Professional Email कैसे लिखें: Format, Examples और Tips
School, college, office, admission और official request के लिए clear और polite email लिखना सीखें.
The 6 parts of a professional email
| Part | Good example | Avoid |
|---|---|---|
| Subject | Leave application – Riya Sharma, 10-B, 27–28 Oct | “Hi”, “Urgent!!!”, empty subject |
| Greeting | Dear Ms. Gulati, / Dear Sir/Madam, | “Hey”, “Dear Sir” for a woman you know |
| Opening line | Why you are writing, in one sentence | Long introductions |
| Body | 2–4 short paragraphs or bullet points; facts, dates, numbers | One huge paragraph, SMS spelling (“plz”, “u”) |
| Clear request / next step | Kindly approve the leave. / Could you confirm by Friday? | Ending without saying what you need |
| Closing + signature | Regards, name, role, phone | No name, only “Sent from my phone” |
Three ready examples
1. Job application
Subject: Application for Junior PHP Developer – Aman Verma Dear Hiring Manager, I am applying for the Junior PHP Developer position posted on Naukri on 20 October. I completed my BCA in 2026 and built a school fee management system in PHP and MySQL (GitHub: github.com/aman-verma/fee-system). I have attached my resume (PDF). I would welcome a chance to discuss how I can contribute to your team. Regards, Aman Verma +91 98XXX XXXXX | aman.verma@email.com
2. Asking a teacher for help
Subject: Doubt in Chapter 4 (DBMS) – Riya Sharma, 12-A Dear Mr. Khan, I could not understand the difference between a primary key and a candidate key in today's class. Could you please share an example or spend five minutes on it tomorrow? Thank you, Riya Sharma, 12-A, Roll No. 21
3. Following up politely
Subject: Re: Refund for order #A10482 Dear Support Team, I am following up on my email of 15 October about the refund of ₹1,499 for order #A10482 (returned on 12 October, pickup ID PK7731). Could you please share the refund status? Regards, Neha Gupta, 98XXX XXXXX
Tips that make a difference
- Use a professional address: firstname.lastname@…, not coolboy007@….
- To = who must act, Cc = who should know, Bcc = many parents/customers (hides addresses from each other).
- Name attachments clearly (Aman_Verma_Resume.pdf) and mention them in the text; send PDF, not editable Word, for final documents.
- Add the attachment before writing the message, so you do not forget it.
- Reply within one working day, even if only to say “I will check and reply by Friday”.
- Read once aloud before sending; check names, dates and amounts.
Want it to arrive at the right time? Schedule the email in Gmail.
Useful phrases
| Instead of | Write |
|---|---|
| “Do the needful.” | “Could you please approve the attached form?” |
| “Revert back.” | “Please reply.” / “Please let me know.” |
| “I am having a doubt.” | “I have a question about…” |
| “PFA.” | “Please find the report attached.” |
| “Kindly send ASAP!!!” | “Could you send it by 5 pm today? We need it for the 6 pm meeting.” |
Professional email के 6 हिस्से
| हिस्सा | अच्छा उदाहरण | इनसे बचें |
|---|---|---|
| Subject | Leave application – Riya Sharma, 10-B, 27–28 Oct | “Hi”, “Urgent!!!”, ख़ाली subject |
| संबोधन | Dear Ms. Gulati, / Dear Sir/Madam, | “Hey”, जान-पहचान वाली महिला को “Dear Sir” |
| पहली line | आप क्यों लिख रहे हैं, एक वाक्य में | लंबा परिचय |
| Body | 2–4 छोटे paragraphs या bullet points; facts, dates, numbers | एक बहुत बड़ा paragraph, SMS spelling (“plz”, “u”) |
| साफ़ अनुरोध / अगला कदम | Kindly approve the leave. / Could you confirm by Friday? | बिना बताए ख़त्म करना कि क्या चाहिए |
| Closing + signature | Regards, नाम, पद, phone | नाम नहीं, सिर्फ़ “Sent from my phone” |
तीन तैयार उदाहरण
1. Job application
Subject: Application for Junior PHP Developer – Aman Verma Dear Hiring Manager, I am applying for the Junior PHP Developer position posted on Naukri on 20 October. I completed my BCA in 2026 and built a school fee management system in PHP and MySQL (GitHub: github.com/aman-verma/fee-system). I have attached my resume (PDF). I would welcome a chance to discuss how I can contribute to your team. Regards, Aman Verma +91 98XXX XXXXX | aman.verma@email.com
(Job emails आम तौर पर English में भेजे जाते हैं; ऊपर का ढाँचा अपनाएँ और details अपनी डालें।)
2. Teacher से मदद माँगना
विषय: Chapter 4 (DBMS) में doubt – Riya Sharma, 12-A आदरणीय Khan Sir, आज की class में primary key और candidate key का अंतर समझ नहीं आया। कृपया एक उदाहरण भेज दें या कल पाँच मिनट समझा दें। धन्यवाद, Riya Sharma, 12-A, Roll No. 21
3. विनम्रता से follow up
Subject: Re: Refund for order #A10482 Dear Support Team, I am following up on my email of 15 October about the refund of ₹1,499 for order #A10482 (returned on 12 October, pickup ID PK7731). Could you please share the refund status? Regards, Neha Gupta, 98XXX XXXXX
फ़र्क़ डालने वाले tips
- Professional address इस्तेमाल करें: firstname.lastname@…, coolboy007@… नहीं।
- To = जिसे काम करना है, Cc = जिसे पता होना चाहिए, Bcc = कई parents/customers (एक-दूसरे से addresses छिपते हैं)।
- Attachments के साफ़ नाम रखें (Aman_Verma_Resume.pdf) और text में ज़िक्र करें; अंतिम documents PDF में भेजें, editable Word नहीं।
- Message लिखने से पहले attachment जोड़ें, ताकि भूलें नहीं।
- एक working day में जवाब दें, भले ही बस “मैं देखकर शुक्रवार तक जवाब दूँगा”।
- भेजने से पहले एक बार ज़ोर से पढ़ें; नाम, dates और रक़म जाँचें।
सही समय पर पहुँचाना है? Gmail में email schedule करें।
उपयोगी वाक्यांश
| इसकी जगह | यह लिखें |
|---|---|
| “Do the needful.” | “Could you please approve the attached form?” |
| “Revert back.” | “Please reply.” / “Please let me know.” |
| “I am having a doubt.” | “I have a question about…” |
| “PFA.” | “Please find the report attached.” |
| “Kindly send ASAP!!!” | “Could you send it by 5 pm today? We need it for the 6 pm meeting.” |
अक्सर पूछे जाने वाले सवाल
Professional email कैसे शुरू करें?
व्यक्ति के title और surname के साथ “Dear” (Dear Ms. Gulati) या नाम न पता हो तो “Dear Sir/Madam” लिखें, फिर पहले वाक्य में उद्देश्य बताएँ।
अच्छी subject line क्या है?
छोटी और विशिष्ट: विषय + कौन + मुख्य detail, जैसे “Leave application – Riya Sharma, 10-B, 27–28 Oct”।
क्या parents के emails के लिए Bcc इस्तेमाल करें?
हाँ। कई parents या customers को email करते समय addresses Bcc में रखें ताकि उनकी email IDs सबके साथ share न हों।
