Writing Formal Mails – CA Foundation, CPT notes, PDF
This article is about Writing Formal Mails- BUSINESS CORRESPONDENCE AND REPORTING for CA foundation CPT students. we also provide PDF file at the end.
What we will study in this chapter:
Self Study Questions
Q.1: What is an e-mail? What are its types?
There has a revolution in the manner and method of communication in the last few decades. The importance of communication cannot be overstated. We can’t preserve and spread knowledge without a way to communicate it.
The internet has made instantaneous communication a part of everyday life. Writing and posting lettersjs no longer a viable option. The most common and preferred method of informal and formal communication in the modem world, is the e-mail (Electronic Mail). An e-mail can be used as an inter-office or internal written communication tool or it can be sent to someone outside the company or institution. Informal mails: An informal e-mail is usually between people who know each other fairly well. There are no rules to be followed. No particular style of writing is required to be followed. However, the purpose of mail and message should be clear to the recipient. Semi-Formal mails: We write semi-formal letters to people that we do not very well. They are usually more polite than informal letters and are written in a neutral style. It is important, when writing this type of letter, to make sure that our writing is neither too formal nor too informal. Formal mails: They are addressed to people within and outside the organisation. If we need to write an e-mail to a teacher, boss, business contact, or other recipient that requires formality. We need to follow few simple guidelines. Keep your message clear and to the point, and follow expectations for style, tone and formatting.
Q.2: How can an effective and appropriate e-mail writing an effective and an appropriate e-mail:
- Set a clear goal or purpose of writing the e-mail.
- Use the Right e-mail Subject Line.
- List your main points that needs to be included in it.
- Write to Your Audience.
- Your tone and language should be suitable for the intended recipients.
- Use your official id for all work related mails.
- Use an appropriate salutation.
- Keep the mail short and simple.
- Use the Best e-mail Opening.
- Use short sentences to convey your message clearly and concisely.
- Make your e-mail Closing Effective.
- Include pie charts, graphs, Flow charts etc. to present information and bring lucidity to the content of your mail.
- Do not write the entire mail in capital letters.
- Highlight/underline the key points.
- Take special care of the tone of the mail.
- Give it a once-over (Proof read your mail before you send it).
- Send it at the Right Time
- Don not use slang and SMS language in your mails.
’ Q.3:.How can e-mails be most effective for communication?
E-mails are effective means of communication when:
E-mail is a form of one-way communication, meaning it does not allow for an immediate exchange of ideas. If you plan to use e-mail as. Your communication tool consider its limitations and your strategy for getting feedback.
E-mail is most effective to:
(a) Provide directional, important and timely information
(b) Share detailed information and data
(c) Ensure there’s a record of your communication
(d) Provide brief status update Do use e-mail to:
- Provide one or multiple audiences with a brief status update in the body of a message
- Deliver a longer message or information as an attachment to your intended receivers.
- Give timely information consistently to a group of receivers.
- When require daily communication on varied matters in an organization.
- When you need a written record of the communication Don’t use e-mail:
- To give bad or negative news.
- To give complex, detailed or lengthy information or instructions
- When the information is confidential and of sensitive nature.
- When there might be content that can’t be understood by written words; to.express feelings.
Q.4: Give an Example of Formal Mail.
Example of formal mail:
A person who has recently been promoted to the post of HR manager to senior HR manager. He receives a congratulatory mail from his Manager.
Subject: Promotion to the Post of senior HR Manager.
Congratulation to you, on the promotion you have gained from the post of HR manager to senior HR manager. We know how difficult it was for you to reach here and how you have longed to achieve it. Your efforts were true because of which this position rightfully belong to you.
We once again congratulate you and hope to see the same dedication in your work and performance. We have high hopes from you and are sure that you won’t let us down. All the very best for your works and projects ahead.
Q.5: Give an Example of Informal Mail?
Example of informal mail:
A cousin writing a mail on hearing the news of a promotion.
Subject: CONGRATULATIONS !!
I am writing this letter to congratulate you on achieving promotion. I am very happy and glad that finally you have received promotion. I know how much efforts you have put in to gain this promotion and I feel you truly deserve.
You should have got this promotion long back but no worries as you have finally received. I wish congratulations and luck for your future life and career and may God always blesS you.
We are all looking forward to your visit home so that we can have a grand celebration party.
Q.6: Give Example of Semi-formal mail.
Example of semi formal mail:
Subject: Congratulations on Your Promotion Hi „
I am writing this letter to extend my hearty congratulations on your promotion.
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.
We are surely looking forward to a party from you at your earliest convenience.
Regards, (Team member)
Q.7: What is an ‘e-mail’? While writing e-mail what specific guidelines need to be followed ? (5 marks)
E-mail : It stands fof electronic-mail. This refers to the electronic transmission of messages, letters, documents and other materials. User of such system can send messages to multiple recipients, read, or save messages, file and forward the same text to other users also.
Extensions to e-mails allow the users to add graphics and sound to messages. Internet, helped the concept to email to grow and / develop, as the organisations find it cost effective than postage or telephonic conversation with the help of e-mail, it is possible to send a message to any part of the world in a matter of few minutes. Guidelines to be followed for writing e-mail are as follows:
- The e-mail address should be typed in correct manner.
- Use of abbreviations should be avoided in making e-mail addresses.
- Avoid writing the address in block letters only.
- Observe e-mail etiquettes.
- While sending e-mail care should be taken to the spellings and grammar of the words used.
- Scan all the attachments received for viruses.
Follow-Up On Job Application Email
I submitted a letter of application and a resume earlier this month for the public relations position advertised in the Spot Light Journal. To date, I have not heard from your office. I would like to confirm receipt of my application and reiterate my interest in the job.
I am very interested in working at XYZ Company and I believe my skills and experience would be,an ideal match for this position. If necessary,
I would be glad to resend my application materials or to provide any further information you might need regarding my candidacy. I can be reached at (555) 555-5555 or firstname.lastname@example.org. I look forward to hearing from you. Thank you for your consideration.
Appointment Confirmation Email
Subject: Scheduled Appointment with CLIENT FULL NAME @ COMPANY NAME
Dear LEAD FIRST NAME,
Thank you for taking the time to talk with me. CLIENT will visit you on Friday, August 2, 2013 @ 6PM to preview your property 123 Street Name, City, NC 12345. If you need to talk with him prior to the appointment, feel free to call him at xxx-xxx-xxxx. If CLIENT has any questions for you, he will call you at (xxx) xxx-xxxx.
If you have any questions, you may also reply all to this email.
Have a great day.
Sample Resignation e-mail
Sample resignation email is usually better to resign in person and h,and over a formal letter of resignation. However if the situation demands that you resign via email you can adapt this basic e-mail resignation letter for your own use.
Subject: Resignation from the post of Project Manager
Dear Mr. Brown,
Please conside’r this is a formal notice of resignation from the post of Project manager as I have been offered the position of a General Manager in ABC Company, San Fran Jsco. At the present stage in my career, I am looking forward to taking up that kind of a challenging role. I am currently working on the XYZ Project which is near completion and shall submit the project report before my departure.
I shall also brief the new incumbent regarding all the required details about the job if the company requires.
I have learnt a great deal in my years of association with the company and I wish everybody in the company the very best.
Joanna Roberts (email@example.com)
Review these resignation e-mail example to the ideas for your own e-mail to use to resign.
PA Sponsored Social Event Email Template.
To: (Insert Grade) Parents
FROM: (Insert Name of PA rep or event sponsor)
SUBJECT: (Insert Grade) (Insert Event Name)
[Reply To: (Insert Name of PA rep or event sponsor) at (Insert email address)]
Dear (Insert Grade) Parents:-
Please mark your calendars for the (Insert Event Name)!
DATE: (Insert Date)
TIME: (Insert Time)
LOCATION: (Insert Location)
(Insert any other details including what they need to bring, if anything, and if siblings/parents/grade level kids only are invited, etc.)
Please RSVP no later than (Insert RSVP by date) by replying to this message, calling me at (Insert phone number if desired), or emailing (insert email address).
(Insert any other personalizations.)
I hope to see you all there,
(Insert Name of PA rep or event sponsor), (Insert Grade) PA Rep (or other title as necessary)
‘When completed, please e-mail this template to the Communications Secretary, Adia Molloy, at firstname.lastname@example.org
**Please make sure that you take pictures of your event and send them to Emily Zunda at email@example.com to be posted on PALive!
Past Year Questions and Answers
2019 -June  (c) Write a Formal E Mail:. Mail is written by the Manager to the employees about the changed dress code for Republic day function including time and venue of function. (4 marks)
January 26th is a memorable day for Indians. We are thrilled to inform you that to celebrate 26lh Jan we are organizing a get – together on, <26.01.2019>, at < 5 pm >, Venue: Office campus. On this very special occasion, we are going to have some fun activities to celebrate our spirit and unity along with an opportunity to express ourselves. Hope your presence and active participation will inspire and unite all of us and make occasion grand one.
Dress code : Ethnic attire The event schedule;
Short Film Interesting games Prize distribution Refreshment Regards Shree
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