Email Writing Format Examples and Formats for Students!

Email writing has become an essential communication tool in today’s society. It allows us to connect with people in different parts of the world instantly, without any physical barriers. Almost 300 billion emails are sent each day. According to Statistics, the number of worldwide email users is expected to reach 4.46 billion by 2024. Whether it’s for personal or professional reasons, email has become an integral part of our daily lives. From sending formal documents to casual communications, email offers a wide range of uses. Here, we will learn how to write an email in this article.

It is also very convenient, allowing us to easily send large files and communicate in a more organized and efficient way. In addition, email offers a written record of communication, which can be useful in various situations. Overall, the importance of email in today’s society cannot be overstated, and its continued use and development will play a significant role in shaping the future of communication.

What is Email and its importance in the modern era?

Email writing is the process of composing and sending electronic messages via the Internet or computer networks. It involves crafting a message that conveys information, requests, or ideas in a clear and concise manner, using appropriate language and formatting. Email is a widely used form of communication in the modern era, both in personal and professional settings. Its importance lies in its speed, efficiency, and convenience, enabling people to communicate with one another quickly and easily across different locations and time zones.

In the professional world, email writing is an essential skill that helps individuals communicate effectively with colleagues, clients, and business partners. A sample email can convey important information, facilitate decision-making, and establish a professional tone. It also helps to maintain records of conversations, agreements, and other important information.

Read more: Direct and Indirect Narration with Examples

How to write an email

Email writing format refers to the structure and components of an email message, which should be followed in order to communicate effectively and professionally. It includes the following components:

  1. Subject Line: The subject line in an email is a brief summary that describes the purpose or topic of the email. It is typically the first thing the recipient will see when they receive the email, and it should accurately reflect the content of the email.
  2. Salutation: A salutation in an email is a greeting that is used to address the recipient of the email. It is located at the beginning of the email, after the subject line. The purpose of the salutation is to establish a professional for the email and to address the recipient in an appropriate manner.
  3. Body: The body of an email is the main content of the message, where the sender provides information, asks questions, or makes requests. It’s where the bulk of the communication occurs and where the sender can convey the purpose of the email.
  4. 4. Closing: A polite and professional sign-off, which can include a closing phrase or statement.
  5. Signature: A brief signature block that includes the sender’s name, title, and contact information.

Types of Email writing

There are different types of email writing styles but 3 are commonly used in today’s email writing culture:

  1. Formal: Formal emails are usually written for business purposes or to professionals. How to write a formal email can be a typical topic for email writing because they follow a more rigid format and use language that is more formal than everyday speech. Formal email writing is a professional way of communicating through emails with a formal tone and style. Formal emails are typically used for professional or business purposes, such as sending job applications, business proposals, or other important correspondence. The writing style should be clear, concise, and organized, with proper grammar and spelling. Now, how to write a professional email can be easy to write after knowing the concept.
  2. Informal: Informal emails can be used for personal correspondence or communication between friends and family. They often include abbreviations, contractions, and slang terms. An Informal email writing example is a style of writing used in personal or casual communications. Unlike formal emails, informal emails don’t necessarily follow a specific structure or format. The purpose of an informal email is usually to communicate with friends, family, or acquaintances on a personal level.
  3. Semi-formal: Semi-formal emails lie somewhere in between formal and informal emails. They might be used for business purposes but are not as formal as a formal email would be. Language is slightly more relaxed than in a formal email but still remains polite and respectful.

Essential Guidelines for Email Formatting

Email writing is an important skill for students to master how to write an email. There is a variety of formats and guidelines for Gmail so, it can be difficult to know where to start. When it comes to email formatting, there are a few essential guidelines that every student should follow:

  1. Keep it concise: Email is not the place for long-winded prose. Be brief and direct, and get right to the point.
  2. Use proper grammar and spelling: Again, email is not the place for casual language or mistakes. Before sending your message, make sure to proofread it.
  3. Use a professional tone: Even if you are emailing a friend or family member, it’s important to use a professional tone in your message. This includes avoiding slang or abbreviations.
  4. Format your message correctly: Make sure your email has a subject line, is addressed correctly, and has a signature with your name and contact information.
  5. Choose the right format: There are different types of email formats, so choose the one that is most appropriate for your message and recipients.

By following these essential guidelines, you can ensure that your emails are well-written and properly formatted. The future of email writing will be evolving with advances in technology and changes in communication trends. With the increasing use of mobile devices, email writing examples may become more concise and focused on delivering key information quickly and efficiently. There may also be increased use of automation tools to manage and respond to emails, freeing up time for individuals to focus on more important tasks.
Additionally, as artificial intelligence technology improves, there may be opportunities for more personalized and targeted email communications based on individual preferences and behaviors. However, despite these potential changes, email is likely to remain a widely used and important communication tool in both personal and professional settings in the near future.

Email for appreciation

Hello Varun,

We hope you are absolutely fit as a fiddle.

We are extremely delighted to inform you all that one of the associates from our team Mr. Varun with employee ID XXXXXX has gone the extra mile and broken all the records. He joined our team a few months ago and had a remarkable performance working on the challenging project in the previous month. He has set an exemplary inspiration for others.

We along with the whole team are immensely glad to appreciate you for your outstanding work and anticipate seeing you breaking your own record and creating indomitable excellence in your work.



Email for promotion

Hello Jothi Priya,

We hope this email finds you really ecstatic.

We are much more delighted to keep you posted about the moment you have been waiting for the month of Sundays. We congratulate you on your promotion to ‘Senior Process Analyst’. We are highly thankful to you for your every signal effort and precious time to help us achieve our goals. Your presence on the team has always made us proud since your joining.

We wish you to have a look at your journey with us and celebrate this cheerful moment with your well-wishers.

Congratulations from the team!

Thanks & regards,


Email for Promotion

Hello Mahima Gouri,

We wish that you are doing really joyful.

We are on cloud nine to congratulate you on being promoted to “Senior Process Analyst”. We found your services extremely satisfactory in terms of our company’s growth. We really commend your extraordinary team-leading quality and the ways you choose to regulate the team.  Your efforts have helped us achieve our goals. We have observed that you keep pushing yourself beyond your limits with a view to delivering unimaginable results. Your excellence in work has displayed to us your capabilities and earned you this position.

We along with the management team congratulate you once again!

Great wishes!



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