Writing Formal Mails | Business Correspondence and Reporting (Old Scheme) - CA Foundation PDF Download

 Page 1


1. Understand the basics of mail writing.
2. Comprehend the format of Email writing.
3. Use appropriate language and style for writing mails.
4. Compose a clear eective e-mail.
w Identify dierence between informal, semi formal and formal Emails.
w Understand format of Email.
w State your purpose of writing the mail clearly.
w Follow etiquettes of Email writing.
w Use appropriate language and style.
w Organise content logically and systematically.
w Practice writing dierent types of reports.
11
CHAPTER
WRITING FORMAL MAILS  
GOALS
LEARNING OBJECTIVES
  INTRODUCTION
There has a revolution in the manner and method of communication in the last few decades. The internet 
has made instantaneous communication a part of everyday life. Writing and posting letters is no longer 
a viable option. The most common and preferred method of informal and formal communication in 
the modern world, is the Email (electronic mail). An email can be used as an inter-oce or internal 
written communication tool or it can be sent to someone outside the company or institution However, 
there are dierences in language and style used in an informal, semi- formal and formal mail.
Informal mails: They are sent to friends and relatives. There are no rules to be followed. You can use a 
casual/ informal language (slangs/ abbreviations can be used). No particular style of writing is required to 
be followed. However, the purpose of the mail and message should be clear to the recipient.
Semi- Formal mails: These are addressed to colleagues functioning within a team and at the same 
seniority level. The Email can be brief and the language can be casual and friendly. But maintaining 
decorum is essential and the purpose of the mail and message should be clear to the recipient/ 
recipients.
Page 2


1. Understand the basics of mail writing.
2. Comprehend the format of Email writing.
3. Use appropriate language and style for writing mails.
4. Compose a clear eective e-mail.
w Identify dierence between informal, semi formal and formal Emails.
w Understand format of Email.
w State your purpose of writing the mail clearly.
w Follow etiquettes of Email writing.
w Use appropriate language and style.
w Organise content logically and systematically.
w Practice writing dierent types of reports.
11
CHAPTER
WRITING FORMAL MAILS  
GOALS
LEARNING OBJECTIVES
  INTRODUCTION
There has a revolution in the manner and method of communication in the last few decades. The internet 
has made instantaneous communication a part of everyday life. Writing and posting letters is no longer 
a viable option. The most common and preferred method of informal and formal communication in 
the modern world, is the Email (electronic mail). An email can be used as an inter-oce or internal 
written communication tool or it can be sent to someone outside the company or institution However, 
there are dierences in language and style used in an informal, semi- formal and formal mail.
Informal mails: They are sent to friends and relatives. There are no rules to be followed. You can use a 
casual/ informal language (slangs/ abbreviations can be used). No particular style of writing is required to 
be followed. However, the purpose of the mail and message should be clear to the recipient.
Semi- Formal mails: These are addressed to colleagues functioning within a team and at the same 
seniority level. The Email can be brief and the language can be casual and friendly. But maintaining 
decorum is essential and the purpose of the mail and message should be clear to the recipient/ 
recipients.
11.2
WRITING FORMAL MAILS 
Formal mails: They are addressed to people within and outside the organisation. Therefore, the style 
and language should be formal, the purpose clear and content lucid and precise. Follow all etiquettes of 
formal communication.
Format: 
From: Name of person sending the mail.
To: Name of recipient
Cc: Carbon copy-the same mail being sent to other individuals with their email Ids visible to all in the group 
Bcc: Blank carbon copy – the names and email IDs of the Bcc receivers is not visible to the recipient of the mail, but 
his/her ID is visible to the Bcc receivers.
Subject: state it clearly and concisely
Salutation: Dear Sir/ Madam/ Dear Mr. Gupta/ Hi Kapil (if you know the receiver well), Hi all (if addressed to a 
group of people)
Main body: contains main content of the mail
a) Opening paragraph should outline the main idea/ reason for the mail
b) Following paragraphs give relevant details. 
Closing: make a concluding statement/ suggestion
a) Recommendations to address the issue or problem
b) Suggestions on the timeline for resolving the issue and delegating responsibility to selected individuals. 
Attachments: give a list of documents attached
Signature Line: includes signature, name and designation of sender. It may include email address and telephone 
number for convenience of recipient.
Writing an eective and an appropriate Email:
1. Be clear about the purpose of writing the Email.
2. Make points about information that needs to be included in it.
3. Your tone and language should be suitable for the intended recipients.
4.  Use your ocial id for all work related mails.
5. Use an appropriate salutation.
6. Keep the mail short and simple. Nobody has the time to read lengthy, confusing and complicated 
mails.
7. Use short sentences to convey your message clearly and concisely. 
8. State the subject/ main purpose of writing the mail clearly in the opening paragraph.
9. Use separate paragraphs for stating dierent points.
10. Include pie charts, graphs, ow charts etc. to present information and bring lucidity to the content of 
your mail.
Page 3


1. Understand the basics of mail writing.
2. Comprehend the format of Email writing.
3. Use appropriate language and style for writing mails.
4. Compose a clear eective e-mail.
w Identify dierence between informal, semi formal and formal Emails.
w Understand format of Email.
w State your purpose of writing the mail clearly.
w Follow etiquettes of Email writing.
w Use appropriate language and style.
w Organise content logically and systematically.
w Practice writing dierent types of reports.
11
CHAPTER
WRITING FORMAL MAILS  
GOALS
LEARNING OBJECTIVES
  INTRODUCTION
There has a revolution in the manner and method of communication in the last few decades. The internet 
has made instantaneous communication a part of everyday life. Writing and posting letters is no longer 
a viable option. The most common and preferred method of informal and formal communication in 
the modern world, is the Email (electronic mail). An email can be used as an inter-oce or internal 
written communication tool or it can be sent to someone outside the company or institution However, 
there are dierences in language and style used in an informal, semi- formal and formal mail.
Informal mails: They are sent to friends and relatives. There are no rules to be followed. You can use a 
casual/ informal language (slangs/ abbreviations can be used). No particular style of writing is required to 
be followed. However, the purpose of the mail and message should be clear to the recipient.
Semi- Formal mails: These are addressed to colleagues functioning within a team and at the same 
seniority level. The Email can be brief and the language can be casual and friendly. But maintaining 
decorum is essential and the purpose of the mail and message should be clear to the recipient/ 
recipients.
11.2
WRITING FORMAL MAILS 
Formal mails: They are addressed to people within and outside the organisation. Therefore, the style 
and language should be formal, the purpose clear and content lucid and precise. Follow all etiquettes of 
formal communication.
Format: 
From: Name of person sending the mail.
To: Name of recipient
Cc: Carbon copy-the same mail being sent to other individuals with their email Ids visible to all in the group 
Bcc: Blank carbon copy – the names and email IDs of the Bcc receivers is not visible to the recipient of the mail, but 
his/her ID is visible to the Bcc receivers.
Subject: state it clearly and concisely
Salutation: Dear Sir/ Madam/ Dear Mr. Gupta/ Hi Kapil (if you know the receiver well), Hi all (if addressed to a 
group of people)
Main body: contains main content of the mail
a) Opening paragraph should outline the main idea/ reason for the mail
b) Following paragraphs give relevant details. 
Closing: make a concluding statement/ suggestion
a) Recommendations to address the issue or problem
b) Suggestions on the timeline for resolving the issue and delegating responsibility to selected individuals. 
Attachments: give a list of documents attached
Signature Line: includes signature, name and designation of sender. It may include email address and telephone 
number for convenience of recipient.
Writing an eective and an appropriate Email:
1. Be clear about the purpose of writing the Email.
2. Make points about information that needs to be included in it.
3. Your tone and language should be suitable for the intended recipients.
4.  Use your ocial id for all work related mails.
5. Use an appropriate salutation.
6. Keep the mail short and simple. Nobody has the time to read lengthy, confusing and complicated 
mails.
7. Use short sentences to convey your message clearly and concisely. 
8. State the subject/ main purpose of writing the mail clearly in the opening paragraph.
9. Use separate paragraphs for stating dierent points.
10. Include pie charts, graphs, ow charts etc. to present information and bring lucidity to the content of 
your mail.
11.3
BUSINESS CORRESPONDENCE AND REPORTING
11. The content of the mail should be logically and systematically organized. 
12. Do not write the entire mail in capital letters. It is like shouting at the top of your voice. Capital letters 
can be utilized to highlight certain points but should be used judiciously.
13. Highlight/ underline the key points so that the reader can skim through the mail and get an idea of 
the content.
14. Take special care of the tone of the mail. Since all you write goes on record, make sure that your tone 
is pleasant and reects truly what you wish to state.
15. Ensure you are polite at all times whatever the provocation.
16. Proof read your mail before you send it. Check for grammatical, spelling and punctuation errors. 
A mail full of errors it communicates that you are sloppy or that you do not pay attention to detail. 
Besides, errors may change the meaning of the mail.
17. When framing a reply to a received mail, ensure you answer the queries or requests in it.
18. Do not use slang, incomprehensible abbreviations and SMS language in your mails. They make it 
dicult to follow and give the impression to the reader that you are too casual in your approach.
Emails are eective means of communication when:
1. You need to send information to, or contact a large group of people.
2. You wish to send someone an electronic le, bulky documents or detailed information about any 
project/ course/ product.
3. It also makes it easier to contact people who are otherwise not approachable due to distances, busy 
schedules, diering time zones etc.
4. You require daily communication on varied matters in an organization.
5. You need a written record of the communication. It is imperative that important e-mails are saved 
for reference to what someone said in an earlier message, to provide proof (for example, proof that you 
have sent the Jeans consignment and have received a conrmation of the same), or review the content 
of an important meeting, deadline, memo.
Emails are inappropriate means of communication when:
1. If the issue is complicated and involves repeated lengthy discussions, it is better to arrange a 
meeting with the concerned person/ party.
2. The information is condential and of sensitive nature. Your mail can be forwarded to others without 
your knowledge. All your electronic communication is stored in the server even after you have deleted 
it. This can be accessed and misused by anyone.
3. Do not write a mail when you are emotional--distressed, upset, overjoyed or excited about something. 
You may use words which can alter the tone of the message and this can be misunderstood by the 
recipient. Besides, do not write anything in a mail which you cannot say to a person in a face-to-face 
conversation.
Page 4


1. Understand the basics of mail writing.
2. Comprehend the format of Email writing.
3. Use appropriate language and style for writing mails.
4. Compose a clear eective e-mail.
w Identify dierence between informal, semi formal and formal Emails.
w Understand format of Email.
w State your purpose of writing the mail clearly.
w Follow etiquettes of Email writing.
w Use appropriate language and style.
w Organise content logically and systematically.
w Practice writing dierent types of reports.
11
CHAPTER
WRITING FORMAL MAILS  
GOALS
LEARNING OBJECTIVES
  INTRODUCTION
There has a revolution in the manner and method of communication in the last few decades. The internet 
has made instantaneous communication a part of everyday life. Writing and posting letters is no longer 
a viable option. The most common and preferred method of informal and formal communication in 
the modern world, is the Email (electronic mail). An email can be used as an inter-oce or internal 
written communication tool or it can be sent to someone outside the company or institution However, 
there are dierences in language and style used in an informal, semi- formal and formal mail.
Informal mails: They are sent to friends and relatives. There are no rules to be followed. You can use a 
casual/ informal language (slangs/ abbreviations can be used). No particular style of writing is required to 
be followed. However, the purpose of the mail and message should be clear to the recipient.
Semi- Formal mails: These are addressed to colleagues functioning within a team and at the same 
seniority level. The Email can be brief and the language can be casual and friendly. But maintaining 
decorum is essential and the purpose of the mail and message should be clear to the recipient/ 
recipients.
11.2
WRITING FORMAL MAILS 
Formal mails: They are addressed to people within and outside the organisation. Therefore, the style 
and language should be formal, the purpose clear and content lucid and precise. Follow all etiquettes of 
formal communication.
Format: 
From: Name of person sending the mail.
To: Name of recipient
Cc: Carbon copy-the same mail being sent to other individuals with their email Ids visible to all in the group 
Bcc: Blank carbon copy – the names and email IDs of the Bcc receivers is not visible to the recipient of the mail, but 
his/her ID is visible to the Bcc receivers.
Subject: state it clearly and concisely
Salutation: Dear Sir/ Madam/ Dear Mr. Gupta/ Hi Kapil (if you know the receiver well), Hi all (if addressed to a 
group of people)
Main body: contains main content of the mail
a) Opening paragraph should outline the main idea/ reason for the mail
b) Following paragraphs give relevant details. 
Closing: make a concluding statement/ suggestion
a) Recommendations to address the issue or problem
b) Suggestions on the timeline for resolving the issue and delegating responsibility to selected individuals. 
Attachments: give a list of documents attached
Signature Line: includes signature, name and designation of sender. It may include email address and telephone 
number for convenience of recipient.
Writing an eective and an appropriate Email:
1. Be clear about the purpose of writing the Email.
2. Make points about information that needs to be included in it.
3. Your tone and language should be suitable for the intended recipients.
4.  Use your ocial id for all work related mails.
5. Use an appropriate salutation.
6. Keep the mail short and simple. Nobody has the time to read lengthy, confusing and complicated 
mails.
7. Use short sentences to convey your message clearly and concisely. 
8. State the subject/ main purpose of writing the mail clearly in the opening paragraph.
9. Use separate paragraphs for stating dierent points.
10. Include pie charts, graphs, ow charts etc. to present information and bring lucidity to the content of 
your mail.
11.3
BUSINESS CORRESPONDENCE AND REPORTING
11. The content of the mail should be logically and systematically organized. 
12. Do not write the entire mail in capital letters. It is like shouting at the top of your voice. Capital letters 
can be utilized to highlight certain points but should be used judiciously.
13. Highlight/ underline the key points so that the reader can skim through the mail and get an idea of 
the content.
14. Take special care of the tone of the mail. Since all you write goes on record, make sure that your tone 
is pleasant and reects truly what you wish to state.
15. Ensure you are polite at all times whatever the provocation.
16. Proof read your mail before you send it. Check for grammatical, spelling and punctuation errors. 
A mail full of errors it communicates that you are sloppy or that you do not pay attention to detail. 
Besides, errors may change the meaning of the mail.
17. When framing a reply to a received mail, ensure you answer the queries or requests in it.
18. Do not use slang, incomprehensible abbreviations and SMS language in your mails. They make it 
dicult to follow and give the impression to the reader that you are too casual in your approach.
Emails are eective means of communication when:
1. You need to send information to, or contact a large group of people.
2. You wish to send someone an electronic le, bulky documents or detailed information about any 
project/ course/ product.
3. It also makes it easier to contact people who are otherwise not approachable due to distances, busy 
schedules, diering time zones etc.
4. You require daily communication on varied matters in an organization.
5. You need a written record of the communication. It is imperative that important e-mails are saved 
for reference to what someone said in an earlier message, to provide proof (for example, proof that you 
have sent the Jeans consignment and have received a conrmation of the same), or review the content 
of an important meeting, deadline, memo.
Emails are inappropriate means of communication when:
1. If the issue is complicated and involves repeated lengthy discussions, it is better to arrange a 
meeting with the concerned person/ party.
2. The information is condential and of sensitive nature. Your mail can be forwarded to others without 
your knowledge. All your electronic communication is stored in the server even after you have deleted 
it. This can be accessed and misused by anyone.
3. Do not write a mail when you are emotional--distressed, upset, overjoyed or excited about something. 
You may use words which can alter the tone of the message and this can be misunderstood by the 
recipient. Besides, do not write anything in a mail which you cannot say to a person in a face-to-face 
conversation.
11.4
WRITING FORMAL MAILS 
Sample Mails:
The following are some examples of informal, semi formal and formal mails.
1. .Amit Suri, has recently been promoted to the post of Senior Manager in Hindalco Industries. He receives 
a congratulatory mail from his sister, his colleague and his General Manager.
a) To: Amit Suri
CC/BCC: 
Subject: CONGRATULATIONS!!
Hi Amit,
 We just got the SUPER news of your promotion. I am sooo excited and thrilled. A big party is due 
from you and, of course, gifts for your loving sis. 
 Mom and Dad too are overjoyed. They are very proud their hardworking son. They send you their 
love and blessings.
 We are all looking forward to your visit home so that we can have a grand celebratory party.
Yours aectionately,
Jyoti
b) To: Amit Suri
CC/BCC: 
Subj
ect: Congratulations on Your Promotion
Hi Amit,
 I just got to hear of your promotion to the post of Senior Manager. Please accept my heartiest 
congratulations.
 Your hard work and dedication have been rewarded. You surely deserve the recognition and 
responsibility of the position. All team members are elated that you have been selected from our 
team (out of the members of ten teams.)
 We are surely looking forward to a party from you at your earliest convenience.
Regards,
Sumit Choudhary
(Team member) 
c) To: Amit Suri
CC/BCC: 
 Subject: Promotion to the Post of Senior Manager
 Dear Amit Suri,
 I am pleased to apprise you of your promotion to the post of a Senior Manager in the Production 
Department.
Page 5


1. Understand the basics of mail writing.
2. Comprehend the format of Email writing.
3. Use appropriate language and style for writing mails.
4. Compose a clear eective e-mail.
w Identify dierence between informal, semi formal and formal Emails.
w Understand format of Email.
w State your purpose of writing the mail clearly.
w Follow etiquettes of Email writing.
w Use appropriate language and style.
w Organise content logically and systematically.
w Practice writing dierent types of reports.
11
CHAPTER
WRITING FORMAL MAILS  
GOALS
LEARNING OBJECTIVES
  INTRODUCTION
There has a revolution in the manner and method of communication in the last few decades. The internet 
has made instantaneous communication a part of everyday life. Writing and posting letters is no longer 
a viable option. The most common and preferred method of informal and formal communication in 
the modern world, is the Email (electronic mail). An email can be used as an inter-oce or internal 
written communication tool or it can be sent to someone outside the company or institution However, 
there are dierences in language and style used in an informal, semi- formal and formal mail.
Informal mails: They are sent to friends and relatives. There are no rules to be followed. You can use a 
casual/ informal language (slangs/ abbreviations can be used). No particular style of writing is required to 
be followed. However, the purpose of the mail and message should be clear to the recipient.
Semi- Formal mails: These are addressed to colleagues functioning within a team and at the same 
seniority level. The Email can be brief and the language can be casual and friendly. But maintaining 
decorum is essential and the purpose of the mail and message should be clear to the recipient/ 
recipients.
11.2
WRITING FORMAL MAILS 
Formal mails: They are addressed to people within and outside the organisation. Therefore, the style 
and language should be formal, the purpose clear and content lucid and precise. Follow all etiquettes of 
formal communication.
Format: 
From: Name of person sending the mail.
To: Name of recipient
Cc: Carbon copy-the same mail being sent to other individuals with their email Ids visible to all in the group 
Bcc: Blank carbon copy – the names and email IDs of the Bcc receivers is not visible to the recipient of the mail, but 
his/her ID is visible to the Bcc receivers.
Subject: state it clearly and concisely
Salutation: Dear Sir/ Madam/ Dear Mr. Gupta/ Hi Kapil (if you know the receiver well), Hi all (if addressed to a 
group of people)
Main body: contains main content of the mail
a) Opening paragraph should outline the main idea/ reason for the mail
b) Following paragraphs give relevant details. 
Closing: make a concluding statement/ suggestion
a) Recommendations to address the issue or problem
b) Suggestions on the timeline for resolving the issue and delegating responsibility to selected individuals. 
Attachments: give a list of documents attached
Signature Line: includes signature, name and designation of sender. It may include email address and telephone 
number for convenience of recipient.
Writing an eective and an appropriate Email:
1. Be clear about the purpose of writing the Email.
2. Make points about information that needs to be included in it.
3. Your tone and language should be suitable for the intended recipients.
4.  Use your ocial id for all work related mails.
5. Use an appropriate salutation.
6. Keep the mail short and simple. Nobody has the time to read lengthy, confusing and complicated 
mails.
7. Use short sentences to convey your message clearly and concisely. 
8. State the subject/ main purpose of writing the mail clearly in the opening paragraph.
9. Use separate paragraphs for stating dierent points.
10. Include pie charts, graphs, ow charts etc. to present information and bring lucidity to the content of 
your mail.
11.3
BUSINESS CORRESPONDENCE AND REPORTING
11. The content of the mail should be logically and systematically organized. 
12. Do not write the entire mail in capital letters. It is like shouting at the top of your voice. Capital letters 
can be utilized to highlight certain points but should be used judiciously.
13. Highlight/ underline the key points so that the reader can skim through the mail and get an idea of 
the content.
14. Take special care of the tone of the mail. Since all you write goes on record, make sure that your tone 
is pleasant and reects truly what you wish to state.
15. Ensure you are polite at all times whatever the provocation.
16. Proof read your mail before you send it. Check for grammatical, spelling and punctuation errors. 
A mail full of errors it communicates that you are sloppy or that you do not pay attention to detail. 
Besides, errors may change the meaning of the mail.
17. When framing a reply to a received mail, ensure you answer the queries or requests in it.
18. Do not use slang, incomprehensible abbreviations and SMS language in your mails. They make it 
dicult to follow and give the impression to the reader that you are too casual in your approach.
Emails are eective means of communication when:
1. You need to send information to, or contact a large group of people.
2. You wish to send someone an electronic le, bulky documents or detailed information about any 
project/ course/ product.
3. It also makes it easier to contact people who are otherwise not approachable due to distances, busy 
schedules, diering time zones etc.
4. You require daily communication on varied matters in an organization.
5. You need a written record of the communication. It is imperative that important e-mails are saved 
for reference to what someone said in an earlier message, to provide proof (for example, proof that you 
have sent the Jeans consignment and have received a conrmation of the same), or review the content 
of an important meeting, deadline, memo.
Emails are inappropriate means of communication when:
1. If the issue is complicated and involves repeated lengthy discussions, it is better to arrange a 
meeting with the concerned person/ party.
2. The information is condential and of sensitive nature. Your mail can be forwarded to others without 
your knowledge. All your electronic communication is stored in the server even after you have deleted 
it. This can be accessed and misused by anyone.
3. Do not write a mail when you are emotional--distressed, upset, overjoyed or excited about something. 
You may use words which can alter the tone of the message and this can be misunderstood by the 
recipient. Besides, do not write anything in a mail which you cannot say to a person in a face-to-face 
conversation.
11.4
WRITING FORMAL MAILS 
Sample Mails:
The following are some examples of informal, semi formal and formal mails.
1. .Amit Suri, has recently been promoted to the post of Senior Manager in Hindalco Industries. He receives 
a congratulatory mail from his sister, his colleague and his General Manager.
a) To: Amit Suri
CC/BCC: 
Subject: CONGRATULATIONS!!
Hi Amit,
 We just got the SUPER news of your promotion. I am sooo excited and thrilled. A big party is due 
from you and, of course, gifts for your loving sis. 
 Mom and Dad too are overjoyed. They are very proud their hardworking son. They send you their 
love and blessings.
 We are all looking forward to your visit home so that we can have a grand celebratory party.
Yours aectionately,
Jyoti
b) To: Amit Suri
CC/BCC: 
Subj
ect: Congratulations on Your Promotion
Hi Amit,
 I just got to hear of your promotion to the post of Senior Manager. Please accept my heartiest 
congratulations.
 Your hard work and dedication have been rewarded. You surely deserve the recognition and 
responsibility of the position. All team members are elated that you have been selected from our 
team (out of the members of ten teams.)
 We are surely looking forward to a party from you at your earliest convenience.
Regards,
Sumit Choudhary
(Team member) 
c) To: Amit Suri
CC/BCC: 
 Subject: Promotion to the Post of Senior Manager
 Dear Amit Suri,
 I am pleased to apprise you of your promotion to the post of a Senior Manager in the Production 
Department.
11.5
BUSINESS CORRESPONDENCE AND REPORTING
You have been with Hindalco Industries for the past seven years and have proved your worth 
time and again. Your dedication, hard work and willingness to take on new initiatives has been 
recognized and appreciated by your seniors
 You have implemented procedures which have improved eciency in your department and been 
recognized for outstanding achievement. 
 Please accept my congratulations on your promotion. 
  Regards,
Prateek Chopra
General Manager
Hindalco Industries 
2. To: Mr. Anil Malhotra
CC/BCC: Mr, Satish Kumar, Mr. Ranjeet Prasad
Subject: Handover of ABC Project
Dear Mr. Malhotra,
This is for your information that I would be discontinuing my services in this organization dated 5th June 
2017. I am mailing to let you know that the project ABC is 70% complete and requires some more eort 
on our behalf in the next one month to wrap it up. As I am on my last week of notice period, I would like 
to hand over the project details to you so that you can take it forward from this juncture.
I have sent the required emails to the client informing them of the change in point of contact. Starting 
2nd June 2017.They would be communicating directly with you. Hence, I am sending the required les 
attached with the mail.
Please get back to me in case you require any clarication regarding the project.
Thanks and Regards,
Sushil Kumar
Project Manager
3. Dierence between a well written and poorly structured mail
Version 1 of Sudha Kumari’s E-mail
Subject: tomorrow
As you know, tomorrow afternoon we’ll are meeting to discuss the status of all the new assignments 
we are preparing for the students for the coming session. Tea will be provided. Be sure to arrive on time 
and bring along the assignments you have been working on —bring plenty copies for everyone. Bring 
everything you have been working on- your calendars, reports, and any important e-mails you have 
sent. Also, I wanted to remind you that your material has to be given to Ms. Ridhima at the reception. If 
she is not at her desk when you stop by, you can e-mail them to her later.
Thanks and Regards,
Sudha Kumari