation.

Sincerely,

Arup Roy

Lecturer in English 

Kanchkura University College

Look at an informal email below:

1.  Suppose, you have been informed that your younger brother is not regular in his taking physical exercise. Now, write an e-mail to him to be regular in his physical exercise.

From                             :               rohit69@gmail.com

To                                   :              nasir87@gmail.com 

Sent

Subject                         :               Importance of Physical Exercise

Dear Nasir,                                                                                                                                              It is very sad to hear that you are not enjoying good health. Perhaps you are not paying attention to your health. We all know that health is wealth. We also know that a sound mind lives in a sound body. If you want to enjoy a sound body, you have to take regular physical exercise. Physical exercise helps to increase our blood circulation. It also provides enough oxygen and glucose to our brains. Furthermore, it strengthens our body by keeping each and every organ of our body active. When you are physically sound, your mind will also remain sound. You can enjoy life to its fullest when you are both physically and mentally sound. It is high time you realized the importance of physical exercise. Walking, jogging, running, swimming, riding cycling, playing different kinds of outdoor games can be very good forms of exercise. Without any delay start taking exercise regularly.

Convey my best regards to your parents and love to the younger. 

 

Yours ever

Rohit

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