Email (Grade 10 NSC Matric English FAL): Revision Notes
What is an email?
Emails are a quick and efficient method of sharing information in today's digital world. They allow you to send messages instantly to anyone with an internet connection. Whether you're writing to a teacher, applying for a job, or chatting with a friend, understanding how to write effective emails is an essential skill.
The way you write your email will change depending on your audience (who you're writing to) and your purpose (why you're writing). This guide will help you understand the differences between formal and informal emails and how to structure them correctly.
Email communication skills are increasingly important in both academic and professional settings. Mastering these skills now will benefit you throughout your education and career.
Purpose of emails
Emails can serve many different purposes, and they can be written in two main styles:
Formal emails
These are used for professional or official communication. You would write a formal email when:
- Contacting a teacher or school official
- Applying for a job or internship
- Writing to a company or organisation
- Communicating with someone you don't know well
The language in formal emails should be polite, respectful, and professional.
Informal emails
These are used for casual, personal communication. You would write an informal email when:
- Chatting with friends
- Writing to family members
- Communicating with people you know well
The language in informal emails can be more relaxed and friendly, but should still be appropriate and respectful.
Format and structure
Every email follows a basic structure with seven key parts. Getting these right will ensure your email is clear and effective.
1. Email address
Your email address is the first thing people see, so it matters! Choose an appropriate address that sounds professional, especially for formal situations.
Examples:
- Formal: info@school.co.za (school or official address)
- Informal: nomsa.m@gmail.com (personal address)
For formal emails, avoid using nicknames or silly words in your email address. Keep it simple and professional. An unprofessional email address can create a negative first impression before the recipient even reads your message.
2. Subject line
The subject line tells the reader what your email is about before they even open it. It should be short, clear, and specific.
Examples:
- Formal: "Application for the position of assistant librarian"
- Informal: "Let's meet this weekend!"
A good subject line helps the reader understand your message quickly and decide if they need to respond urgently.
3. Greeting or salutation
This is how you address the person you're writing to. The greeting sets the tone for the entire email.
Formal greetings:
- Use "Dear Mr/Ms" followed by the person's surname
- Example: "Dear Mr Nkosi," or "Dear Ms Jacobs,"
- Always include a comma after the greeting
Informal greetings:
- Use "Hi" or "Hello" followed by the person's first name
- Example: "Hi Zanele," or "Hello Thabo,"
- This creates a friendly, relaxed tone
4. Opening line
Your opening line should immediately explain why you're writing. This helps the reader understand the purpose of your email straight away.
Examples:
- Formal: "I am writing to apply for the internship advertised in the Daily Sun."
- Informal: "Just wanted to check how you're doing!"
The opening line should be direct and get straight to the point, especially in formal emails.
5. Body or main message
This is the main part of your email where you provide all the important information. Here are some key guidelines:
- Write in short paragraphs to make your email easy to read
- Keep the tone polite and professional, even in informal emails
- Use clear sentences that are easy to understand
- Organise your ideas logically – introduce your topic, explain your main points, and then conclude
Structure your body text so each paragraph covers one main idea. For example:
- First paragraph: State your purpose
- Middle paragraph(s): Provide details or explanation
- Final paragraph: Conclude or state what you want to happen next
The body of your email is where you communicate your message in detail. While you want to be thorough, remember that most people skim emails quickly. Breaking your content into short, focused paragraphs makes it much easier for readers to understand and respond to your message.
6. Closing line
The closing line wraps up your email politely and shows respect for the reader's time.
Examples:
- Formal: "I look forward to your reply." or "Thank you for your time."
- Informal: "Hope to hear from you soon!" or "Take care!"
This line should match the tone of your email – professional for formal emails, friendly for informal ones.
7. Sign-off
The sign-off is your final farewell before your name. It should match the formality of your email.
Formal sign-offs:
- "Yours sincerely," (when you know the person's name)
- "Yours faithfully," (when you don't know the person's name)
- "Kind regards,"
- Always include your full name after a formal sign-off
Informal sign-offs:
- "Best wishes,"
- "Love," (for close friends and family)
- "Cheers,"
- You can use just your first name after an informal sign-off
Tone and language
Understanding the difference between formal and informal tone is crucial for writing appropriate emails.
Formal emails
Tone: Polite and respectful. You should sound professional and courteous throughout.
Language features:
- Use complete sentences with proper grammar
- Avoid slang words or abbreviations
- Don't use emojis or emoticons
- Be direct and clear
Example: "I would appreciate your assistance with this matter."
In formal emails, every word counts toward creating a professional impression. Even small details like using complete sentences instead of fragments and avoiding abbreviations demonstrate respect for your recipient and seriousness about your message.
Informal emails
Tone: Friendly and conversational. You can sound more relaxed and personal.
Language features:
- Contractions are acceptable (can't, won't, I'm)
- You may use emojis to add warmth (but don't overuse them!)
- A more casual vocabulary is fine
- You can be more expressive
Example: "Can't wait to see you soon 😊"
Even though informal emails allow for a relaxed tone, they should still be appropriate and respectful. Avoid language that could be misunderstood or offensive, and remember that emails can be forwarded or saved, so maintain good judgement about what you write.
Layout example: formal email
Complete Formal Email Structure
To: info@citylibrary.org.za
From: nomvula.dlamini@gmail.com
Subject: Application for library volunteer position
Dear Ms Jacobs,
I am writing to apply for the volunteer position at your library. I am a Grade 12 learner at Masakhane Secondary School and have a strong interest in reading and community service.
I am available to help during weekends and holidays. Please find my CV attached for your consideration.
Thank you for your time and assistance. I look forward to your response.
Yours sincerely,
Nomvula Dlamini
Notice how this email:
- Uses a professional email address and clear subject line
- Opens with proper formal greeting using surname
- States purpose clearly in the opening line
- Provides relevant details in short paragraphs
- Closes politely with appreciation
- Uses appropriate formal sign-off with full name
Layout example: informal email
Complete Informal Email Structure
To: zanele.m@icloud.com
From: lindiwe.m@gmail.com
Subject: Can't wait for the holidays!
Hi Zanele,
How are you doing? I can't believe exams are finally over! I'm planning a weekend trip to Durban — want to come along? It would be great to relax and enjoy the beach after all the studying.
Let me know if you're in!
Love,
Lindiwe
Notice how this email:
- Uses a friendly, casual subject line
- Opens with informal greeting using first name
- Includes contractions and conversational language
- Maintains a warm, friendly tone throughout
- Closes with casual sign-off and first name only
Exam tips for writing emails
Essential Guidelines for Email Writing in Exams
✔ Read the question carefully – it will tell you whether you need to write a formal or informal email. Pay attention to who your audience is.
✔ Include a subject line – this is essential and shows you understand email format. Make it clear and relevant.
✔ Follow a clear structure – include all seven parts: email address, subject line, greeting, opening line, body, closing line, and sign-off.
✔ Keep your language appropriate and polite – even informal emails should be respectful and well-written.
✔ Use correct spelling, punctuation, and grammar – these basics matter in both formal and informal emails.
✔ Avoid long, messy paragraphs – emails should be easy to read. Keep your paragraphs short and focused.
✔ Match your tone to your audience – formal for teachers/officials, informal for friends/family.
✔ Check your work – before you finish, read through your email to make sure it makes sense and includes all the required elements.
Remember!
Key Points to Remember:
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Emails can be formal or informal – the style depends on who you're writing to and why.
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All emails need seven key parts: email address, subject line, greeting, opening line, body, closing line, and sign-off.
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Formal emails use polite, professional language with complete sentences and no slang or emojis.
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Informal emails can be friendly and casual with contractions and emojis, but should still be appropriate.
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The subject line and opening line are crucial for making your purpose clear immediately.
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In exams, always read the question carefully to determine whether you should write formally or informally.