Master Email Writing: Complete Guide, Format, and Suggestions for HS English Exam
In the current syllabus of Class 12 (WBCHSE), Email Writing is one of the most scoring topics in the Writing Skill section. It carries 5 Marks. Unlike long paragraphs or reports, an email is short, structured, and technical. If you follow the correct format, you can easily score 5 out of 5.
Many students get confused about the format—whether to draw a box or not, how to write the subject, etc. In this article, we will provide a step-by-step guide, the official format, 5 solved examples, and a suggestion list for your upcoming exam.
(ইমেল রাইটিং হলো রাইটিং স্কিল-এর সবথেকে সহজ পার্ট। সঠিক ফরম্যাট জানলে এতে ৫-এ ৫ পাওয়া খুব সহজ। নিচে বিস্তারিত গাইড দেওয়া হলো।)
1. Understanding the Marking Scheme (নম্বর বিভাজন)
Before writing, you must know how the 5 Marks are distributed:
- Format (2 Marks): Proper layout (To, Subject, Salutation, Closing).
- Content & Expression (3 Marks): The main body, grammar, and vocabulary.
Note: Even if your grammar is average, writing in the correct format guarantees you at least 2-3 marks!
2. The Perfect Structure of a Formal Email
A formal email looks very similar to a formal letter but is more concise (ছোট এবং টু-দ্য-পয়েন্ট).
The Layout (ধাপসমূহ):
- To: The recipient's email address (e.g., chairman.municipality@gmail.com).
- Subject: A short, one-line summary of the email. (খুবই গুরুত্বপূর্ণ, এটা ছাড়া নম্বর কাটা যাবে).
- Salutation: Respectful greeting (e.g., Sir/Madam, or Respected Sir,).
- Body of the Email:
- Opening: Introduction and purpose.
- Middle: Details of the issue/request.
- Closing: What action you expect.
- Subscription & Sender's Name: (e.g., Yours faithfully, Rahul Roy).
3. Step-by-Step Writing Process (কিভাবে লিখবে?)
Here is a breakdown of how to construct your email:
- Step 1 (Email ID): Always write a fictitious but realistic email ID.
- Example: principal.xyzschool@gmail.com
- Step 2 (Subject Line): Keep it under 6-8 words. It must be clear.
- Example: Request for Leave / Complaint regarding Bad Roads.
Step 3 (Main Body): Do not write long stories. Use simple English.
Opening Line: "I am writing to inform you..." or "I am a student of class XII..."- Closing Line: "I hope you will take necessary action immediately."
- Step 4 (Box): Though not strictly mandatory by all rules, it is highly recommended to draw a box around the email for Board Exams to make it look neat.
4. Top 5 Solved Email Examples for Exam
Here are 5 "Ready-made" emails. Memorize the sentence structures to use them in similar topics.
Example 1: Complaint to Municipality (Civic Issue)
Topic: Write an email to the Chairman of your Municipality complaining about the irregular clearance of garbage in your locality.
To: chairman.kolkata@gov.wb.in
Subject: Complaint regarding irregular clearance of garbage
Sir,
I, [Your Name], a resident of Ward No. 12, am writing to draw your attention to the unhygienic condition of our locality.
For the last few weeks, the garbage vat in our area has not been cleaned regularly. The piled-up garbage is emitting a foul smell and has become a breeding ground for mosquitoes and flies. This poses a severe health risk to the residents, especially children and the elderly.
I requesting you to kindly instruct the concerned department to clean the garbage immediately and ensure regular maintenance.
Thanking you,
Yours faithfully,
[Your Name]
[Your Address]
Example 2: Official Request to Headmaster (School Related)
Topic: Write an email to the Headmaster of your school requesting a Character Certificate.
To: hmschool.abc@spnedtech.in
Subject: Application for Character Certificate
Respected Sir,
I am [Your Name], a former student of your school. I passed the Higher Secondary Examination this year (2025) from your institution with Roll No. XYZ.
I am happy to inform you that I have been selected for admission to a reputed college in Kolkata. For the admission process, I urgently require a Character Certificate from the school.
I would be highly obliged if you could issue the certificate at your earliest convenience.
Yours obediently,
[Your Name]
Class XII (Passed out)
Roll No: ______
Example 3: Inquiry for a Course (Business/Institute)
Topic: Write an email to a computer institute inquiring about their admission course fees and duration.
To: info.techworld@yahoo.com
Subject: Inquiry regarding Computer Programming Course
Sir/Madam,
I came across your advertisement in 'The Telegraph' yesterday regarding the new batch for the Java & Python Programming course.
I have just completed my HS examination and wish to join this course. Could you please provide me with the following details:
- Duration of the course.
- Total course fee and installment options.
- Timing of the batches.
Looking forward to a prompt response so that I can enroll quickly.
Thanking you,
Yours faithfully,
[Your Name]
[Phone Number]
Example 4: Complaint to Bank Manager
Topic: Write an email to the Bank Manager reporting the loss of your passbook and requesting a duplicate one.
To: manager.sbi@gmail.com
Subject: Request for issuance of Duplicate Passbook
Sir,
I hold a savings account in your branch (Account No: XXXXXXXX). I am writing to inform you that I have unfortunately lost my original passbook yesterday while travelling.
I request you to kindly block any transaction from my lost passbook to prevent misuse. Please issue a duplicate passbook against my account. I am willing to pay the necessary charges for the same.
Thanking you,
Yours faithfully,
[Your Name]
Account No: _________
Example 5: Complaint to Online Shopping Company
Topic: Write an email to an online shopping site complaining about receiving a damaged product.
To: helpdesk.flipkart@gmail.com
Subject: Complaint regarding damaged product (Order ID: #12345)
Sir/Madam,
I purchased a Bluetooth Headphone (Model: XYZ) from your website on 10th January 2025. The product was delivered today.
However, upon opening the box, I found that the device is physically damaged and not switching on. This is highly disappointing. I request you to either replace the product or initiate a full refund immediately.
I have attached the photographs of the damaged product for your reference.
Yours faithfully,
[Your Name]
[Phone Number]
5. Important Suggestions for 2026 Exam
Preparing these topics will cover 90% of the probable questions.
Category A: Civic/Social Issues (To Mayor, BDO, Municipality)
- Irregular supply of drinking water.
- Spread of Dengue/Malaria in your locality.
- Bad condition of roads and street lights.
- Sound pollution during festivals.
Category B: School/Education (To HM or Institutes)
- Request for leave of absence due to illness.
- Request to arrange special classes for English.
- Inquiry about hotel booking (Travel & Tourism).
- Inquiry about a Spoken English course.
Category C: Banking & Business
- Complaint about a delayed delivery of books.
- Application for an education loan to the Bank Manager.
6. Common Mistakes to Avoid (এই ভুলগুলো করবে না)
- Don't write "Date": Unlike formal letters, emails do not require a manually written date (it is auto-generated in real life). However, if your teacher insists, you can put it, but standard format avoids it.
- Subject Line: Never leave the subject line blank. It is fatal for your marks.
- Language: Do not use SMS language (e.g., "Pls," "U r," "Thx"). Use full formal words ("Please," "You are," "Thanks").
- Email ID: Ensure the email ID looks real (small letters, no spaces).
- Wrong: Principal School @ gmail . com
- Right: principalschool@gmail.com
Conclusion
Email writing is all about format and clarity. Keep your sentences short and stick to the point. Practice the 5 examples given above, and you will be ready to score full marks in this section.
(Students, keep visiting our website for more English writing skills, notes, and suggestions!)
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