E-MAIL WRITING
Informal Email Writing Format Samples
Email Expressing Your Appreciation
To: Recipient’s email address
Subject: Congratulations!
Dear (Name),
My heartfelt congratulations to you. I was glad to see your name on the merit list. All
your efforts were definitely not in vain. I bet everyone at home is so proud of you.
You have truly honoured the family name, and I am happy that you would get to take
up the course in architecture that you had been waiting for. I am waiting to meet you
in person to convey all my love and appreciation.
Convey my regards to uncle, aunty and grandpa.
Regards,
Your name
Email about Your Trip
To: Recipient’s email ID
Subject: About my trip
My dear (Name),
I am very excited to write to you about the long tour I will be going on along with my parents. We will be leaving on the 25 th . We will be away for three months. We are going to San Francisco for an official meeting my father has to attend. We would then be travelling to New York to visit our cousins. We would stay there for a month. After that, we will be going to Paris. It has always been my dream to visit Paris at least once in my lifetime, and my parents have finally agreed to take me there. I will definitely write to you all about my trip – all the different places we visit, the variety of food we eat and the people we meet. It would have been even more special if you had come along with me. We will make sure we plan out a trip once I am back home.
With best wishes,
Your name
Formal Email Writing Format Samples
Email on Seeking Information Regarding Course Details
To: Recipient’s email ID
Subject: Regarding Course Details
Dear Sir,
I have passed the B.Sc. degree examination with Electronics as the main subject. I
intend to have a course in Computer Science and would like to know the details of the
courses taught at your institution. Could you please send me a copy of your
prospectus?
Yours faithfully,
Your name
Email on Introducing a New Employee to Your Team
To: Recipient’s email ID
Subject: Meet the New Customer Service Representative
Dear Team,
I am pleased to introduce you to (Name), who is starting today as our Customer
Service Representative. She will be providing technical support and assistance to our
users and making sure they enjoy the best experience with our products.
Feel free to greet (Name) in person and congratulate her on the new role!
Best regards,
Your name
Designation
Report Writing
A report is a formal document that is written to convey information or data
about a particular topic or event. It is usually written in a concise and objective
manner and is based on facts, observations, and analysis. This article
provides a format for report writing, along with some examples, topics, and
exercises.
FORMAT OF A NEWSPAPER REPORT
Headline- A descriptive title which is expressive of the contents of the report.
By line- Name of the person writing the report along with the designation. It is
generally given in the question. Remember, you are not supposed to mention your
personal details in your answer.
Place and date of reporting- It is generally not mentioned in a magazine report
separately, but here, it is.
1. Opening paragraph- It includes expansion of the headline. It needs to be
short as it is a general overview of the report.
2. Account of the event in detail– It is generally written in two parts: First,
complete account of what happened in it’s chronological sequence
(preferably) and second, the witness remarks.
3. Concluding paragraph- This will include the action that has been taken so far or
that will be taken. It is the last paragraph.
FORMAT OF A MAGAZINE REPORT
1. Heading– A descriptive title which is expressive of the contents of the report.
2. By line– Name of the person writing the report. It is generally given in the
question. Remember, you are not supposed to mention your personal details
in your answer.
3. Opening paragraph (introduction) – It may include the ‘5 Ws’ namely, WHAT,
WHY, WHEN and WHERE along with WHO was invited as the chief guest.
4. Account of the event in detail– The proper sequence of events that
occurred along with their description. It is the main paragraph and can be
split into two short paragraphs if required.
Conclusion- This will include the description of how the event ended. It may include
quote excerpts from the Chief Guest’s speech or how did the event wind up.
Report on the Importance of Physical Activity for Children
Title: The Importance of Physical Activity for Children
Introduction: This report aims to highlight the importance of physical activity
for children and its benefits on their physical and mental health.
Body: The body of the report can be divided into the following sections:
Benefits of Physical Activity: This section can discuss the benefits of
physical activity, such as improving cardiovascular health, increasing
strength and flexibility, reducing the risk of obesity and chronic diseases,
and improving mental health.
Physical Activity Guidelines: This section can discuss the physical
activity guidelines for children, such as the recommended amount of
physical activity per day and the types of physical activity that are
suitable for children.
Barriers to Physical Activity: This section can discuss the barriers that
prevent children from engaging in physical activity, such as lack of time,
access to facilities, and safety concerns.
Strategies to Increase Physical Activity: This section can discuss
strategies that can be used to increase physical activity among children,
such as providing opportunities for physical activity at school and home,
encouraging active transportation, and promoting community-based
programs.
Conclusion: In conclusion, physical activity is essential for children’s health
and well-being. Parents, educators, and community members should work
together to promote and support physical activity among children.
2. Report on the Effects of Climate Change on Agriculture
Title: Effects of Climate Change on Agriculture
Introduction: This report aims to analyze the effects of climate change on
agriculture and its impact on food security.
Body: The body of the report can be divided into the following sections:
Effects of Climate Change on Agriculture: This section can discuss the
effects of climate change on agriculture, such as changes in
temperature and rainfall patterns, increased frequency of extreme
weather events, and the spread of pests and diseases.
Impact on Food Security: This section can discuss the impact of climate
change on food security, such as reduced crop yields, increased food
prices, and food insecurity in vulnerable populations.
Adaptation Strategies: This section can discuss strategies that can be
used to adapt to the effects of climate change on agriculture, such as
developing drought-resistant crops, implementing water management
strategies, and promoting sustainable agriculture practices.
Conclusion: In conclusion, climate change poses a significant threat to
agriculture and food security. It is important to develop and implement
adaptation strategies to mitigate the impact of climate change on agriculture
and ensure food security.
Topics for Report Writing
1. The Impact of Social Media on Mental Health
2. The Benefits and Drawbacks of Online Learning
3. The History of the Olympics
4. The Effects of Air Pollution on Human Health
5. The Causes and Effects of Deforestation
6. The Role of Technology in Education
7. The Impact of Fast Food on Health
8. The Effects of Plastic Pollution on Marine Life
9. The Importance of Biodiversity Conservation
10. The History and Culture of a Specific Country or Region
SAMPLE QUESTIONS
MMD School, Nashik, recently organised a science symposium on the topic: ‘Effect of
pollution on quality of life’. You are Amit/Amita Raazdan, editor of the school
magazine. Write a report on the event for your school magazine. (120 – 150 words)
Answer:
Report on Science Symposium held at MMD School, Nashik
-By Amit/ Amita Raazdan, Editor of the school magazine
A symposium was organised on 1 March 2022 in the school on the topic “Effect of Pollution
on Quality of Life”. All the science students were a part of the elucidative programme.
The event stared with the felicitation of the guest speakers. Thereafter, the participants
were espoused by Sh. Suraj Prakash. He acquainted them with the objectives and goals of
the workshop. The resource person Dr. Hari Om Gupta reflected his profound knowledge on
the topic and highlighted how important it is to curb the menace of pollution.
An exalting demonstration of effects of pollution on our lives galvanised the engrossed
participants. After the lunch break Dr. K.K. Arora, Resource Person, exhibited the possible
steps that can be undertaken at the personal level to reduce pollution. It was followed by
another session on the basic concept behind pollution reduction which triggered the young
minds into thinking innovative ways.
An interactive concourse ignited the inquisitiveness of participants. They have committed
themselves completely to bring about a change in the situation. The informative workshop
culminated with a vote of thanks proposed by the head of the science department.
Q2. You are Karan/ Kirti of L.M. Memorial Public School, Dwarka. Your school has
adopted a village as a social responsibility. Students are being taken to teach the
children of that village on a regular basis. Write a report, for your school magazine, on
the various other programmes organized there in 120 – 150 words.
Answer:
VILLAGE ADOPTION- A STEP TOWARDS BEING SOCIALLY RESPONSIBLE
-BY KARAN/ KRITI
On the occasion of World Literacy Day, L.M. Memorial Public School, Dwarka has taken an
oath to embrace the village named Rajpur.
The school has taken the responsibility of educating the people residing in the village.
Selected students from each standard are taken there every weekend, during school hours
to impart knowledge. The first 6 month motive is to make each and every person capable of
reading and writing. Free books and stationery is being provided for quality education.
Children are given time to spend with each other, play games and interact. Apart from the
educational needs, special care is devoted to hygiene and sanitation. Girls are being given
awareness on the importance of menstrual hygiene as well. Various talent hunts have been
organised which left everyone overawed. The immense enthusiasm and zeal in the people
to learn is the main driving factor.
A family kind of environment is being created. The school treats the people of the village as
its own students and is unbiased. By adopting a village, the school is making its students
sensitive towards the needs of the environment at a young age. It is committed towards
raising the leaders of tomorrow.
Q3. Cultural Society Sunshine Public School, Nellore organised an adult literacy camp
in its neighbourhood. Write a report in 120 – 150 words on the camp for your school
newsletter. You are P.V. Sunitha, Secretary. Use the following clues: no. of volunteers
– hours spent in teaching – location of the class – chairs, blackboards – no. of people
attending the camp – benefit.
(SOURCE- CBSE 2017)
Answer:
ADULT LITERACY CAMP
-BY P. V. SUNITHA, SECRETARY
An adult literacy camp was organised by Cultural Society Sunshine Public School, Nellorein
the school neighbourhood yesterday-extending educational options to those adults, who
have lost the opportunity and have crossed the age of formal education. The activities of the
camp were carried out by the cultural society of the school and there were a total of 25
volunteers.
The camp began with the welcome speech for the chief guest, Mrs. Kavita Naik, a renowned
social worker. 400 people were a part of the camp. They were divided into different groups
in accordance with their competencies. They were taught the basics for being able to read
and write. Free books and stationery is being provided for quality education. All the
arrangements including desks and blackboard were done in advance. Apart from the
educational needs, special care was devoted to hygiene and sanitation. They were taught
basics of cleanliness like types of wastes and their management. Refreshments were also
provided to the participants. The immense enthusiasm and zeal in the people to learn was
the main driving factor.
The chief guest distributed the certificates of participation among the volunteers. The camp
ended on a positive note. There was an atmosphere of learning and growing together.
Q4. You are Sandhya/ Sohan an active member of the Animal Lovers Club which works
for the welfare of animals by preventing cruelty to them. Recently you visited
Mahatma Gandhi Animal Care Home. You were pleasantly surprised to see the good
treatment given to the animals. Write a report in 120 – 150 words on your visit.
You may use the following points: injured dogs and cats – abandoned pets – very old
animals – all very well cared for – well-equipped medical room – veterinary surgeon –
green surroundings.
(SOURCE- CBSE 2018 compartment)
Answer:
Visit to Mahatma Gandhi Animal Care Home
-Sandhya/Sohan
Animal Lovers Club was recently invited by the Mahatma Gandhi Animal Care Home for a
visit where an opportunity to oversee the working of the organisation was given.
It is a home to abandoned pets, rescued animals and the ones injured on the streets. There
were many old animals as well. It was astounding to see the quality of care the animals are
being given. They have a family-like environment for them. This helps them to heal faster
and stay happy. The animal home has all the facilities ranging from well- equipped medical
room to a veterinary surgeon. Regular check-ups of those unwell by a team of veterinary
specialists are carried out. The surroundings are animal-friendly as well. They are not being
ruthlessly kept in cages. They have green surroundings with enough space for them to play
and nurture.
Mahatma Gandhi Animal Care Home is doing a mind-blowing job by understanding and
fulfilling the needs of those who can’t speak for themselves. The experience was an
overwhelming one.
Q5. Independence Day was celebrated in your school. District Magistrate, Ms. Indu
Bala Sharma was the Chief Guest. Write a report on the function in 120 – 150 words
describing all the activities that took place. You are Head boy/Head girl.
(SOURCE- 2017 COMPARTMENT)
Answer:
GD Goenka School celebrated the Independence Day with great enthusiasm and patriotic
fervour. On the morning of August 14, 2021, our students presented hand-made greeting
cards and tri-colour flag badges to the senior management functionaries of the school.
The cultural programme at school commenced with everyone singing ‘Vande Mataram’
followed by flag hoisting by the chief guest, Ms. Indu Bala Sharma, the District Magistrate.
The spirit of freedom and nationalism was well exhibited by the students as well as the
teachers through a spectrum of patriotic poems, speeches, quiz on freedom fighter, songs
and dance. Committed to the task of nation building, both faculty and student teachers
pledged to serve their motherland through spreading education and serving the
community. A presentation on the historical evolution of the national flag of India was
shown. A documentary on the contribution of unsung heroes of Indian freedom struggle like
Tirupur Kumaran, Kamla Devi Chattopadhayay and Khudiram Bose enlightened the
audience. A few of them spoke on the history and significance of the Independence Day and
shed light on the special highlight of celebrations this year
It ended with a speech by the principal on the topic, “What does freedom mean to me?” The
celebration concluded with the inspiring words of the principal madam, followed by the
National Anthem and the distribution of refreshments.
Editorial Letter
Writing a Letter to the Editor
A letter to the editor is written in the format of a formal letter.
Sender’s address: Give the complete address of the sender.
Date: The date on which the letter is written comes next, immediately after the
sender’s address.
Receiver’s address: The address of the recipient (the editor of the newspaper or
magazine you intend to send your letter) should be written.
Subject line: The main purpose of the letter is mentioned in the subject line.
Salutation/Greeting: The salutation can be Sir, Ma’am, Respected Sir, Respected
Ma’am, etc.
Body of the letter: The body of the letter should explain the purpose of the letter.
Introduce yourself and provide all the details of the matter being discussed.
Complimentary closing: Thank you very much, Thank you or Thanking you can be the
complimentary closing that you can use.
Ending the letter: End the letter with your signature, name in block letters and
designation, if there is any.
Letter to the Editor to Highlight the Effects of Air Pollution
56 C, Uppal
East Hyderabad
Hyderabad – 500095
3 rd January, 2022
The Editor
The Indian Express
Secunderabad
Hyderabad – 500003
Subject: Increase of air pollution in East Hyderabad
Respected Sir/Ma’am,
I am Drishya, a member of NGO Prada. I am writing to you to bring to your notice the
increasing effect of air pollution in our neighbourhood and in the surrounding areas.
East Hyderabad has seen a rapid increase in the use of private transportation and the
number of industrial sectors that have come up in recent years. This has increased
the risks of serious health hazards, including breathing difficulties, chronic diseases,
lung damage, nausea, fatigue, etc. The hospitals around the area have already seen
an unexpected rise in the number of patients showing symptoms of chronic illness,
and it is important that people and government authorities are made aware of this
dangerous situation at the earliest.
Owing to the seriousness of this situation, I request you to kindly highlight the issue so
that some action can be taken to curb the effect of air pollution and decrease the risk
of people being affected by it.
Thanking you
Yours sincerely,
Signature
DRISHYA RAGUNATH
Member of NGO Prada