Email Writing Format with 12 Examples for Students and Professionals
This email writing format guide shows the parts of an email in the right order, the way school exams ask for it in Class 9 to 12 and the way offices expect it at work. Below the format you will find 12 email writing examples: emails to a teacher and a principal, a leave email, a meeting request, a follow up, a thank you after an interview, a job application email, a complaint, an enquiry and a payment reminder.
Enter your own details in the box at the top just one time. Each sample email picks them up, so you only adjust the situation details before copying or sending.
Email to Principal for Extra Classes (Exam Example)
For a Class 12 student asking the principal, on behalf of the class, for extra classes before the board exams.
I am Your Name, class monitor of Class Class, Section Section. I am writing on behalf of my classmates to request extra classes in Physics before the board examinations.
Our Physics teacher was on leave for nearly three weeks last term, and two chapters on optics and modern physics were covered in a hurry. Many of us still find the numericals in these chapters difficult.
We would be thankful if one extra period could be arranged on Saturdays for the next four weeks. All students of the section have agreed to attend.
Class Class, Section Section
Roll No. Roll No.
Email to Class Teacher for Project Deadline Extension
For a student who needs a few more days to submit a project and wants to ask the teacher politely.
I am Your Name of Class Class, Section Section. I am writing to ask for two more days to submit my science project on water conservation, which is due on Date.
The working model is almost ready, but the motor I ordered for the water pump arrived damaged and I am waiting for a replacement. The written report and charts are complete.
If you allow, I will submit the full project on end date. I can bring the report on the original date so you can check my progress.
Class Class, Section Section
Roll No. Roll No.
Email Writing Example for Students: Permission for an Educational Trip
For a student council member writing to the principal to propose a one day trip. Useful practice for Class 8 to 10 email writing topics.
I am Your Name of Class Class, writing for the student council. We would like to propose a one day educational visit to the science museum in City for Classes 8 and 9.
The museum has a new gallery on space and electricity that matches our syllabus this term. The visit would take about five hours, and the museum gives free entry to school groups on weekdays.
We request your permission to plan this trip for a date that suits the school. The council will collect consent forms from parents and help the teachers with the arrangements.
Student Council, School Name
Email Writing Format (Formal Email)
A formal email has fewer parts than a letter. There is no address block and no date line, because the email system adds the date. Here is the order to follow.
| Email part | How to fill it |
|---|---|
| To | The receiver's email address. Check it twice before you send. |
| CC / BCC | Optional. CC is for people who should see the email. BCC hides those addresses from others. |
| Subject | One clear line under 10 words, such as "Request for extra class in Physics". |
| Salutation | "Dear Sir/Madam", "Respected Ma'am" or "Dear Mr./Ms. [Recipient Name]". |
| Body | Paragraph 1: who you are and why you are writing. Paragraph 2: the details. Paragraph 3: what you want the reader to do. |
| Closing | "Regards", "Best regards" or "Yours sincerely". |
| Signature | Your name, then class and school, or designation, company and phone number. |
Email writing format for Class 9, 10, 11 and 12
Email writing is asked in many school board exams, but each board and class sets its own word limit and marks, so follow your syllabus and question paper. In the exam, draw the email in a simple box and write To, CC (if needed) and Subject on separate lines at the top. Marks usually go to the format, the content and the language. Keep the body within the word limit in the question, stay polite, and do not use short forms like "pls" or "u". If the question gives a name or email address, use it exactly.
A formal email follows the same tone as a formal letter. For more exam practice see letter writing and notice writing.
Leave Email to Manager for a Family Function
For an employee asking for planned leave a week or more in advance. For illness, see the sick leave page.
I would like to request number of days days of leave from start date to end date to attend my cousin's wedding in my hometown.
Before I leave, I will finish the monthly report and hand over the pending client queries to my teammate, who has agreed to cover for me. I will also share a short note on open tasks so nothing is missed.
I will be reachable on Phone for anything urgent. Please let me know if these dates work for the team.
Designation, Department
Employee ID: Employee ID
Professional Email Writing: Meeting Request
For an employee asking a manager or another team for a short meeting with a clear agenda.
Could we meet for about 30 minutes this week to discuss the new billing process? Our team has started using it, and a few steps are causing delays in sending invoices.
I would like to cover three points: the approval step that takes two days, the duplicate entries we are seeing, and who should handle customer questions about the new format.
I am free on Date after 2 pm and on the next morning. If neither time suits you, please suggest a slot and I will send a calendar invite.
Designation, Department
Company Name
Follow Up Email After No Reply
For anyone who sent a request a week ago and has not heard back. Keep it short and friendly.
I am writing to follow up on my email of Date about the revised quotation for office chairs. I understand you may have been busy, so I am sharing the main points again.
We need 40 chairs delivered to our City office, and we asked for a price that includes installation. Our purchase committee meets on end date, and we would like to include your quote in that discussion.
Could you send the revised quotation by then? If someone else handles this now, I would be grateful if you could forward this email to them.
Designation, Company Name
Phone
Thank You Email After Interview
For a candidate to send within 24 hours of an interview, to the interviewer or the HR contact.
Thank you for meeting me today for the Designation role at Company Name. I enjoyed learning about how your team plans its quarterly campaigns.
Our talk about reducing customer drop off after the first purchase stayed with me. In my current role I worked on a similar problem and helped bring repeat orders up by improving reminder messages, and I would be glad to share more details.
I am very interested in this position and can join within the notice period we discussed. I can send certificates or references whenever you ask.
Phone
Job Application Email with Resume
For a job seeker sending a resume by email for an advertised opening. Attach the resume as a PDF file.
I am applying for the post of Designation at Company Name, which I saw advertised on your careers page. My resume is attached to this email.
I have two years of experience in accounts payable at a manufacturing firm, where I handle vendor payments, monthly reconciliation and GST returns. I am comfortable with spreadsheets and accounting software, and I have reduced payment errors in my team by setting up a simple checklist.
It would be a pleasure to talk about how my skills fit your finance team. I am available for an interview on any weekday and can be reached at Phone.
Phone
Formal Email Writing: Complaint About a Faulty Product
For a customer writing to a company's customer care address about a product that stopped working. Also a common exam email writing question.
I bought a Product Name from your online store on Date, order number Order Number. It stopped working within ten days of use.
The machine switches on, but the motor makes a loud noise and stops after a few seconds. I have used it as the manual says and have not dropped or opened it. A short video of the problem is attached.
The product is still under warranty. I request you to arrange a replacement or a repair visit within a week. Please reply with a complaint number so I can track it.
Address
Phone
Enquiry Email About a Summer Course
For a student or parent asking an institute for course details before admission. Good practice for Class 11 and 12 email writing.
I am Your Name, a student of Class Class at School Name. I saw your notice about a summer coding course and would like some details before I apply.
Please tell me the duration of the course, the class timings, the batch size and the fee. I would also like to know whether students need their own laptop and whether a certificate is given at the end.
I plan to join with two friends, so please let me know if there is a group admission option. I would be thankful for an early reply.
Phone
Strong Email for Outstanding Payment
For a business owner or accounts executive whose earlier reminders about an unpaid invoice got no response. Firm, but still polite.
Invoice Invoice Number for Amount, dated Date, is now 45 days past its due date. We sent reminders on start date and end date but have not received payment or a reply.
We have valued working with your team and delivered the order on time and in full. However, we cannot keep supplying on credit while this amount is pending.
Please clear the full amount within seven days of this email, or call me to agree on a payment date. If we do not hear from you, we will have to hold further orders and take the matter forward as per our agreement.
Designation, Company Name
Phone
Informal Email Writing: Email to a Friend
For students practising informal email writing, such as inviting a friend to stay during the holidays.
How are you? It has been months since we last met, and I miss our long cycle rides after school.
My parents and I were talking about the winter break, and they said you are welcome to stay with us for a week. We could visit the old fort, try the street food near the station and finally finish that jigsaw puzzle we left half done.
Ask your parents and tell me soon. My father can pick you up from the bus stand.
Formal vs Informal Email Writing
| Point | Formal email | Informal email |
|---|---|---|
| Who it goes to | Principal, teacher, manager, company, office | Friend, cousin, classmate |
| Salutation | Dear Sir/Madam, Respected Ma'am, Dear Mr./Ms. [Recipient Name] | Hi [Recipient Name], Dear [Recipient Name] |
| Language | Complete sentences, no slang, no short forms | Friendly and relaxed, but still clear |
| Closing | Regards, Yours sincerely, Yours faithfully | Take care, See you soon, Love |
How to write an email in English, step by step
- Write the subject first. If you cannot say the point in one line, the email is not clear yet.
- State your purpose early. By the end of the opening paragraph, the receiver must understand your request.
- Give only the details that matter. Dates, numbers and names help. Long stories do not.
- End with one clear request. Say what you want and by when.
- Read it once before sending. Check the address, the attachment and the spelling of the receiver's name.
For job emails, also see the job application letter and cover letter pages.
Tips for Professional Email Writing
- Use a simple email address with your name. Avoid nicknames for school or job emails.
- Keep one topic per email. If you have two separate requests, send two emails with two subject lines.
- Mention the attachment in the body, and attach it before you write the rest so you do not forget it.
- In an exam, write To, CC and Subject on separate lines and keep the body within the word limit given in the question.
- Reply to work emails within one working day, even if only to say when you will send a full answer.
- Do not write the whole email in capital letters. It reads as shouting.
- Use CC only for people who truly need the information, and use BCC when sending to a large group.
Questions people ask
What is email writing?
Email writing is the skill of sending a clear message by email in the right format. A formal email has a To line, a subject, a salutation, a short body, a closing and your name. Many schools teach it from Class 7 or 8, and several boards ask it in exams, so check your syllabus.
What is the email writing format for Class 12?
Write To, CC (if given) and Subject on separate lines, then the salutation, a body in two or three short paragraphs within the word limit of your question paper, a closing like "Regards" and your name with class. No date or address is needed, since the email system shows them.
What is the difference between an email and a letter?
A letter has a sender's address, the date and the receiver's address at the top. An email only needs the receiver's email address and a subject line. Emails are also shorter and are usually answered faster.
Which closing should I use in a formal email?
"Regards" and "Best regards" suit most work emails. Use "Yours sincerely" when you know the receiver's name and "Yours faithfully" when you write to Dear Sir/Madam. Students writing to a principal can use "Yours obediently".
Can I use an AI tool for email writing?
You can use one to get a first draft, but read it carefully and change it to match your real details and your own voice. In exams you must write the email yourself, so practise the format by hand.
Every letter on this page is written and checked by our team. Spotted a mistake? Tell us. How we write.
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