Email Writing | English Grammar Class 7 PDF Download

E-mail or electronic mail is a store and forward method of composing, sending, storing and receiving messages over electronic communication systems. It is the most preferred mode of communication these days as it is fast, inexpensive and time saving.

Guidelines for an E-Mail Writing format

• Always fill in the subject line with a topic that gives a clue about the content.
• Put your main point in the opening sentence.
• Never begin a message with a vague ‘This’—as in “This needs to be done by 5:00.” Always specify what you’re writing about.
• The content should not be typed in all capital letters (no shouting!) or all lower-case letters, either.
• Textspeak should be avoided, (no acronyms or abbreviations)
• Proof read and edit the message before sending.
• Be brief and polite. If your message runs longer than two or three short paragraphs, then, either the message should be reduced or an attachment should be made.

Important Points for an E-Mail

• While writing an e-mail, the first column that has to be filled is ‘To’. Here, the e-mail ‘ address of the receiver is written.
• In the ‘Cc’and ‘Bcc’ column the e-mail addresses of any other persons to whom e-mail has to be sent, is written. However, if e-mail has to be sent to one person only then the ‘Cc’ and ‘Bcc’ columns are to be ignored.
• In the subject column, a clue to the content is written. It need not be a complete sentence.
• However, it should be brief.
• Salutation includes the first name of the receiver in case of an informal message and ‘Dear Sir/Madam’, in case of a formal message.
• The body should start with a pleasant opening statement or a greeting. The message written should be clear and polite. Words like ‘Please’ and ‘Thanh you’ should be used. Each main idea should be in a separate paragraph. Complete sentences should be used. (SMS language should be avoided)
• The main content should not be more than 2 or 3 paragraphs. If it is too big, then attachments can be made.
• After proofreading the letter, it can be sent by hitting the send button.

Solved Questions

Q.1. You are the manager of Nova Skyscraper Construction Pvt Ltd. You have received a complaint regarding the malfunctioning of an escalator, provided by your company. Write an e-mail in reply to the complaint.

To : kriti001@gmail.com
Cc :
Bcc :
Subject Reopening of faulty escalator
Dear Ms Kriti Sachdeva,
I am writing to follow up on our discussion last Wednesday. As you requested, I filed a work order with the facilities department regarding the damage to the ascending escalator you reported. An examination of the escalator found that there was a shoelace caught in the gears. Said shoelace has since been removed and the escalator was tested extensively to ensure this would not happen again. I am pleased to report that the tests were passed without any other problem and the escalator has been reopened. Thank you for bringing this issue to our attention. Please continue to inform us should you have any other problems in our facilities.
Sincerely, Mayank Ahuja
Property Manager
Nova Skyscraper Construction
Cell- 9213432178
Email- ahujamayank@yahoo.co.in

Q.2. You had gone for a vacation to Manali and stayed in the ‘Grand Hotel’. When you returned you realised that your son had brought some things from the hotel without your knowledge. Write an e-mail, apologising for your son’s actions.

To : hrmanager@gmail.com
Cc :
Bcc :
Subject Return of alarm clock to your hotel
To whom it may concern:
I am Rajeev Bansal. I stayed at your hotel with my family from 8th -12th March, 2014. We had a lovely stay, but I recently learned that my six-year-old son took the alarm clock from our hotel room (Number 1065), with him when we left.
I apologise for my son’s actions. I would like to know what address I should send the alarm clock back to.
Sincerely, Rajeev Bansal
xxxxxxxxxxxxx
e-mail :rjbansal@hotmail.com

Q.3. You are the Administrative Assistant of‘Net Office Solutions’. Write an e-mail to your boss regarding a meeting that has been fixed with different business houses to select the best internet offer for your company.

To : Jamesflyer@yahoo .com
Cc :
Bcc :
Subject Meeting about new internet service provider
Mr Alok Jain,
I have been researching our choices for internet providers over the past week and I wanted to update you on my progress. We have two options: HC Cable and Toll South. Both offer business plans and I will go over the pricing of each plan at the meeting on Tuesday. Both of the options I listed have comparable speed and data usage offerings as well. I called your personal provider, Go Satellite, but they did not have any business offerings. They primarily do residential internet service.
I will talk to Mr Vijay and Ms Samta in IT about these options and get their suggestions. I will also send out meeting requests to everyone, including Mr Mehta in operations. If you have any questions prior to the meeting, please let me know.
Respectfully, Tina Makhija
Administrative Assistant
Net Office Solutions
9999654786

Q.4. Your friend wastes a lot of time on the internet visiting sites that are related to horoscopes and numerology. Write an e-mail advising him not to do so.

To : vinaymehta@hotmail.com
Cc :
Bcc :
Subject Time is precious
Vinay,
Now that we are in the 12th standard, we should be devoting more time to studies rather than wasting our time on internet. You informed me that you were doing research work on horoscope, sun signs and numerology. As a well-wisher and good friend, I want to advise you to become serious in studies as our time is very precious. Hard work done now will push us towards a good future. It is very difficult to get admission in good colleges these days. So friend, devote your precious time to studies, which will also pay you in future.
I hope you will take my advice in good spirit and start serious study as soon as possible.
Good Luck!
Your friend
Vaibhav
9891546321
e-mail: vaibhav56@gmail.com

Q.5. You have to book a room for your family for 5 days stay in Goa on the occasion of New Year. Write an e-mail to the manager of a hotel in Goa to book a room for you and your family. Give all the necessary details.

To : managerseawoods@hotmail.com
Cc :
Bcc :
Subject: Booking accommodation
Dear Sir/ Madam,
I would like you to reserve a deluxe room in your hotel for me and my wife from 29th December to 3rd January, 2015. We will arrive on 29th December, 2014 at 5 : 30 AM. Charges will be paid through my credit card for whatever initial deposite required. Please include any discounts that you offer to early birds.
Credit card number : 2129 8256 4101    7212
Name : Arun Yadav
Expiry date : 03/2016
Looking forward to e-mail regarding confirmation of my reservation.
Thank you
Arun Yadav; Mobile- 9899567321
e-mail- arun41@gmail.com