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Example for email writing
September 11, 2018 Anniversary Wishes 1 comment

If you're used to writing casual emails to friends and family, you may not Examples of someone who you might send a formal email to include.

In the 21st century letters are out in the picture. What is in? Email! It is the fastest, convenient, and efficient means of writing a mail to someone. But I’m not saying that letter is not useful anymore. It is still important especially in writing a thank-you letter.

People these days are always finding ways on how they can make their life easier. And when it comes to communication, they would do whatever it takes just to communicate more easily and without hassle. Thankfully, there’s an email. Where you can send mail with just one click away and with our help you can create an effective email message format.

Email Application Letter Template

Free Email Job Application Letter Template

Interview Email Example

Informational Interview Email

Followup Confirming Interview Email

Interview Confirmation Email

Post Interview Email

What Is an Email?

An email (short for electronic mail), is an informal kind of letter writing, exchanged between two people using digital devices such as a computer, mobile phones, and other means of communication through online. Unlike an ordinary mail which only contains hand-written text, an email may contain a large size text file, images, videos, and other attachments sent through a network or a peer-to-peer connection.

Using email as means of communication is increasingly normal. People use email to submit application such as a job or internship application as this is more convenient, efficient, and super easy to use.

Reminder Email

Meeting Reminder

Formal Reminder Email

Fundraising Reminder

Reminder Email Example

How to Write an Email

As email becoming more and more frequently used means of communication, it is important that one must know how to write a formal email. Here are steps in writing a good email.

1. Provide a good and compelling subject. A person may receive hundreds of email each day. So it is important that when sending an email, it should have a subject that can get the attention of the recipient. You may also see complaint email examples & samples

2. Focus on your message. Your message should be clear and understandable.

3. Give your complete name as a sender. This is very important so that the recipient could recognize you. You may also like announcement email examples & samples

Application Email Example

Internship Application

Job Email

Application Withdrawal

Meeting Email Example

Meeting Invitation

Meeting Reminder Email

Meeting Request

Tips on Writing an Email

Although an email is labeled as an informal form of letter writing, it must also be written with professionalism because these days ordinary people are not the only ones using an email.

From a CEO to a teacher, they all now use professional email and you may not know who you are sending with. Just like writing a typical letter, writing an email has also correct etiquette. They call it, “Email Etiquette.”

The following are the tips to consider in writing an email.

1. Always write an email with a good subject. The subject of an email are found on the top most of the email and it is very important that you need to supply this one, do not leave it blank. The reason is, most people today will not bother opening an email without a subject. They might think that it is not important or it is just a spam email. You may also check out payment email examples & samples

2. Begin the body of your email with a greeting. Just like an application email, the email should also have a salutation or a respectful greeting. You could start by saying “Dear Mr./Ms.” or “Good day Sir/Madam”.

3. Focus on the message of the email. Write the main purpose of your email, the reason why are writing this email, and why should they bother to read it.

4. Make your message clear and concise. Don’t make it long as if you are writing a business email. Make it short and clear so that it is easy to understand and it doesn’t take too much time in reading.

5. Avoid attaching unclear and messy file name. The recipient may consider it as a virus and doesn’t take a risk in opening it. You may also see introduction email examples & samples

6. Always proofread and review your message. This way you can find typing errors and grammatical mistakes.

Rejection Email Example

Employment Rejection

Interview Rejection

Event Email Example

Social Event

Voluntary Event Email

Event Invitation

Formal Email Example

Email Invitation

Resignation Email

How to Answer Email Professionally

Well, it is not all the time that you are sending an email, they may have times that you can also receive one. And just like sending email, replying to an email also needs to have a right way too. You may also see internship email examples & samples

Here’s how to properly answer an email.

1. Get to the point directly or answer the question directly. Do not waste both of your time on writing two to three sentences of an opening statement. There’s two reasons for that: one, the recipient don’t need that. And two, the recipient may not care at all.

2. Use bulleted points in answering a question. Bulleted points are in these days. That’s because a bulleted point format is the most readable format on the internet today. It is concise and gets to the point directly. You may also like client email examples & samples

3. Never assume on email. You can not read emotions in the email. It may sound aggressive to you when you read it but it is actually soft and in the most polite way of saying.

4. Answer immediately. This is not a traditional email cover letter. Don’t make the recipient wait long enough for your reply. Check your email more often, and if you receive an email, answer it as soon as possible if necessary.

Confirmation Email Example

Interview Confirmation

Confirmation Email Sample

Appointment Confirmation

Sales Email Example

Promotional Email

Benefits of Using Email Examples

It is really hard to write a formal email for a professional entity. There are lots of things to consider. Also, you may have those fear of writing too much, writing too little, missing out important information, and your fear that your email may not be taken seriously or may end up in a trash.

1. You don’t have to worry if you missed out important information. These examples are packed with the most important information in different kinds of email plus it is already outlined for you so you don’t have to worry about the structure of your email. You may also see application email examples & samples

2. Time-saving and less effort. All you have to do is to download these examples (it’s easy, just click the download button at the bottom of the examples) and you are good to go. You may also like follow-up email examples & samples

3. You can also make these as your reference. If you really want to create your own and with your personal touch on it.You can simply these email signature as your guide.


File Format

  • Microsoft Word
  • Apple Pages
  • Editable PDF
  • Google Docs

Free Download


File Format

  • Microsoft Word
  • Apple Pages
  • Editable PDF
  • Google Docs

Free Download

If you're used to writing casual emails to friends and family, you may not Examples of someone who you might send a formal email to include.

How to Write a Professional Email

example for email writing

Whether you’re an up-and-coming young professional or a seasoned manager, email writing is a vital aspect of business communication. And thanks to what’s often seen as the mysteries of English grammar and the subtleties of the written word, it can be a daily struggle. That’s especially true if you have to motivate busy people to respond or address a potentially touchy subject. To write a great email, you need to know two things: common mistakes to avoid, and next-level strategies to get ahead.

But first things first—you have to know what a great email looks like if you’re going to write one.

Here’s a tip:  Whether you’re writing an email, creating a presentation, or just sending a quick tweet, Grammarly can help! Try Grammarly’s app to make your writing cleaner and more impressive.

Anatomy of a good email

Every email you write has the same basic structure: Subject line, greeting, email body, and closing. But as with every written form of professional communication, there’s a right way to do it and standards that should be followed. Here’s what you need to know to craft a solid email:

1 Subject line

The subject line could be the most important part of the email, though it’s oftentimes overlooked in favor of the email body. But if you’re cold-emailing someone, or just establishing a professional relationship, your subject line can entice people to open the message as well as set expectations about what’s enclosed. On the other hand, a poorly crafted or generic subject line (like “Hi” or “You don’t wAnt to miss thos”) can deter the reader and result in your email landing in the spam folder.

“Spend double the amount of time crafting the right subject line as you do on the [body] because if they don’t open the email, it doesn’t matter,” says Cole Schafer, founder and copy chief of Honey Copy.

2 Openers

In most emails, you’ll want to include a quick greeting to acknowledge the reader before diving into your main message or request.

The exception: When you’re on an email chain with close colleagues, it often becomes more natural to drop the opener (as well as the closing). Though it may initially feel like a faux pas, it signals a better professional rapport.

3 Body

The body of an email is the meat of your message, and it must have a clear and specific purpose, such as getting feedback on a presentation or arranging a meeting with a new client. It should also be concise. That way, people will be more inclined to read it, rather than skimming it and risking missing critical information. If you can, boil it down to a few choice sentences.

And for emails that require more length and detail, keep it as focused as you can. “Nobody wants to receive a novel. You want to keep it between three, four, or five lines of text,” says Schafer.

4 Closings

Just as you want to start things off on the right foot with your greeting, you also want to part well. That means writing a friendly sign-off. And there are plenty of options to choose from.

For example, here are 12 common, and professional, closings that Grammarly users chose on a given day:

You’ll want to choose a closing that feels genuine to your personality and tailor it to the relationship to ensure an appropriate level of professionalism. On the other hand, common closings like “love,” “sent from iphone,” or “thx,” may be best left unused in professional emails.

Common mistakes (and what to do instead)

Just as every email is an opportunity for professional growth, there’s also the potential to fall into common bad habits. Here are eight mistakes to avoid:

1 Omitting necessary Oxford commas

The Oxford comma can be somewhat polarizing, depending on which style guide is utilized for professional communications in your industry —it’s usually either shunned or hailed as a tool for clarification. Either way, a lot of people have strong opinions about it. But leaving them out can lead to confusion, depending on the sentence.

What to do instead: While the Oxford comma may not be suitable in certain contexts, it’s usually a good idea to use them in emails. That’s because it can help you save time and avoid miscommunication, confusion, and even legal trouble.

2 Hedging

Grammarly users know that when it comes to hedging, it’s better to omit it than leave it in, especially in emails. And if you’re worried about coming off as impolite, don’t be: Contrary to popular belief, hedging language makes you sound less confident, which can ultimately undermine your writing.

What to do instead: State your idea or opinion, then explain the “why” behind your reasoning. That way, you’ll be better understood and your brilliance can shine through.

3 Extremely long and/or unclear copy

Would you read an email that was 1,000 words long? Probably not—most people skim emails that are on the long side. And if you add hard-to-follow sentences or mixed messages, to your draft, you’re even less likely to get a satisfactory response. (Or any response.)

“I get a ton of [emails] that are just these huge blocks of text. And I understand why they do that—so you have enough detail. But it’s really hard to read and I’m not going to read the whole thing,” says Kat Boogaard, a Wisconsin-based freelance writer.

What to do instead: Keep it concise and focus on the matter at hand. Then end with a call to action, a requested response date, and make it clear that you’re open to questions and follow-ups (if that’s the case).

4 Being too casual (or formal)

Depending on your circumstances, wavering too much to the casual or formal side of writing can be a misstep. Being overly casual is often seen as a rookie mistake, but stiff, formal language can also be detrimental to your message.

What to do instead: In striking the perfect balance between formal and casual, the key is thinking about the relationship between yourself and the recipient and take social cues as your communication progresses.

“You kind of want to see what someone else is doing and participate, play along, sort of acknowledge the way communication develops and the way expectations in a relationship develop,” says Dan Post Senning, an etiquette expert at the Emily Post Institute.

5 Cliches

Not all email cliches are cardinal sins. Certain aspects of your emails are bound to be a little formulaic. After all, most emails have the same basic structure, and there are phrases that you may use to ensure clarity or cover your bases. But if you’re going to repeat phrases, make sure they have a clear purpose.

As Kiera Wright-Ruiz, a social media manager at Google’s Local Guides puts it, “Even though I always repeat, ‘please let me know if you have any questions,’ I actually do want to know if they have questions.”

However, most of the time, you’ll want to edit out cliches whenever possible since they can make people tune out. Here are the top seven to avoid:

Method: We searched for terms used by Grammarly users based on our most popular blog articles.

What to do instead: Try reading the draft for cliches, tone, and voice to more effectively communicate your message while keeping the reader engaged. Ask yourself: If your boss (or mom) read this email, would you be happy with it? If the answer is yes, then you’re on the right track.

6 Repetition

People often repeat words within the same paragraph, twice in two sentences, or just too close together to go unnoticed. While it’s not the worst offense, it’s another thing that can make a reader tune out.

Here are the most commonly repeated words to avoid:

What to do instead: Try reading your draft out loud, using the text-to-speech function on your phone, or running it by a colleague before sending it off. Grammarly can also help you catch these repeated or overused words.

7 Robotic language

Email may be a descendant of snail mail, but that doesn’t mean your messages should sound like an old-timey version of yourself. In fact, emails should sound like the person who is writing it. So using phrases that sound like something out of a Victorian novel isn’t the best move if you want to connect with the reader.

“Let’s face it: Nobody wants to read a college textbook. You want to read a blog or an article or a real conversation. They’re a person, they’re not a robot. So use language that sounds like something you would say if you’re just sitting in a coffee shop,” says copy chief Schafer.

What to do instead: You can get a more natural effect by pretending you’re writing to a friend or having a conversation with a friendly acquaintance. For example, you probably wouldn’t say something like, “Greetings” and “I hope the weather is fair where you are” if you were meeting someone for coffee. You’d say something like, “Hi” and “Thanks again for your time.”

8 Overuse of exclamation points!

Enthusiasm is great. But in certain contexts, the overuse of exclamation points can do more harm than good. This is especially true if you’re forging a new relationship or contacting someone outside of your company. You are, after all, a representative of your work when you use a company email address. But people love exclamation points, and they’re still something that many people rely on to convey a positive tone.

For example, here are the most common sentences and words people use with exclamation points in emails:

What to do instead: After you’ve written your draft, do a quick search for exclamation points and use your judgment to determine which (if any) to keep based on your relationship with the recipient. As a general rule, try to keep it to one or two per email with colleagues.

Next-level email writing moves

Once you’ve got the basic structure and you know what mistakes to avoid, it’s time to focus on making your drafts stand out from the myriad emails most people get every day. Here are four strategies to take yours to the next level:

Think positive

Sending an email that is remotely negative, or even neutral, can put you in a tricky place. And as with any written communication, there may be room for misinterpretation.

“In the absence of other information, our interpretation often defaults to the negative,” explains communication-etiquette expert Post Senning. “When you’re talking about negative communication, you’re [missing] the information that is tone of voice, the twinkle in your eye, the good humor that you intend something with or even the genuine care or concern with which you’re offering critique. So be really careful. When something reads as negative to you, it probably comes across as even more negative to someone else.”

Personalize each interaction

You wouldn’t want to get an email that reads, “Dear [client],” or which references your work in public relations when you’re actually in sales, because it would immediately show that the sender is either mass emailing you, or they didn’t do the proper research and find the right contact. Similarly, you’ll want to make sure that every email you send is crafted specifically for the recipient, and that you’re sending it to the right person.

So even though it may be tempting to use templates, it’s important to personalize it and keep in mind the communication style of the recipient before hitting send. To accomplish this, a quick Google search or a peek at the recipient’s LinkedIn or Twitter feed can do wonders. Before sending, try putting yourself in the recipient’s shoes for a gut-check on tone and content.

Follow up—in good time

If you’re sending an email, you’re likely looking for a timely response. But with the large amounts of emails most people sort through each day, things can end up getting lost. As a general rule, a follow-up message should never come less than twenty-four hours after sending the initial email.

In other words: Don’t be the person who sends a follow-up request two hours after sending. In extreme cases, that kind of behavior can even get you blocked. “When you’re taking more time and actually caring about the person on the other side of the email, you’re immediately going to see a much higher response rate. I had to learn that the hard way,” says copy chief Schafer.

Make it easy on the eyes

Most of the messages you send will likely be on the shorter side, which is great for rapid responses and getting things done. But for longer emails, scannability is the name of the game. That’s when things like bolded font, bullet points, underlined sentences, and a TL;DR (too long, didn’t read) section come in handy.

There are a lot of factors to keep in mind when composing an email, and there’s a wide margin of error. But after all is said and done, it isn’t about perfection. It’s about effective communication.

“I think people feel this pressure that you need to be this perfect communicator with this huge vocabulary and these perfectly structured sentences. And I don’t know that that’s always the case because you’re just two people, communicating,” says freelance writer Boogaard.

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example for email writing

This section contains:
1) A list of expressions used in e-mail
Turning Down an Invitation/インターネット ショッピング/E-mailの終わり
2) Example e-mails

Example e-mails

Hi Scott,
Thanks for the e-mail.  It is always nice to hear from people, especially
from you, Scott.

I have not got any reply, a positive or negative one, from Seibido yet.
Let's wait and hope that it will make a BOOK.

Have you finished your paperwork for Kaken and writing academic articles?
If you have some free time in the near future, I want to meet you and
explain to you our next project. 

Why not drink out in Hiroshima if we are accepted?
We need to celebrate ourselves, don't we? 
Let's have a small end-of-the-year party!

Sincerely,   K. Nakagawa

Dear Dennis,

Hope you are well.

I'm writing to you, yet again, in your capacity as "Answer Man."

One of our David English House teachers has just e-mailed me to see if I
have any more information on "university listening tests" which are to be
administered soon.

I have no information about any such tests.  Do you?  If so, could you
please let me know.

Thank you kindly.

Best regards,

Hi there, Doreen

Long time no see. Hope all's well in your world! 

I haven't been to JALT all year, shame on me, but I needed the break.
I still see the guys and I'm going to the national, so don't write me off

I was trying to remember who you've published with in the past, and I
wondered if you had any contacts at Nan'Un-Do. I want to send a
proposal to them but have no names, and the personal touch is always

I might go to see Jane Willis, family commitments permitting, any plans in
that direction? Going to Shizuoka I presume?

Bye for now
All the best

Dear Ray,

How are you? 

I think I haven't told you yet.  After workin for  Kobe Kaisei Girls' Junior 
High School, I got a job here at Kure National College of Technology.

Anyway, coming home to Hiroshima, I resumed my research. I know what I
have to do first: To publish the dissertation of mine ... When I was in Kobe,
it was too difficult.

These days I finally finished writing a summary in English,  which is 
required for publication.  Prof. YAMADA gave me  some comments.  But I
wonder if it is free of any unnaturalness.  Could you have a look at the
attached file (it is the summary in question) and give me comments? 
I'm not in such a hurry.

Best wishes

Hi Everyone!
Thought I'd send out a picture of my little monsters.  They had a great 
Halloween yesterday.  Doreen and Dennis came over to hand out candy so
Ray and I were both able to go out with the kids.  They made quite the
haul, the dentist is going to love us!

Doreen and Dennis left this morning for Wisconsin.  They hope to get to
Idaho today.  Judy, you should be seeing them sometime next week.  I
hope they have good weather.  They'll be back here in time for 

I hope you all have a great weekend!

Love, Sue.

Hi George,
Thanks for your reply.  You are always so quick!

I sent an-mail to Mr. Imai of Seibido yesterday, and I just got a phone call
from him.  They want us to send the whole thing and also a "Project 
Plan."  It seems that they have some form to fill in to describe the project 
in Japanese, so I will write something which will appeal to the publsiher.

That's all for now.  Let's hope it will come out!

K. Tanaka

Dear Prof. Lauer,

I hope you are doing fine. I am now in Saitama, but will go back to
Hiroshima to attend the conference. We would like to visit you to say 
thank  you for your cooperation. During this week, WED, THU, and FRI, 
please let me know when you will be in your office. We would like to visit 
you shortly.


Hi Professor Lauer,

I was asked by Mr. Nagai, the leader of our tennis club to let you know 
that we have made plans for a tennis camp, which is to be held on Nov.
23-24 at Taishakukyou.

We hope you will join the camp. If it's impossible, how about coming on 
either of the two days? I guess we can enjoy seeing autumn leaves as 
well as playing tennis.

All the best.
C. Iwasaki

Hi Dennis,

After the exciting Saturday, I guess you've been doing as good as that
Saturday.  The weather is good, food is good, and studying is good in this
season.  I like this season the best.

Oh, well, this introduction may remind you of students' writing, so I
should stop it now.  To make a long story short (or the introduction 
short?), I am sending you this message to say thank you.  I said so for 
the Saturday already.  Today's "thank you" is to the vocabulary test, 
which was delivered to me today.  On the letter from Professor Tanaka, 
your name was also written, so I assume that you and Prof. Tanaka 
worked together to develop this test.  To tell you the truth, I like it, and I 
do want to use it for my research and classes.  He said that an online 
delivery is being planned.  I wonder if anyone can use the test.  If so, this 
is really great.

Sending you a thank-you message, I would like to ask you a favor.  The
attached is a thank-you letter to  Prof. Tanaka.  Would it be too much to
ask you to print it out and hand it to him?  If so, would you send me back
a "Do it yourself" message.  I'll send it by regular mail.  Or would you let 
me know his mail address.  (I hope he is a regular mail user.  In our school,
there are still quite a few senior professors who don't use e-mail at all.
Yes, AT ALL!  Can you believe that?)

OK, Dennis, sorry for interrupting you with my favor.  Hope to see you
soon again. 

Best wishes,

MAEDA Chiaki
Hamada City University

Dear Sachiko,

Hope you are well and that the second semester is going smoothly for 

The other day when we were talking at the bus stop you mentioned a
web page on which Linda Holkenson detailed her reasons for leaving.

If you don't mind, would you send me the URL for that web page if you
still have it?

Thanks a lot.

Best regards,
Tim Brown

Dear Professor Teaman,

How are you?
Nakai sensei has forwarded your email to me, I would like to have a real
play with you on Wednesday.

By the way, I attached a cover letter that I prepared for applying a
position of fish pathologist in Australia. I would appreciate it very much
if you would check and return it to me on Monday because the deadline 
for application is  Oct. 28.

Thank you in advance and best regards,


Dear Mr. Broadbent,
        First, I have to apologize for not writing to you on time. I was out in
Okayama playing in a tennis tournament from Oct. 5 to Oct.12. I'm very
       Now,let me introduce myself. I'm Hiroki Iwai. I'm 18 years old and a
freshman. I'm in the Faculaty of Education  and I major in math. I want to
be a high school teacher and teach math and tennis to the students in
the future. I usually play tennis after  school as a member of Hiroshima
University Tennis Club. I've played it for over 4 years and I think I'm a
pretty good player. If you like to  play tennis, I'd like to play with you.
       I live in an apartment in Saijo by myself. My parents live in Tokushima,
where I was born and brought up. My sister is a high school
student. And now she studies at a high school in Ohio as an exchange
student. I also want to study abroad in my near future. I am busy every
day as I have to study, practice tennis, and do all the housework.
       However, I enjoy my life in Hiroshima, and would like to try to do
many things. Of course, I'd like to learn a lot from you.

Sincerely  yours, 
Hiroki  Iwai

Hi Naomi,
     Thanks for getting back to me. As I suggested, I would rather have
transportation reimbursed than honorarium. I will donate the
honorarium to the chapter. A rough guess round trip Okayama -
Hiroshima is 10,000 yen. I will e-mail Steve, but it won't be until late 
Friday afternoon at the earliest and Saturday morning at the
     In the future, I hope the travel reimbursement (or not) policy of the
chapter will become clearer for invited speakers even in the

     Looking forward to Saturday,


Hi Simon,

I'm now preparing a few materials for the  meeting this weekend. Basically,
I'll just introduce the Sadako's School program with some general
information and some photos, then we can share the
highlights of our own experiences. After that, we can field a few
questions. How does that sound?

Yes, I agree it can be a challenge to meet the needs of a class with
different levels. Good luck with this!

My students have all sent letters to their foster children (including photos
and small gifts), so hopefully we'll get some responses from Cebu by the
end of the month!

See you Saturday,


Dear Professor Lauer

Having had some trouble calling you, I did drop in last Monday, but I have
since seen Abdellah who told me he'd seen you and you don't go in on

How about you nominate a time for me to call you, or nominate a time for 
me to come and see you or, you can call me if it's easier because I am
mostly here in my wee apartment.

Please let me know.  If you want to call the number is 21-5815.
Otherwise, I'm happy to fit in with you.

Kind regards,


Dear Ray,

Thanks for your e-mail.

I am leaving for Cambodia on Dec. 12 and return to Hiroshim on Jan. 12.
This means that I will have to miss only one class on Dec. 16.
Unfortunately, my friend won't be able to teach that class since he is not
sure if he can make it on time.

I am still interested in teaching the course if you can find any other
teacher to replace me on Dec. 16.

Bye now,



My name is John Fanselow.  I was the Director of the TESOL Program at
Teachers College, Columbia University in Tokyo and New York prior to my
retirement.  I was also president, second vice president and program chair 
of TESOL and president of NYSTESOL. 

During the years, I have done many workshops for JALT and other
affiliates. Breaking Rules, Contrasting Conversations, both from Longman  
and Try the Opposite by SIMUL are the books some know me by.

I am now president of a 500 student college in New Zealand which has 
many Japanese students.  Part of my role as president is to meet parents
of students in Japan.  On my trips to Japan, I usually do workshops. 
Some of these my college--International Pacific College--has arranged.
Sometimes, teachers at schools arrange the workshops and sometimes
JALT chapters have arranged them.

I was wondering whether you would have any interest in co-sponsoring a
workshop for the Hiroshima chapter.  Monday 11 November in the
evening--4-6? or 5-7?  that I will be in Hiroshima and will be free.  (Free 
both in the sense of available and free in the sense that I am volunteering 
my services.)


I've been meaning to write to everyone. But my life has just turned
upside down the past few months. So, I'm glad you wrote. And thank you
for the complement. You've always been very kind and supportive. I like
you as well, and wish you all the luck at Hirodai and where ever else
you and your family may go. And, thank you for your best wishes.

Yes, I've "escaped" Hirodai, but not under the circumstance I would have
wished. In fact, I'm rather sad and disappointed that Koto-Sensei has
not made clear my reasons for resigning. Both of my parents have been
quite ill. I asked for an additional six months leave to stay and take
care of my parents. Koto sent me this amazing letter saying that while
he thinks it was good for society that a law was passed making it
possible for people to take compassion leave, no one should actually
apply for the leave. Well, any way, he made it very clear to me what was
expected of me after I returned, and why I should return. After thinking
about it for some time, I realized that if I did return then I'd still
have to fly back to the USA often to take care of my parents; thus, I
couldn't fulfill my responsibilities to Hirodai. It would also be an
awful burden financially. I saw little options but to resign.

Resigning has been a disaster for my career. I am currently unemployed.

You are free to talk about this with others, but I will circulate a letter of
my own soon. Right now, things are rather crazy. We're moving once
again, something like the fourth time this year, and I've got a conference
to prepare for.

Take care and say hi to Sachiko and George for us!


Dear Mike,

I was trying to reach you by phone, but in vain. If it is still not too late, I
would like to teach the English Voluntary Course you had told me about.

Please tell more about it!

Sincerely yours,


Hi Lissa,

Thanks for note!  I love the boundary waters--did we do it together in boy
scouts?  It's the only time I've been.  My daughter Fay would love to
canoe there--she's now a freshman at NAU in environmental science and
goes backpacking whenever she can.  She always thought she'd go to UA
in Tucson which is like UW -Madison in Wisconsin, but it turned out that
the better program in env. sci. was here and the music program she
wanted.  It's great having her this close.  Have you thought about college
options for George yet?

I'm glad you enjoyed the TJ book.  We took a family trip to Washington,
D.C. this summer and saw the sights and had a family reunion t here too.
Great fun.

I'd love to see a photo of you all, and especially George!  Got one online
you can send me? Come visit us and see Grand Canyon etc. next summer,
if you can!



    As kind and inviting as your suggestion is, I regret that I have to
decline at this time.  Right now, both my wife and I have got a couple of
extra things going on at work, and outside of normal work.

    I do think it would be a very nice thing to get together, but it's almost
impossible for us during the week because even without the extra things
we are doing now, our regular weekday evenings and Saturdays are busy
with a myriad of activities - English classes, homework, karate, ballet,
juku, hula, cheerleading practices, and so on.
    Would a Sunday be convenient for you?  I was thinking maybe you'd
like to see the base at Iwakuni.  You'd only need to take the train to
Iwakuni Station, and I would pick you up and give you the grand tour of
the base, as well as Iwakuni (if you are interested).  If a Sunday is not
convenient, then how about a Japanese holiday - like this coming
Monday?  (Monday is a normal work day for the base, although there is no
school on base that day because of a teacher's workshop.)
    Please let me know what you think.


Hi Everyone,
In order to celebrate my new life in Hiroshima city,
I would like to invite you to a special house warming party.

When: Friday, 27 September, 2002 at 8 pm
Where: 9-12-203 Hikarimachi 2-Chome

I would like to request that everyone bring something for 4 to 6 people
to eat or drink.

Please RSVP as soon as you can so that I can estimate how many people
will be here and what everyone will bring.

Looking forward to hearing from you.

Timothy Favre

    How's everything going?  Things aren't going so well here.  They just
let me know that they are cutting all the full time foreign staff here, so I
will need a job next year. I was wondering if you know anyone that's hiring. 
If you do, please let me know. 
    Also I'm thinking of doing a presentation at Hirodai about how to
database Hot Potatoes score results, and generally discuss cgi and html
applications.  Are you interested?  I'm going to get in touch with Noda-
san and see what I should do.  I'm thinking late August, or early

Keep cool!
Judy Bengston

Hi Howard and Amy...

It was great meeting you this week! You both are VERY NICE.

The chocolate is in our refrigerator now. We look forward to eating it
often throughout this fall!

I hope things go well for you in the coming months, Amy and Howard! I'll
send e-mail again soon.

Love, Reiko.

Hi Johanna! Thanks for the very nice e-mail. I just printed it out for
Hiroko to read later today.

Wow, it sounds like Alicia and Monica had terrible times in the hospital.
But I'm very happy to hear that they are better! And they seem to be
very smart-- getting scholarships! No doubt they have good parents.

In August Bob and I went canoeing for 5 days in the Boundary Waters
of northern Minnesota. That was interesting. But there were mosquitoes
and rain.

Take care, Johanna. When you come to Hiroshima, we'll go out to a
restaurant together!

Love, Michihiro.

Hi Carol,

I hope things are going well with you these days.

Did I hear a rumor that you would be willing to talk at the Hiroshima
JALT meeting at Peace Park on Saturday, October 19?

It would be the same topic as what you're going to do at the national

If so, I'll put you, Ian Suzuki, and Adam Timmerman on the schedule.
Maybe one or two other people, also. I'll contact you later this month
regarding timing details.

Everyone would be interested in hearing you talk at Hiroshima JALT in
October! I hope you answer "yes."

Sincerely, Jessica.

Dear Keita,

It was so nice to hear from you.  I'm glad school is going well in
Hiroshima.  I'm sure you enjoy the motor club; you are so good with cars.
Do you have your own car now or are you using public transportation? 
When you have an okonomiyaki (not sure of spelling)  in Hiroshima, think
of us. They are soooo delicious.

Jon and I are fine, and Yuki, too.  Jon continues to work hard but he also
enjoys lots of good grilling -- salmon, ribs, chicken.  They all taste so
good when he grills them.  I have enjoyed working with the Bandos so
much, but my last day of tutoring with them was yesterday.  The
company pays for one year of tutoring and that has already passed.  I will
still stay in  contact with them. 

They are such a nice family.  Midori Bando had a great visit in Japan last
week with your mother. Can you send me your family's  current e-mail
address.  I definitely want to stay in touch with them, too. Well, you have
had your English lesson for today by reading this longer  e-mail.  Take
care and continue to stay in touch.  Jon still has his bengoshi e-mail
address, but I can use this one at home more easily.

Rebecca Williams

P.S. Jon says "hi," too.


I was glad to hear from you and happy to know that you are confident in
your university life.  We had a good harvest this summer and fall.  Rabbits
are still jumping around but their appetite is under control with fencing. 
We enjoyed tomatoes, okura, cucumbers, and shiso-no-ha, but not
carrots this year.

Temperature dropped below a freezing point about a week ago, and many
autumn flowers, especially cosmos, are now gone.  Enjoy studying
engineering materials.



So nice to hear from you by mail and now by e-mail.  Your classes do
sound challenging, but I have confidence that you can pass Ist Level STEP. 
With such diligent effort, you will also do very well at Hiroshima University. 
Jon and I wish you the very best.

Do you see your family often?  How are they adjusting to life back in

Recently, I took some of the Japanese ladies to pick strawberries and
then taught them how to make jam; I wish your mom could have been
with us. She would have enjoyed the activity and your family would have
liked the jam, I think.

Jon and I worked on his "salsa garden" yesterday.  He has a nice crop of
tomatoes and chile peppers planted again this year.

Does your family have an e-mail address?

Take care.  Study hard.  You will always be a welcome visitor in our home.

Don Berg

Read a student's email to his/her teacher. so that you correct just the punctuation mistakes, not its style. STUDENT'S EMAIL. EXAMPLE. Email An informal email is an informal piece of writing. A formal email is a piece of formal writing.


example for email writing

Effective Email Writing


Email is widely used as a form of inexpensive yet highly effective business communication tool. Emails are rarely taken print-outs of, and are used as soft copies because it is easy to archive and retrieve emails. The reason of its popularity is its ease of access, which everyone in an organization starting from the CEO to the janitor can use.

Emails are an efficient way to communicate information in a well-presented, easy to read and professionally appropriate manner. Many people quote lack of time as a reason to forward substandard emails that range from incomplete to incomprehensible.

Many people mistake emails with text messaging, or at least their approach towards writing emails suggests so. Taking that to be the case, let's discuss the difference between a text conversation and email writing.

  • Text Message Conversation − In a text message conversation, two people can exchange information, share details, provide corrections, and ask for clarifications in a rapid back-and-forth manner of communication.

  • Email − Compared to this, emails are read by professionals who, depending on their work, may get anything between 20 to 200 emails a day. They neither want to engage in a back-and-forth conversation, nor have the time to ask for details multiple times. They just want to understand the content of the email, read out the instructions, process the information, get the task done, and empty the "unread" section of the inbox.

Keeping this in mind, let’s discuss some tricks to write effective emails

  • Plan your message.

  • Use the subject line to grab reader’s attention.

  • Keep your message short and clear.

  • Don't type your entire message in lower case.

  • Proofread your message before sending it and assume accountability.

  • If you are angry, take a few minutes to cool down before sending an email.

  • Don't type your message in capitals. Capitals are considered to be SHOUTING.

In certain cases, emails may not be suitable. Prefer to call someone when −

  • You have to discuss personal, sensitive or confidential information.

  • You are going to give bad news.

  • Your message is complex and meaning might be lost in the wordings.

  • You need an immediate response.

Legal Risks of Emails

Emails are the preferred mode of communication for a lot of workplaces, and this means they carry a lot of information that could be confidential. The security and confidentiality of the information in the emails is the joint responsibility of both the sender and the recipients. Companies have strict guidelines to safeguard their documents and their contents. Let’s discuss some of the most commonly followed guidelines to prevent the misuse of emails.

You and your company will be held liable for numerous legal suits if −

  • You send or forward emails with offensive content.

  • You send an attachment that has a virus.

  • You forward the sender’s email to another person without permission.

  • You try to forge others’ emails or send emails from others’ accounts.

  • You try to conceal your identity from the receivers when sending email.

  • You copy a message belonging to another person without permission.

Format of a Format Email

While most of us send informal emails to friends that might contain grammatical mistakes in them, the same is not true when writing to colleagues, especially when we want to make a good impression, as we have to be more careful and diplomatic this time. Here are some general tips on the right format of an email −


The default white background should be used for all emails. Colored backgrounds or scroll designs are deemed unprofessional and distracting.


Preferred fonts are Times New Roman or Arial, font size-12.

Font Color

Font should be navy blue or black only.

Contact details

Official contact information like name, designation, email id, contact number, company logo, and address of correspondence should be mentioned in the signature area. Personal statements are best avoided.

First name and surname

They should be mentioned in the same font as used in the body of the email, only two font sizes larger. Cursive fonts are not recommended.


The following information should be supplied in the same font and size as the body of the email.

  • Designation
  • Department
  • Company Name & Address
  • Landmark and ZIP Code.
  • Contact Number
  • Email address
  • Company telephone number
  • Company fax number
  • Company URL
  • Company URL


Vineet Nanda Lead, Learning & Development Soft Skills Tutorialspoint Pvt. LTD. Jubilee Hills, Hyderabad Beside UCO Bank, 500033 Ph: 91 40 23542835 Fax: 91 40 23542836 [email protected] http://www.tutorialspoint.com/

Disclaimer (with example)

Use a disclaimer at the end of your email signature in standard font, size-8 −


The information contained in this email and any attachments is confidential and may be subject to copyright or other intellectual property protection. You are not authorized to use or disclose this information other than with the express consent of the sender

Example of Email

To< [email protected]>
Cc< [email protected]>
Subject: Reply on Interior Decor | Finalizing date and time for meeting

Dear Sir

I received your email with instructions to contact an Interior Decor firm. Accordingly, I had contacted Hasta La' Vista, one of the most reputed organizations in delivering Behavioral Training, Mode Assessment, Psychometric Analysis, among others.

They have replied to my email and are pleased at the prospect of us working together. They have requested me to schedule a meeting for their representatives so that they could visit us and explain the rest of the details in person. I have sent you their Terms & Conditions as a PDF attachment named Terms to this email. Kindly go through it and reply.

Looking forward to hearing from you soon. Thank you. Have a nice day.


With Regards

WATCH THE VIDEO ON THEME: 5 useful email expressions

The two main practices necessary for professional email writing are formal tone Here is an example of a professional-sounding, concise email that could be.

example for email writing
Written by Daizragore
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