Email (Grade 11 NSC Matric English FAL): Revision Notes
What is an email?
An email is a quick and effective way to share information in the modern world. It allows you to communicate clearly and efficiently with others, whether for professional or personal reasons.
Emails can be written in two main styles:
- Formal: Used when writing to teachers, companies, organisations, or people in positions of authority
- Informal: Used when writing to friends, family members, or people you know well
The style and tone you choose will depend on who you are writing to and why you are writing. Always consider your audience before you begin.
The key to writing a successful email is understanding your audience and purpose. This determines everything from your greeting to your sign-off.
Format and structure
Every email follows a clear structure with seven key components. Following this structure ensures your message is professional and easy to understand.
1. Email address
Your email address should be suitable and appropriate for your audience.
- Formal context: Use a professional email address that includes your name or initials
- Example: info@school.co.za or j.smith@student.ac.za
- Informal context: More casual addresses are acceptable
- Example: nomsa.m@gmail.com
Avoid using silly or inappropriate email addresses in formal situations. Your email address is often the first impression you make!
2. Subject line
The subject line tells the reader what your email is about. It should be short, clear, and specific.
- Formal example: "Application for the position of assistant librarian"
- Informal example: "Let's meet this weekend!"
A good subject line helps the reader understand your email's purpose immediately, making them more likely to read and respond.
3. Greeting or salutation
How you greet the reader sets the tone for your entire email.
Formal greetings:
- Use "Dear Mr/Ms" followed by the person's surname
- Example: "Dear Mr Nkosi," or "Dear Ms Jacobs,"
- Always use a comma after the greeting
Informal greetings:
- Use "Hi" or "Hello" followed by the person's first name
- Example: "Hi Zanele," or "Hello John,"
- This creates a friendly, relaxed tone
4. Opening line
The opening line should immediately state the reason for your email.
Formal opening:
- Be direct and professional
- Example: "I am writing to apply for the internship advertised in the Daily Sun."
- Clearly state your purpose from the start
Informal opening:
- Can be more conversational
- Example: "Just wanted to check how you're doing!" or "Hope you're well!"
- May include a friendly question or comment
5. Body or main message
This is where you provide the detailed information or request. The body should be well-organised and easy to follow.
Key guidelines for the body:
- Write in short paragraphs (2-4 sentences each)
- Keep your tone polite and professional, even in informal emails
- Use clear sentences that are easy to understand
- Separate ideas logically with paragraph breaks (introduction, main point, conclusion)
- Stay focused on the topic
Example structure:
- Paragraph 1: Introduce yourself or provide context
- Paragraph 2: Present your main information or request
- Paragraph 3: Add supporting details if needed
- Paragraph 4: Conclude with next steps or final thoughts
6. Closing line
The closing line wraps up your email politely and indicates what you expect next.
Formal closings:
- "I look forward to your reply."
- "Thank you for your time."
- "I would appreciate your assistance with this matter."
Informal closings:
- "Hope to hear from you soon!"
- "Take care!"
- "Let me know what you think!"
7. Sign-off
The sign-off is your final farewell before your name.
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," (widely used professional option)
- Include your full name after the sign-off
Informal sign-offs:
- "Best wishes,"
- "Love," (for family and close friends)
- "Cheers," (casual and friendly)
- Include only your first name after the sign-off
Common mistake to avoid: Don't mix formal and informal elements! If you start with "Dear Mr Nkosi," you can't end with "Cheers" or "Love." Keep your entire email consistent in tone.
Tone and language
The language you use in your email should match the formality level and your relationship with the reader.
| Type | Tone | Language | Example |
|---|---|---|---|
| Formal | Polite and respectful | Use full sentences, no slang or emojis, proper grammar | "I would appreciate your assistance with..." |
| Informal | Friendly and conversational | Contractions acceptable (e.g., can't, won't), emojis may be used, more relaxed | "Can't wait to see you soon 😊" |
Key differences:
- Formal emails avoid contractions (write "I am" instead of "I'm")
- Formal emails use complete, grammatically correct sentences
- Informal emails can be more relaxed but should still be polite
- Emojis should never be used in formal emails
Layout example: formal email
Worked Example: Formal Email Structure
Here's how all the components come together in a formal email:
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:
- Professional email addresses
- Clear, specific subject line
- Formal greeting with surname
- Full sentences throughout
- Polite, respectful tone
- Formal sign-off with full name
Layout example: informal email
Worked Example: Informal Email Structure
Here's how the components work in an informal email:
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:
- Casual greeting with first name
- Contractions used ("can't", "I'm")
- Friendly, conversational tone
- Informal sign-off with first name only
- More relaxed language throughout
Exam tips
Strategies for Success:
✔ Read the question carefully — the instructions will tell you whether to write a formal or informal email
✔ Include all essential parts — make sure your email has a subject line and follows the correct structure
✔ Match your language to the context — keep formal emails polite and professional; informal emails can be more relaxed but should still be appropriate
✔ Check your spelling, punctuation, and grammar — errors make your email harder to read and less professional
✔ Keep paragraphs short and focused — emails should be easy to read, not long and complicated
✔ Stay on topic — only include information that is relevant to your purpose
Remember!
Key Points to Remember:
-
Emails can be formal or informal depending on who you're writing to and why
-
Every email needs seven key parts: email address, subject line, greeting, opening line, body, closing line, and sign-off
-
Formal emails use polite, respectful language with full sentences and no slang
-
Informal emails are more conversational but should still be appropriate and polite
-
Always check the exam question to know whether you need to write formally or informally