Email, short for "electronic mail," is a method of exchanging digital messages over the internet or other computer networks.

Email allows users to send, receive, and store messages electronically. Messages typically include text, attachments (such as documents or images), and metadata (like sender, recipient, and time sent). There are also HTML emails but we can skip those for today's article.

Even though the future of email remains dynamic, the concept of electronic messaging began to take shape in the 1960s when computer networks were first being explored. The modern email system emerged with ARPANET, the precursor to the internet, in 1971 by Ray Tomlinson.

He introduced the use of the "@" symbol to separate the user's name from the computer name, a format still in use today.

The exchange of messages between parties is called email correspondence, and the set of guidelines that ensures these communications remain respectful and appropriate is called email etiquette.

How To Write an Effective Email

✔️ Clear Subject Line: Make sure that the subject line of your email correctly describes what it is about.

✔️ Professional Greeting: Be polite and use a greeting that fits the level of formality of your connection with the other person.

✔️ Concise and Organized Content: Make sure your message is clear by using bullet points or paragraphs to keep it short and to the point.

✔️ Proper Tone: Use a formal tone for work emails and a casual tone for other types of communication.

✔️ Clear Call-to-Action: In text emails, a call to action is a short sentence that tells the receiver what you want them to do next, like "Reply now" or "Visit our website." Make it clear what the person receiving it should say or do.

✔️ Proofread Before Sending: Make sure your message is clear and look for typos and grammar mistakes.

✔️ Include a Signature: Finish it off with a good email signature or add your name and any useful contact information at the end, after the sign-off.

Since the introduction of email into our life, a great deal of change has occurred. Here are ten advantages of using email.

✔️ Instant Communication

✔️ Cost-Effective

✔️ Accessibility

✔️ Easy Organization

✔️ File Sharing

✔️ Global Reach

✔️ Environmentally Friendly

✔️ Efficient Group Communication

✔️ Integration with Other Tools

✔️ Record Keeping

To write an email with the correct format: do your best to keep the subject short. Only use it to say what the email is about. In the subject line, there should be no description of what's going on. In the email's body, you should say what the email is for. But only add the things that are needed. Do not complicate things. In casual emails, end the email with a friendly close, and in official emails, sign off with your name and the address where the email is going. That's it!

Formal Email Format Examples

Formal emails are best for communicating in a business, academic, or official setting. They keep a tone that is polite and organized.

1. Request for Assignment Extension

Subject: Request for Extension - [Your Name] - [Assignment Name] - [Course Name]

Email Body:

Dear Professor [Professor's Last Name],

I am writing to respectfully request an extension for the [Assignment Name] assignment in your [Course Name] class. The original due date is [Original Due Date], and I would greatly appreciate it if I could have an extension until [Proposed New Due Date].

[ Briefly explain your reason for needing an extension. Be honest and concise. Examples: unexpected illness, family emergency, significant challenge with the assignment itself. If possible, mention any supporting documentation you can provide if necessary.]

I understand the importance of deadlines and I apologize for any inconvenience this may cause. I am committed to completing this assignment to the best of my ability and believe that a short extension would allow me to submit higher quality work.

Thank you for your understanding and consideration.

Sincerely,

[Your Name]
[Your Student ID]

2. Informing About a Missed Class

Subject: Absence from [Course Name] - [Your Name] - [Date]

Email Body:

Dear Professor [Professor's Last Name],

Please accept this email as notification that I was unable to attend your [Course Name] class on [Date] due to [ Briefly state your reason for absence. Examples: illness, scheduled appointment, emergency situation].

I understand the importance of attending all classes and I apologize for missing valuable instruction. I will reach out to a classmate to get notes and any important announcements from the class. Could you please let me know if there were any specific assignments or materials I need to catch up on?

Thank you for your understanding.

Sincerely,

[Your Name]
[Your Student ID]

3. Email on Seeking Information Regarding Course Details

Subject: Inquiry about [Course Name] - [Course Code] - Course Details

Email Body:

Dear Professor [Professor's Last Name] or [Course Coordinator Name],

I am writing to inquire about some details regarding the [Course Name] course, [Course Code]. I am interested in [State your reason for inquiry. Examples: enrolling in the course, learning more about the course before registration, understanding the course requirements].

Could you please provide me with more information on the following:

Thank you for your time and assistance. I look forward to hearing from you soon.

Sincerely,

[Your Name]
[Your Student ID or Affiliation if applicable]

• [Specific question 1. Example: the course syllabus]
• [Specific question 2. Example: required textbook]
• [Specific question 3. Example: typical workload per week]
• [Optional: Add any other specific questions you have.]

4. Email on Introducing a New Employee to Your Team

Subject: Welcome [New Employee Name] to the Team!

Email Body:

Hi Team,

I am thrilled to introduce our newest team member, [New Employee Name]! [He/She/They] are joining us as our new [New Employee Job Title] and will be [ Briefly describe their responsibilities or team they will be working with].

[ Briefly share something interesting or relevant about the new employee. Examples: [He/She/They] bring[s] a wealth of experience in..., [He/She/They] are passionate about..., [He/She/They] recently moved from...].

Please join me in giving [New Employee Name] a warm welcome to [Team Name/Company Name]. [New Employee Name], we are all excited to have you on board and look forward to working with you!

[Optional: Mention when they officially start and where they will be located. Example: [New Employee Name]'s first day is [Start Date], and [he/she/they] will be based in [Location/Team]].

Best regards,

[Your Name]
[Your Job Title]

5. Email on Official Intimation of Your Resignation

Subject: Resignation - [Your Name]

Email Body:

Dear [Manager's Name],

Please accept this email as formal notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Your Last Day of Employment].

Thank you for the opportunity to work at [Company Name] for the past [Number] [Years/Months]. I have learned and grown significantly during my time here, and I appreciate the experiences and opportunities I have been given.

[Optional: Briefly mention something positive about your experience. Example: I have particularly enjoyed..., I am grateful for the support I received from..., I value the skills I developed while working here].

To ensure a smooth transition, I am happy to assist in any way possible during my remaining time here. Please let me know how I can be of help in handing over my responsibilities.

I wish you and [Company Name] all the best for the future.

Sincerely,

[Your Name]

6. Email Informing Your Employees about the Change in Work Timings

Subject: Important: Change in Work Timings Effective [Date]

Email Body:

Dear Employees,

This email is to inform you of a change in our work timings, effective [Date].

Our new work timings will be [Start Time] to [End Time], [Mention days of the week if applicable. Example: Monday to Friday]. Our previous timings were [Previous Start Time] to [Previous End Time].

[ Briefly explain the reason for the change in work timings. Examples: To better align with client schedules, To improve team collaboration, Based on employee feedback, For operational efficiency].

We understand that changes in work schedules can require adjustments, and we appreciate your flexibility and understanding in this matter. If you have any questions or concerns, please do not hesitate to reach out to [HR Department/Your Manager].

Sincerely,

[Your Name]
[Your Job Title/Company Management]

Informal Email Format Examples

Informal emails are suitable for friends, close colleagues, or situations where a relaxed tone is appropriate.

7. Email Expressing Your Appreciation

Subject: Thank You - [Reason for Appreciation - Optional]

Email Body:

Dear [Recipient Name],

I am writing to express my sincere appreciation for [Specifically mention what you are thankful for. Be detailed and genuine. Examples: your help with the project, your guidance this semester, the opportunity to work on this team, your support].

[Optional: Add a sentence or two about the positive impact of their action. Example: Your advice was particularly helpful in overcoming the challenge I faced with..., Your mentorship has significantly improved my understanding of..., This opportunity has been invaluable for my career development].

Thank you again for your [kindness/help/support/guidance]. I truly value [your assistance/your time/your contribution].

Sincerely,

[Your Name]

8. Email about Your Trip

Subject: Sharing my Trip to [Location]!

Email Body:

Hi everyone,

I wanted to share some highlights from my recent trip to [Location]! I just returned from [Number] days in [Location] and had an amazing time.

[Share a few details about your trip. You can include:]

It was a truly [Positive adjective describing your trip - e.g., wonderful, unforgettable, relaxing, adventurous] experience. I'm happy to share more details if you're interested, just ask!

Best,

[Your Name]

• [Mention 1-2 highlights or favorite experiences. Example: Exploring the ancient ruins, Trying the local cuisine, Hiking in the mountains, Relaxing on the beach]
• [Share a brief anecdote or interesting moment. Example: I got to see ..., One funny thing that happened was..., The most memorable part was...]
• [Optional: Mention if you have photos to share or if you recommend visiting. Example: I took tons of photos and would be happy to share them if anyone is interested! I highly recommend visiting if you ever get the chance!]

9. Email Reconnecting with an Old Friend

Subject: Catching Up - Long Time No See!

Email Body:

Hi [Friend's Name],

It's been a while! I was just thinking about you recently and wanted to reach out and see how you are doing. It feels like ages since we last [Mention a shared memory or last time you connected. Example: grabbed coffee, worked together, were in school together].

How have you been? What have you been up to lately? I'd love to hear what's new in your life.

[ Briefly share something about yourself - just a sentence or two. Example: On my end, I've been busy with..., I recently started..., I'm still working at...].

If you're free, I'd love to [Suggest a way to reconnect. Example: catch up for coffee/lunch sometime, hop on a quick call, connect on social media if you aren't already].

Hope to hear from you soon!

Best,

[Your Name]

Conclusion

Since the beginning of digital communication, email has been the most popular and formal method of exchange. This formality, of course, comes with certain rules in email correspondence.

Keep your subject lines brief and on point. It should convey the topic of the email right away. Good subject lines can be:

About the Summer Holiday Exams

Documents on Today’s Meeting

And when it comes to the body of the email, you need to preserve a certain tone and professionalism. Including titles in your greeting shows that you respect the recipient, and it's almost always a good idea to include one if you only have a professional relationship and the recipient is your superior, like a manager or professor.

Dear Dr. Guler

Dear Mr. Guler

The email format will never leave you in your life. You'll use them in school, work, your correspondence with your lawyer, bank, government—everywhere. Knowing the email format will save your life, as you won't always have the time to look for the right email writing format. It may seem much to digest at first, but you'll get used to it after a few emails.