Email (Grade 12 NSC Matric English FAL): Revision Notes
What are emails for?
An email serves as a quick and effective method for sharing information in our digital world. You can use emails for different purposes, and understanding when to be formal or informal is crucial for your success.
Formal emails are appropriate when writing to:
- Teachers or school staff
- Companies or businesses
- Organisations or institutions
- People in positions of authority
Informal emails work well when writing to:
- Friends and classmates
- Family members
- People you know personally
The way you write your email—your style and tone—must match both your audience (who you're writing to) and your purpose (why you're writing). This matching is essential for effective communication.
Essential email structure
Every well-written email follows a clear seven-part structure. Master these components to write effective emails every time:
1. Email address
Choose an appropriate email address that reflects the situation. For formal communication, use a professional-looking address that includes your name. For informal emails, more casual addresses are acceptable.
- Formal example: info@school.co.za
- Informal example: nomsa.m@gmail.com
2. Subject line
Your subject line should be brief, clear, and descriptive, telling the reader exactly what your email is about. This helps the recipient understand your message's importance immediately.
- Formal example: "Application for the position of assistant librarian"
- Informal example: "Let's meet this weekend!"
A good subject line acts like a headline—it should grab attention while clearly indicating the email's content and urgency level.
3. Greeting
How you greet someone sets the tone for your entire email:
Formal greetings:
- Dear Mr/Ms + Surname
- Example: "Dear Mr Nkosi,"
Informal greetings:
- Hi/Hello + First name
- Example: "Hi Zanele,"
4. Opening line
Jump straight into explaining why you're writing. Don't waste time with unnecessary pleasantries—get to the point quickly.
- Formal example: "I am writing to apply for the internship advertised in the Daily Sun."
- Informal example: "Just wanted to check how you're doing!"
5. Body paragraphs
This is where you develop your main message. Keep these guidelines in mind:
- Write in short, focused paragraphs for easy reading
- Maintain a polite and professional tone, even in casual emails
- Use clear, straightforward sentences
- Organise your ideas logically (introduction, main points, conclusion)
Even informal emails should maintain a respectful tone. Remember that written communication can be easily misunderstood without facial expressions and voice tone to provide context.
6. Closing line
End your email politely, showing appreciation or indicating next steps:
- Formal examples: "I look forwards to your reply." / "Thank you for your time."
- Informal examples: "Hope to hear from you soon!" / "Take care!"
7. Sign-off
Choose an appropriate farewell that matches your email's tone:
Formal sign-offs:
- Yours sincerely,
- Yours faithfully,
- Kind regards, (Always include your full name)
Informal sign-offs:
- Best wishes,
- Love,
- Cheers, (Include your first name only)
Tone and language differences
Understanding when to use formal or informal language is essential for effective email communication:
| Type | Tone | Language | Example |
|---|---|---|---|
| Formal | Polite, respectful | Full sentences, no slang or emojis | "I would appreciate your assistance with..." |
| Informal | Friendly, conversational | Contractions and emojis acceptable | "Can't wait to see you soon 😊" |
The key difference lies in the level of formality and the relationship between you and your recipient. When in doubt, err on the side of being more formal rather than too casual.
Practical examples
Formal Email Layout:
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 forwards to your response.
Yours sincerely, Nomvula Dlamini
Informal Email Layout:
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
Exam success tips
Essential Tips for Email Writing Success:
- Read the question carefully—it will tell you whether to write formally or informally
- Include all essential components: subject line and clear structure
- Match your language to your audience—stay appropriate and polite throughout
- Check your spelling, punctuation, and grammar before finishing
- Keep paragraphs short—emails should be easy to read quickly
Key Points to Remember:
- Emails are versatile communication tools that can be formal or informal depending on your audience and purpose
- Every email needs seven essential parts: address, subject line, greeting, opening, body, closing, and sign-off
- Your tone and language must match whether you're writing formally (to authority figures) or informally (to friends and family)
- Clear structure and appropriate language are key to effective email communication
- Always proofread your work to ensure professionalism, even in casual emails