WRITING E- MAILS | MODULE - 24


Writing E-Mails – Module 24 | NIOS Class 12 English Summary, Format & Etiquette

📘 Introduction

In the digital age, email is one of the most widely used tools for communication—be it for school, work, or personal life. It allows people to connect across borders instantly, share documents and information, and maintain professional records. Module 24 of the NIOS Class 12 English syllabus focuses on how to write clear, effective, and appropriate emails, particularly in professional and academic contexts.

This lesson explores the differences between traditional and email communication, the structure of an effective email, tips for email etiquette, and examples of both formal and informal email writing.

📬 Why Email Matters

Emails are more than just quick notes—they serve as official communication records, often carrying instructions, updates, requests, or reports. Knowing how to write a proper email is a must-have skill for students, professionals, and anyone preparing for modern careers.

✨ Key Features of Email Communication

  • Speed & Efficiency: Emails are delivered within seconds across the globe, making them ideal for time-sensitive communication.

  • Flexibility: You can attach files, images, and links while using both formal and informal language as the context demands.

  • Convenience: Accessible from phones, tablets, or computers anytime.

  • Record-Keeping: Emails provide a permanent record of conversations that can be referred to later.

  • Eco-Friendly: Unlike letters, emails don’t require paper or postage, making them cost-effective and environment-friendly.

🧾 Comparison: Email vs. Traditional Letters

Aspect Email Paper Letter
Delivery Speed Instant Days or weeks (depends on post)
Editing Flexibility Can edit before sending Not editable once written
Format Semi-formal, flexible Formal and structured
Cost Free (internet needed) Postage, envelopes, and stationery
Response Time Immediate or same day Delayed (waiting for postal reply)

Emails are especially helpful in reducing lengthy explanations through follow-ups and attached references.

🛠️ How to Write an Effective Email

1️⃣ The Header Section

  • Subject Line: Be specific and to the point.

    • ✅ Correct: "Request for Leave – 15th March"

    • ❌ Avoid: "Hi" or "Info Please"

  • To: Primary recipient(s).

  • Cc (Carbon Copy): Others who should see the message.

  • Bcc (Blind Carbon Copy): Used to hide recipient lists, useful for mass communication.

  • Attachments: Mention them in the body (e.g., "Please find attached the invoice.")

2️⃣ The Body of the Email

✍️ Structure:

  • Greeting:

    • Formal: "Dear Sir/Madam," or "Dear Mr. Sharma,"

    • Informal: "Hi Ravi," or "Hello Ma’am,"

  • Introduction / Context:
    Mention any previous conversations or clarify the purpose if you're writing for the first time.

  • Main Message:
    Break into short, readable paragraphs. Focus on clarity, action points, and deadlines if relevant.

  • Closing:
    Use a polite sign-off:

    • Formal: "Regards," / "Sincerely,"

    • Informal: "Thanks," / "Best,"

    • Add your name, designation, and contact info if necessary.

📧 Sample Formal Email

Subject: Complaint Regarding Defective Laptop (Order #12345)

Dear Amazon Support,
I recently purchased a Samsung Galaxy Book 2 (Order #12345) from your platform on 5th May. Unfortunately, the laptop stopped working within a week. It frequently restarts and the screen freezes.

Please find attached the invoice and a short video demonstrating the issue. I kindly request a replacement or full refund at the earliest.

Sincerely,
Riya Patel
+91 XXXXX-XXXXX

💌 Sample Informal Email

Subject: Leave Application – Sister’s Wedding

Dear Ma’am,
I would like to request leave on 25th and 26th June for my sister’s wedding celebrations. I will ensure all pending assignments are completed in advance.

Regards,
Vivek
Class 12-B

✅ Email Formatting Tips

  • Keep lines under 70 characters for readability.

  • Avoid ALL CAPS (seen as shouting).

  • Skip slang, emojis, or too many abbreviations in formal emails.

  • Use bullet points for lists and action steps.

  • Proofread your email before hitting “send.”

📏 Email Etiquette: Dos and Don’ts

✅ Do ❌ Don’t
Use clear and meaningful subject lines Use vague subjects like “Hey” or “Info”
Proofread for grammar and clarity Send without reviewing
Mention attachments in body Forget to reference attached files
Keep professional tone in work emails Use slang, emojis, or aggressive language
Use “Bcc” for mass emails Use “Reply All” unnecessarily
Keep attachments small (<5MB ideally) Attach large files without compressing them

🧠 Common Email Abbreviations

  • ASAP – As Soon As Possible

  • FYI – For Your Information

  • EOD – End of Day

  • Re – Regarding

  • Fwd – Forwarded message

📝 Practice Prompts from Module 24

🔧 Crisis Email Response

Acknowledge an incident (e.g., equipment explosion), inform about damage, initiate steps like contacting insurance, and propose recovery plans.

🧳 Travel Cancellation Email

Subject: Cancellation of Bangalore Trip (Ref: TRIP567)

Dear Raj Travels,
I request cancellation of my Bangalore trip booked under ID TRIP567. Kindly confirm the refund process. I will notify you of the new travel dates soon.

Regards,
Neha Sharma

📌 Key Takeaways

  • Email is a fast, flexible, and widely accepted form of communication.

  • Use a clear subject, proper greetings, and structured content.

  • Maintain a professional tone, especially in academic or workplace contexts.

  • Attach necessary files, mention them clearly, and double-check the recipient list.

  • Proofreading helps maintain clarity and avoids misunderstandings.

📝 Final Moral / Life Lesson

A well-written email reflects your personality, professionalism, and clarity of thought. Whether you're applying for leave, submitting assignments, or addressing customer service, your words carry weight. Writing effective emails can open doors to opportunities, improve relationships, and solve problems efficiently.

📘 Disclaimer:

This summary is intended to support NIOS Class 12 learners. It is based on the official syllabus and rewritten for clarity, depth, and exam readiness. Please refer to your official NIOS textbook for full practice exercises and details.

Comments

Post a Comment

Popular posts from this blog

NIOS +2 ENGLISH SUMMARY

  NIOS Plus Two English Summary 1. My First Steps Sunil Gavaskar was born on 10th July 1949. He had cricket in his blood. His father was a good club cricketer, and his uncle Madhav Mantri played four official Tests for India. Sunil loved visiting his uncle and hoped to get one of his bats, but his uncle refused and told him he must work hard and sweat to earn India colours. He said there is no shortcut to the top. Sunil was fascinated by the trophies and especially the autographed stumps from the 1952 India and England teams. From childhood, he wanted to become a batsman. 2. Leisure In this poem, the poet expresses his pain over modern man's indifference to the beauty of nature. He emphasizes the importance of leisure, saying we are always busy earning and spending. We don’t take time to admire natural beauty, such as cows or sheep grazing, or the sunlight dancing on water. Because of this, we miss out on nature’s free gifts and cannot enjoy its serenity. 3. Reading with Un...
Read more

Complete NIOS English Module-Wise Summary Guide for Sr. Secondary | Easy Notes & Key Points

  The Crow and the Deer | Module 1 In the forest of Champakvati, a wise crow named Su-buddhi and a gentle deer named Chitrang are close friends. A cunning jackal named Kshudra-buddhi pretends to befriend the deer with the intent to eat him, despite the crow's warnings. The crow narrates a cautionary tale about a vulture who was betrayed by a deceptive cat, illustrating the risks of trusting strangers. Ignoring this advice, the deer is tricked into a trap by the jackal. With the crow’s help, the deer escapes by pretending to be dead, and the jackal is killed by the farmer. The story emphasizes the importance of choosing friends wisely, listening to genuine advice, and recognizing that true friendship is built on character, not flattery or deceit. Detailed Summary : Click here Mary Kom's Interview | Module 2 Mary Kom, born in 1982 in a poor family in Manipur, rose to international fame through sheer determination and passion for boxing, inspired by Dingko Singh. Despite early re...
Read more

The Crow and the Deer — Module 1

The Crow and the Deer - NIOS Class 12 English Summary, Analysis & Moral Lessons 📘 Introduction "The Crow and the Deer" is a moral fable from Module 1 of the NIOS Class 12 English syllabus , set in the mystical forest of Champakvati . Featuring animal characters, the story teaches timeless lessons on friendship, flattery, and wisdom . It mirrors real-life situations where critical thinking and true companionship become crucial to survival. 📖 Complete Story Summary In the peaceful forest of Champakvati, two unlikely friends—a wise crow named Su-buddhi and a gentle deer named Chitrang —share a deep bond. Their friendship is rooted in trust and mutual respect. One day, a cunning jackal named Kshudra-buddhi enters their lives. He flatters Chitrang with sweet words, slowly winning his trust. Su-buddhi, cautious and experienced, warns Chitrang to avoid the stranger, recalling a story about a vulture deceived by a cunning cat. Despite warnings, Chitrang falls into the jackal...
Read more