Chapter 15 – E mail Writing

Chapter 15 – E-mail Writing

Exercises for Practice – Solved Answers

E-mail is a quick and useful way of sending written messages through the Internet. It is used for both formal and informal communication. The following answers follow the prescribed textbook format.

1. Write an e-mail to a friend inviting him for the opening ceremony of your new office.

To :	rahul@gmail.com
Add Cc/ Add Bcc
Subject :	Invitation to the Opening Ceremony of My New Office

Dear Rahul,

I am happy to inform you that I am opening my new office on November 5, 2026. The opening ceremony will be held at 11:00 a.m. at 25, Model Town, Jalandhar.

It will be a special day for me, and I would be very happy if you joined us. Please come with your family and make the occasion memorable.

With regards,

Aman

2. Write an e-mail to your colleague informing about the change in schedule of meeting with client.

To :	neeraj.sharma@abccompany.com
Add Cc/ Add Bcc
Subject :	Change in Meeting Schedule

Hello Neeraj,

This is to inform you that our meeting with the client has been rescheduled. It was planned for 11:00 a.m. on November 2, 2026. Now it will be held at 3:00 p.m. on the same day.

The venue will remain the same, that is, the conference room on the second floor. Please inform the other team members and make the necessary changes in your schedule.

Regards,

Rohit

3. Write an e-mail to the Principal of your school, requesting her to procure some books for the school library.

To :	principal.gsss@gmail.com
Add Cc/ Add Bcc
Subject :	Request to Purchase Books for the School Library

Madam,

I am a student of Class XII of your school. I wish to request you to purchase some new books for our school library.

Many students are preparing for competitive examinations and need books on general knowledge, science, English and current affairs. Some useful storybooks and dictionaries will also encourage students to read more.

I request you to kindly arrange these books for the library. They will be very helpful to all students.

Yours obediently,

Simran
Class XII

4. Write an e-mail to your younger sister, asking her to come home from the hostel on the weekend.

To :	priya@gmail.com
Add Cc/ Add Bcc
Subject :	Come Home This Weekend

Dear Priya,

We all miss you at home. Father and Mother are also waiting to see you. It has been many weeks since you last visited us.

Please come home this weekend. We will spend some happy time together. Mother is planning to prepare your favourite dishes. You can return to the hostel on Sunday evening.

Do inform us about your travel plans so that we can make the necessary arrangements.

With love,

Your brother,
Rohan

5. Write an e-mail to your colleague, about the recent changes in the Sales policy of your company.

To :	vikas.mehta@abccompany.com
Add Cc/ Add Bcc
Subject :	Recent Changes in Sales Policy

Hello Vikas,

I would like to inform you about the recent changes in our company’s Sales Policy. The new policy will come into effect from November 1, 2026.

The main changes are as follows:

1. Special discounts will be offered to regular customers.
2. All sales orders must be entered into the online system.
3. Sales reports must be submitted every Friday.
4. Customer complaints should be handled within two working days.

Please follow the new instructions and inform your team members about these changes.

Regards,

Manish
Sales Manager

6. Write an e-mail to your father, requesting him to transfer some money in your account so that you can clear the dues before final exams.

To :	father@gmail.com
Add Cc/ Add Bcc
Subject :	Request for Money to Clear School Dues

Dear Father,

I hope you are fine. My final examinations are going to begin next month. The school office has asked us to clear all pending dues before the examinations.

I need ₹5,000 to pay my school dues and examination charges. Kindly transfer this amount to my bank account at your earliest convenience.

I will be careful with the money and use it only for the required payments.

With love,

Your son,
Rahul

7. Write an e-mail to a friend, requesting her to help you in preparing an important presentation for a big client.

To :	neha.verma@gmail.com
Add Cc/ Add Bcc
Subject :	Help Needed for an Important Presentation

Dear Neha,

I hope you are doing well. I have to prepare an important presentation for a major client next week. The presentation is about our company’s new products and services.

You are good at preparing presentations, and I would be grateful if you could help me organise the slides and improve their design. Your suggestions will make the presentation more effective.

Please let me know when you are free this weekend. I will share the material with you.

With regards,

Simran

8. Write an e-mail to the customer service centre of an e-commerce company, asking for replacement of a faulty Headphone set delivered to you.

To :	support@onlineshopping.com
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Subject :	Request for Replacement of Faulty Headphones

Sir/Madam,

I ordered a pair of wireless headphones from your website on October 24, 2026. The product was delivered to me on October 28, 2026. Unfortunately, the headphones are not working properly.

The left speaker does not produce any sound, and the battery does not charge fully. I have checked the product according to the instructions, but the problem remains.

I request you to kindly arrange a free replacement. My order number is OS20261024. I can return the faulty product as required.

I look forward to your quick response.

Regards,

Amit Kumar

9. You are a Manager at an Automobile Service Centre. Write an e-mail to your purchase department head about the immediate steps to be taken to check the shortage of supplies of spare parts at your location.

To :	purchase.head@autocare.com
Add Cc/ Add Bcc
Subject :	Urgent Action Required to Check Shortage of Spare Parts

Sir,

I wish to bring to your notice the shortage of spare parts at our automobile service centre. Several important items, including filters, brake pads and engine oil, are not available in sufficient quantities.

Due to this shortage, many vehicles are waiting for repairs. It is causing delays in our services and inconvenience to customers.

I suggest that we check the current stock immediately, prepare a list of the required parts and place urgent orders with our suppliers. We should also keep a minimum stock of commonly used items to avoid this problem in future.

Kindly take the necessary steps at the earliest.

Regards,

Rakesh Sharma
Service Centre Manager

10. Suppose you are Tegh. Write an e-mail to Gurbir, your friend, asking him to join you for dinner at your home on the weekend.

To :	gurbir@gmail.com
Add Cc/ Add Bcc
Subject :	Invitation for Dinner This Weekend

Dear Gurbir,

I hope you are fine. I am writing to invite you to dinner at my home this Saturday, October 31, 2026, at 8:00 p.m.

It has been a long time since we met. We will enjoy a good meal and spend some time together. A few of our old friends may also join us.

Please do come. I will be waiting for you. Let me know if you can make it.

With regards,

Tegh

Important Points to Remember

To: Write the e-mail address of the person receiving the message.
CC: It means Carbon Copy. It is used to send a copy of the e-mail to other people.
BCC: It means Blind Carbon Copy. The addresses entered here are not visible to the people in the To and CC fields.
Subject: Write a short and meaningful subject that tells the reader what the e-mail is about.
Body: Begin with a suitable greeting or salutation. Write the main message in short and clear paragraphs.
Closing: End with suitable words such as ‘Regards,’ ‘With regards,’ or ‘With love,’.
Sender’s Name: Write your name at the end, aligned to the right.

Do’s and Don’ts of E-mail Writing

Do’s:

Use appropriate greetings and salutations.
Proofread the e-mail before sending it.
Keep the message brief and clear.
Place the most important information first.
Use a meaningful subject line.
Write short sentences and separate paragraphs.
Use simple grammar and language.

Don’ts:

Do not include irrelevant information.
Do not write very long sentences.
Do not use unnecessary exclamation marks.
Do not write complete words in capital letters.
Do not use different fonts or confusing abbreviations.
Do not share private information unnecessarily.

Note: The e-mail addresses, dates, order number and other personal details used in these answers are illustrative examples for practice.