Structure of a Professional E-mail Message
A professional e-mail should have the following structure / parts:
- Subject Line: Gives the recipient an idea about the mail, without having to open the email. this should be written in a few words only.
- Salutation: Start the e-mail with a professional greeting.
- Body of Message: Tell the main crux of the matter in a few sentences
- Closing: Remind the purpose and your expectations
- Signature: End with greetings such as “Warm Regards” and mention your name, e-mail address, phone number, if you are expecting a reply.
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Sample E-Mail
Question. Write an Email to www.worldwildlifefund.org requesting to send the latest reports about Polar Regions. Your Email must precisely resemble an online email webpage. The use of colour pencils is recommended.
Here’s how you can write a e-mail.
To: info@worldwildlifefund.org
Subject: Request for latest reports on Polar regions.
Dear Sir/Madam.
I am a Class X student of name of school with a genuine interest in wildlife.
I am requesting you to send me the latest reports about Polar Regions as I need to refer to those for academic work related to my school projects.
Will really appreciate it if you could do the needful. Looking forward to receiving the reports.
Warm Regards
Name of the Student
Contact Number
Academic Questions (Samples)
Q. Write an E-mail addressing all students and teachers, and informing them about the fair and informing students about a charity fair that is going to be organised in the school to collect donations for the needy group of people.
Q. Write an e-mail informing the office-bearers of a school’s Science Society about their meeting with the Principal, to chalk out details about the forth-coming Science Fair.
Q. Write an e-mail, addressing teachers in-charge of different classes that will participate in the function. Telling the students and teaching faculty of a school about the audition of a dramatics competition to be held after a month or so.
Q. Write an e-mail to the General Manager of the supermarket seeking permission to display the notice and requesting a sponsorship for the event.
Q. Write a e-mail instructing the residents of a colony to maintain cleanliness in the park in their neighbourhood. E-mail is to be addressed to the senior and prominent citizens and civic bodies operating in the area.
Q. Write an e-mail to a prominent football coach of your city who has agreed to be the referee at the event, giving all relevant details.
Q. Write a e-mail to all the residents and the members of the Gautam Nagar Residents’ Welfare Society giving information on the event.
Q. You are the Principal of the school. Write an e-mail to parents of the students of classes IX-XII about the same.
Q. Write a e-mail, addressed to the principals of different schools located in the district/zone and informing the students of a school about a three-day inter-school campaign for tree plantation, organized by the district administration. Assuming that you’re the head of the campaign, request them to participate in the campaign, and refer to some award to be given to the schools represented by most active participants.
Q. Write a e-mail, addressed to the class teachers and informing class teachers of a school about their meeting with the Disciplinary Department to discuss the ways to make sure that the students follow the dress code.
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