Email writing format & Sample Apr 24, 2021

Email Format For Students: Ultimate Guide

Posted by Admin 8 mins

Hello Students, welcome to this article on email format for students.

This ultimate guide will help to master email format for students with free samples of email format to draft one for you in the next 8 mins.

A good email format for students depends on your purpose of writing however there are some basic email format for students that are universally followed and accepted.

In this article, you'll be learning on the different parts of an email and of course more importantly the email format of an email which you will be using while writing the emails.

In this article, you’ll find:

  • Different parts of an email format for students
  • What is an email format structure for students?
  • Email format for students samples and examples

So let's begin this ultimate guide to master email format for students.

Different parts of an email format for students

Firstly we're going to go into the parts of an email format for students. I believe you are very familiar with the format however let's just go through them. Just in case some of you may not know or you may learn something you didn't know before.

'To' Field

So yeah, first of all you have the 'To' field. Anyone know what goes into the 'To' field in an email? Anyone?
Oh yeah that's right the 'To' field is where you write the recipients email address or the person who is receiving the email. Very good!

'CC' Field

Now the more challenging one what do you think 'CC' is? Aha! everyone knows what 'CC' actually stands for? Anyone?
Yes, 'CC' stands for carbon copy which means the person whose email address you write into this field will be the people you want to send a copy of the email to. However, you're not really talking to people in 'CC'.

For example -
You're writing an email to school or college Principal. Okay, so that's in your 'To' field however you want your school or college class teacher to get a copy of that particular email. Then you 'CC' your class teacher however you write to your Principal.

'BCC' Field

Right, that's an example so it's a carbon copy. Then what is 'BCC' anyone knows? Aha! 'BCC' actually stands for blind carbon copy and this one is interesting. You're right, the email address of the person to whom you want to send a copy of the email to but it is not shown on any other recipients copy including other 'BCC' recipients.

For example -
You are writing to (in 'To') a school or college Principal and you 'CC' your school or college class teacher but you don't really want him to know or you don't need him to know that you've sent a copy to your other team members.

For example -
You 'BCC' your other team members and if you have Sam and Tom in your team members. Any wouldn't know that Sam and Tom got it. Sam doesn't know that TOM got it. Tom doesn't know that Sam got it. So that's blind carbon copy because it's kind of blind.

'Subject' Field

Next, you have a 'Subject' field. Now this is really important. Okay, would you write in the 'Subject' field? Well, of course you write the topic or title of the email message.

Now it's important to make your subject clear, direct and specific. Why? Because if it's not clear, direct or specific, your recipient or the person you're sending the email to, may not even open it.

Okay! So it's really important to be clear. It's really important to be specific when you write your subject just like when you write your business letters. Use sentence case which means that each first letter of a word is capitalized. Just like in a business letter you capitalize each of the first letters.

Content of your email message

Right then, of course if the content of your email which is the message body and it contains the actual message you wish to send. It's a conventional kind of way of email writing where you have your introduction, you have message body, and of course your conclusion and you have your email signature.

Email Signature

Here you can add in a certain email signature in your emails where you have additional information about yourself. So besides your name, you can have your department, you can have your position, your company and other information.

For example -
Mention a phone number or even a class details so that's all the information you can include in signature.


In the email you have an attached file option where you can attach files. Now if you write the email (for example) for your tests or exams answersheets or results.

You can also include this information in email body so when you have attachments you notify in the email body of your message.You notify the recipient that you have attached a certain document or file so you can say 'attached here with is the document or the receipt that is proof of my fees'.

So it's good practice to actually inform the person or the recipient that you have attached a file and what the file is.Same goes for even your business letters as well.

Okay, so that's about it for parts of an email. So the important part now is the email format for students. This is really important because you need to memorize certain things in order to use it correctly in your email writing.

So let's go into it.

What is an email format structure for students?

First of course you have the 'From' field where it is your email address. Then you have the 'To' field which is the recipients email and of course the 'CC', you can leave it blank or if you feel it's necessary you can include someone you want to give a copy of that email to.

Email writing format & Sample

Depending on your question or the topic, the situation given to you, of course, you have the 'Subject' where you include the message topic in sentence case which means each first letter is capitalized.

Then of course comes your salutations. You may start with 'Dear' and then Mr./Mrs./Miss/Doctor, if you're using the name. Please try to use the surname because it is more formal. Okay use the surname you'll never go wrong.

Then you have a greetings or introduction or objective. So introduce yourself, just relevant information only. So like 'my name is', 'I'm representing my college'.

Then you have your objective. Like 'I'm writing to inquire or to request or to inform', 'I'm contacting you to' for whatever purpose, 'I'm writing in response to'.

Then you have the main email message something like your business letters. You should have space between the paragraphs to show different topics. As far as possible, if it's a slightly different topic put it into a new paragraph because it's easier to read.

Then you have your leave-taking like 'your', 'yours sincerely', 'yours faithfully' etc. You can use the others leave-takings also but the safest bet would be 'your sincerely' because it is formal and professional.

Finally you have a email signature. That include your full name, your position on your department or class, and your contact information as well.

Okay so that's the format of an email for students.

Email format for students sample example

Perfect email format for students to request for seminar on effective email writing.

Email Subject Line: Book Seminar in New York

Email Message:

Dear Anna,

I hope things are well with you.

I was pleased to hear that you will be back in New York again in August to hold your seminar on 'Effective Email Writing'.

Some colleges are interested in asking you to a seminar for them. I hope you will agree to take it up.

Please let me know if you have any open dates when you're here, and I'll take care of the rest.

I look forward to hearing from you soon.

Yours Sincerely,
New York, USA
Contact Number: xxxxxxxxxx

Final Thoughts

Email format for students includes parts like 'To', 'CC', 'BCC', 'Subject' fields.

Notify the recipent in the email in case you are attaching any document file.

Make seperate paragraphs for each topic mentioned in the email contents.

Add email signature at the end of the email.

I hope Students, this article may help you in writing the emails. Happy emailing!


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