Writing Formal Mails

Conventions of Mails and Sample Mails

Suppose you want to give a birthday party. You want to invite some of your college friends, your colleagues and some of your senior in the office. Suppose you are writing an email to them to invite them.  Is the email writing format the same for all persons? Can you use the same language and wordings in the different email writing format? In this section, we will learn about email writing format. We will also get ourselves familiar with the different types of emails.

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Email Writing

Email stands for electronic mail. It is the easiest and the cheapest way of communication. It is used in formal, semi-formal as well as an informal way of expression or writing.

Browse more Topics under Writing Formal Mails

Categories of Email Writing

Emails are of three types

  • Semi-Formal email
  • Formal email
  • Informal email

Email Writing Format

The email writing format is the same for each of the categories. Though the choice of words and language differ depending upon the type of email. One can use friendly and casual language in informal emails. The language used in formal emails should be professional, clear, and formal. The email writing format is

email writing format

Let us discuss each type of email writing format.

A Sample of Informal Email Writing Format

An email written for any friends, family members or relatives comes under this category. Use of polite, friendly and casual words along with proper greetings and closings are some of the rules of the informal emails.


Suppose you have to write an email to your friend inviting him or her to your birthday party.



Subject: Invitation to a birthday party


Hope this mail finds you in the best of your time. I am very happy to invite you to my birthday party on Nov 03 at ABC Hotel from 7:00 pm to 10:00 pm. The theme of the birthday party is ‘Pirate of the Caribbean”.

It would be great if you come and join us at the party. We will have a great time and fun together.

See You Soon


A Sample of Semi-formal Email Writing Format

An email written for any teammates or colleague is the semi-formal email. One can use friendly language but have to maintain the limit and the decency. The length, proper greetings and closing and clarity are some of the rules of the semi-formal emails.


Writing a letter to inform your classmates regarding intra-college quiz competition.



Subject: Intra-college Quiz Competition.

Hello Everyone!

This is to inform you guys that an intra-college quiz competition is going to be held in our college on Nov 25 from 11:30 am in Hall – 01.

Everyone is therefore asked to take part in the competition so that our department can win.

For further queries, feel free to contact me.



(Class Representative)

A Sample of Formal Email Writing Format

An email written for business communication or professional use comes under this category. The email written for any government department, school authority, company or any officers are the formal emails. Use of polite and formal words, the reason for writing mail, clarity, proper greeting and closing are some of the rules of the formal email.


A mail for resignation.



Subject: Resignation Letter

Dear Sir,

Please accept this mail as a notice that I am leaving my position with this organization. As per the norm of the company I’ve to give a month notice before resigning. I hope you will get a good replacement for me within this time period.

I really appreciate the opportunities that I have been given to me to help me grow. Wish you and the company the best in the future.

Please let me know what to expect as far as my final work schedule and the employee benefits. Please let me know in case of any assistance for the above.

Kindly look into the matter.

Thanks and Regards


(Project Head)

Solved Examples on Email Writing Format

Problem: What does the opening part of the formal mail contain?

  1. Inquiry about the weather in the city
  2. The health condition of the recipient
  3. Inform the recipient about the reason for writing the mail
  4. None of the above

Solution: 3. Inform the recipient about the reason for writing the mail.


Problem: In an informal letter you should

  1. Ignore grammar
  2. Ignore punctuation
  3. Write clear and readable in simple English
  4. None of the above

Solution: 3. Write clear and readable in simple English.

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