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Email Writing Exercises with Solutions

Using the following phrases, write an email (80 120 words).


1. You are a part of corporate communication team in your
company. The working time period is revised as 8:30 am to
5:00pm. Mail to the employees in your company informing
the same.
by 30 minutes to avoid traffic - effect from next week
- lunch duration - revised working time - reduced by
10 minutes - free breakfast - office will start earlier till the end of rainy season - will be in effect
Dear All,
This is to inform you that the present office timings
are revised as 8:30 am to 5:00 pm. The new timings
are made earlier by 30 minutes to avoid traffic and
will be in effect from next week onwards. The lunch
duration in the revised working time is reduced by 10
minutes. A free breakfast will be provided to all the
employees as the office will start earlier by half an
hour. The change in timings will remain applicable till
the end of rainy season and will be in effect until
further information in this regard.
Thanks and Regards,
ABC
Corporate Communication Team

2. Mail to your parents describing the experience related to


your first campus interview.
80 minutes - tensed - formal shirt - negative marking polish - write a program - early in the morning written test - four member panel - explain - offer very happy.
Dear Ma and Papa,
Yesterday I have attended my first campus interview.
During the first round they conducted an aptitude
test of 80 minutes duration. I was feeling very tensed
but I qualified the test and shortlisted for the
interview. We had to wear formal shirt and trousers.
There was negative marking even for improper polish
on our shoes. In technical interview, I was asked to
write a program. We started early in the morning
with the written test first and it was almost late
evening by the time I faced HR interview which was
taken by a four member panel. They explained me
about the companys offer. I would be very happy if I
will be selected in this company.
Regards,
ABC

3. Mail to a company requesting them to sponsor your


college cultural festival.
pdf file - reputed institute - 10 days - 200 college sparkling performance - extravaganza - sponsor the
event - request appointment - brochure attached .
Dear Sir,
Please find attached a pdf file regarding information
about the cultural festival of our college. Ours is a
reputed institute of central India. We are organizing a
10 days festival in which 200 college students will be
participating. There will be a sparkling performance
by our colleges best dancer and musical and dance
extravaganza will go on during the entire festival. We
would be very grateful if you sponsor the event. I
sincerely request appointment at your convenience
for further discussion. Please find a brochure
attached for more details regarding festival schedule
and sponsorship categories.
Yours sincerely,
ABC

4. Mail to your final year project guide explaining the delay in


the project submission.
submission date - foreign edition books - Schedule 10th June - laptop crash - delay in printing - overall
status - 9 days - approve the extension - shortage of
money .
Respected Sir,
I am writing to request for extending the submission
date of my project as it will be delayed due to couple
of reasons. Firstly, I need to refer few foreign edition
books but they will be available only after fifteen days
in our library and as per the schedule, I have to
submit my project on 10th June. Moreover, recently
my laptop crashed and it will take some time to
recover the lost data so there will be further delay in
printing. As per the overall status, I need 9 days more
to complete the project. I sincerely request you to
approve the extension. Due to shortage of money, I
am unable to buy new books, so I have to wait for the
library copies to complete my work.
Yours sincerely,
ABC

5. Write an email to your team member appreciating his hard


work which resulted in a completion of your team project
on time
thank you - keep it up - client - week-end - night appreciating the work done , hard work - Customer
billing project - beyond call of duty - extra working
hours
Dear ABC,
Thank you and keep it up for the successful and
timely completion of our project. The client is also
very happy and satisfied with the work. I am aware
that you worked on week-end and till late night
during last few days. The client is also appreciating
the work done by you and your hard work and
dedicated efforts lead to the timely completion of
Customer billing project. You have set a good
example of working beyond call of duty and putting
extra working hours in order to meet the project
deadlines.
Many thanks again for the good work.
Best Regards,
ABC

6. Write an e-mail to request to conduct a training session for


your associates using the following phrases, with a
minimum of 50 words and a maximum of 150 words.
training sixteen associates tenth twelfth August
three days communication skills assertiveness
telephone etiquette e-mail writing confirm two
days clarifications.

Dear Sir,
I request you to conduct a soft skills training program
for my sixteen associates from tenth to twelfth
August. Please plan for a three days training program
that should cover sessions on communication skills,
assertiveness, telephone etiquette and e-mail writing.
The sessions can be conducted from 10 am to 5 pm
with half an hour lunch break and must include
tutorials as well as some practical exercises and team
games. Kindly confirm the schedule at least two days
in advance and also inform about your specific
requirements. Please let me know if you need further
clarifications in this matter.
Thanks for your support and looking forward to have
a useful learning program.
Thanks and Regards,
ABC

7. Write a mail to Mr. Thejha requesting him to join a


meeting
Malaria a weeks time out of office Monday
completion back up apologize request work
overnight
Dear Thejha,
I request you to join the project review meeting on
my behalf. I have been suffering from Malaria from a
weeks time and will be out of office till Monday.
The XYZ project is in completion stage and its final
review is scheduled on Friday. The complete back
up of the project and its current status is available on
my computer system at office. I apologize for
making this request at a very short notice. Please
convey to the client that once I join duties, I will
work overnight to cover up for the lost working hours
and will deliver the project on time.
Thanks and Regards,
ABC

8. You are the project leader for a team of 20 members. As the team
members are not submitting the weekly time sheets regularly,
you need to email them stressing the need to submit without fail.
Using the following phrases, write an email with a minimum of 70
words and a maximum of 100 words to your team members
informing the same.

can be accessed online lead to loss of pay every week


do not default used to bill client actual working hours
by Friday failure to adhere time sheet filling application
Dear Team,
I am writing to remind you that the weekly time sheets
that can be accessed online are required to be submitted
regularly. Failure to regular submission of timesheets will
lead to loss of pay for the team member. Please note that
the timesheets are to be sent every week to the client,
so do not default in its regular submission. This data is
used to bill client the actual working hours put in by
individual team members. I expect to receive the
timesheets every week by Friday before seven pm and
failure to adhere this requirement will have serious
consequences. A copy of time sheet filling application is
attached for your reference.
Thanks and Regards,
Project Leader

9. 3 weeks belong to XYZ project close to office reach


Seattle this Saturday duration of stay book hotel
travellers cheque or cash ensure port of departure is
Chennai prefer transit via Frankfurt

Dear Madam,
I am writing to inform you that I will be travelling to US for
3 weeks. I belong to XYZ project. While onsite, I will prefer
accommodation somewhere close to office. I have to
reach Seattle by this Saturday and will work in our US
office for the entire duration of stay. Please book hotel for
me and issue travellers cheque or cash of USD 2000. As I
will be boarding the flight from Chennai, please ensure
port of departure is Chennai and also note that I will prefer
transit via Frankfurt. Kindly confirm my bookings and other
arrangements by tomorrow.

Thanks and Regards,


ABC
Project Lead,
XYZ Project

10.
Mail to your client Margaret, explaining that the
accounts receivable project is late. Sign the email as
Sandra.
Accounts receivable project delayed project
leader ill hepatitis 3 weeks expect delay
project one week me know if need clarifications

Dear Margaret,
I am writing to inform you that the Accounts
receivable project will be delayed further because the
project leader is ill and has been suffering from
hepatitis since last 3 weeks. He is expected to be on
leave for another two weeks. Meanwhile, his
responsibilities are given to a senior team member
and the team is working continuously on the project.
As per the present status, we expect a delay in the
submission of project by one week. Let me know if
you need clarifications regarding the project
schedule.
I sincerely apologize for the inconvenience caused.
Thanks and Regards,
Sandra

11.

Mail regarding Thank you for the interview:


Thank you time and consideration extended
interview with you yesterday opportunity my
experience my future goals hearing from you
wish to thank courtesy.

Dear Sir,
Thank you for time and consideration that you have
extended during the interview with you yesterday for
the position of Senior Software Engineer. I think this
opportunity matches my experience and is well
aligned with my future goals. I assure you that given a
chance I will work with complete dedication and
sincerity and prove to be an asset to the organization.
I hope to hearing from you soon and once again wish
to thank you for your courtesy and valuable time.
Yours sincerely,
ABC

12.
Write an e-mail minimum 70 words to the manager of
a company called ITEX, Complaining about a delivery
service
bought a product , didnot work , called customer care , put
me through automated teleservices , on hold , for 19
minutes , got disconnected , wrote an e-mail , reply ,
sorted out , 2 days , problem still unresolvedl
Dear Sir,
I bought a product Sony ear phones on 10th September from
your Ujjain showroom. The ear phones did not worked when I
tried them at home. When I called customer care, they put me
through automated teleservices and I was kept on hold for 19
minutes after which the line got disconnected. Subsequently, I
wrote an email also and received a reply that the matter will be
sorted out in 2 days but the problem is still unresolved.
Kindly look into this matter urgently and reply.
Thanks and Regards,
ABC

13.
You are the project leader for a team and plan to take
your team out for a movie. Using the following phrases,
write an email with a minimum of 70 words and a
maximum of 100 words to your team members informing
the same.
at your residence , decided based on the poll result , on
friday , team building activity , forum mall , dinner at Hotel
Chevron , will drop , answer the poll immediately , confirm
your participation , company cab
Dear All,
I am glad to inform you that as a result of successful completion
of our team project, I am planning a team outing. Kindly fill in
this online poll regarding your suggestions. The movie will be
decided based on the poll result. This outing is planned on
Friday and I am sure it will be a great team building activity
organized at forum mall. The movie show will be followed by
dinner at Hotel Chevron and then the company vehicle
will drop you. Please answer the poll immediately to confirm
your participation and also tick for the option of company cab,
if you need this facility.
Regards,
Project Leader

14.
Write an e-mail to client to invite him to the party
using the following phrases, with a minimum of 50 words
and a maximum of 150 words.
pleasure, mobile alerts project, Tuesday , eight pm , Hilton
downtown ,dinner , meal constraint , successful project ,
celebrate , hard work, if any , looking forward
Dear Sir,
With great pleasure, I would like to invite you to the
celebration party of mobile alerts project. The party is
organized on Tuesday at eight pm at Hotel Hilton downtown in
their dinner hall. Please let me know if you have any meal
constraint. The party is organized for the successful project
completion and to celebrate the hardwork and dedication put
in by all the team members. Please inform if you have any
problems.
Looking forward to celebrate this success with you.
Thanks and Regards,
ABC

Few more exercises:


15.
Write a mail to your colony head for clearing the
location as there is mess around and garbage is not
properly placed.
16.
Write a mail to your manager for informing about the
change in timings of lunch as discussed in the meeting.
17.
Write a mail to your training coordinator for the
problems in the management of training.
18.
bring- camera- celebrations cake instruct
security personnel not working area only near pool
obliged.

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