Students write emails all the time: to teachers about assignments, to universities about admission, to scholarship offices, and to companies about internships. A clear, polite email can make a strong first impression. A messy one can do the opposite.
Email writing is also part of many English exams in Bangladesh, where students are asked to write an email to a friend, a teacher or an organisation.
This guide explains the email writing format for students, with the key rules, ready-to-use templates and exam-style examples.
The Basic Email Format
Every email has these parts:
- To: the receiver’s email address
- Cc / Bcc (optional): people who should get a copy
- Subject: a short, clear summary of the email
- Greeting: Dear Sir / Dear Ms Rahman / Hi Rafi
- Body: the main message, in short paragraphs
- Closing: Best regards / Yours sincerely / Thanks
- Signature: your name and, if needed, your class, roll number or contact details
The Purdue Online Writing Lab gives practical advice on all of these in its guide to email etiquette.
Writing a Good Subject Line
The subject line tells the reader what the email is about before they open it. Make it short and specific.
- Weak: Hello / Important / Question
- Strong: Request for extension – Physics assignment, Class 10B
- Strong: Application for summer internship – Nusrat Jahan
Choosing the Right Greeting and Closing
| Reader | Greeting | Closing |
|---|---|---|
| Teacher or professor | Dear Sir / Dear Madam / Dear Dr Karim | Best regards / Yours sincerely |
| Unknown official | Dear Sir or Madam | Yours faithfully / Kind regards |
| Company contact (name known) | Dear Mr Hasan | Yours sincerely / Best regards |
| Friend or classmate | Hi Rafi / Dear Rafi | Best wishes / See you soon |
Formal vs Informal Emails
Formal Email
- Used for teachers, universities, offices and employers
- Polite, clear language with no slang
- Full forms like I am and do not
- Short paragraphs and a clear request
Informal Email
- Used for friends and family
- Friendly tone; contractions are fine
- Can share personal news and feelings
Template 1: Email to a Teacher
Subject: Request for extension – English essay, Class 9A
Dear Madam,
I hope you are well. I am writing to ask for a short extension for the English essay due on Thursday.
I was ill with a fever for three days this week and could not complete it. I have finished most of the draft and can submit it by Sunday.
I would be grateful if you could allow me this extra time. Thank you for your understanding.
Best regards,
Arif Hossain
Class 9, Section A, Roll 18
Template 2: Email to a University
Subject: Question about application documents – BSc Computer Science
Dear Sir or Madam,
My name is Lamia Akter, and I am planning to apply for the BSc in Computer Science for next year’s intake.
Could you please confirm whether I need to submit my HSC certificate, or whether a provisional result is enough at the application stage?
Thank you for your help. I look forward to your reply.
Yours faithfully,
Lamia Akter
Phone: [your number]
Template 3: Email for an Internship
Subject: Application for marketing internship – Tanvir Ahmed
Dear Ms Chowdhury,
I am a third-year BBA student at [university name], and I am writing to apply for the marketing internship posted on your website.
Through my coursework and my role as social media lead for our university business club, I have gained experience in planning campaigns and analysing simple engagement data. I would love to learn more in a professional team.
I have attached my CV. I would be happy to attend an interview at your convenience.
Thank you for your time and consideration.
Yours sincerely,
Tanvir Ahmed
[Email] | [Phone]
Template 4: Informal Email to a Friend (Exam Style)
Subject: My trip to Cox’s Bazar
Dear Sadia,
How are you? I hope you and your family are well. I’m writing to tell you about my recent trip to Cox’s Bazar.
Last week, my family and I spent three days there. We walked on the long beach every morning and watched the sunset in the evenings. We also visited Himchari, where we saw a beautiful waterfall. The seafood was delicious!
I wish you had been with us. Let’s plan a trip together during the next holidays.
Write back soon.
Best wishes,
Mitu
Key Rules for Student Emails
- Use a proper email address. Something like firstname.lastname@… looks more professional than a nickname.
- Be brief. Get to the point in the first two lines.
- One email, one topic. Send separate emails for separate issues.
- Be polite. Use please, thank you and I would be grateful.
- Mention attachments. Write “I have attached…” and check that you really did.
- Proofread. Check spelling, grammar and the receiver’s name before sending.
- Avoid capital letters for emphasis. WRITING IN CAPITALS feels like shouting.
- Be patient. Wait two or three working days before sending a polite follow-up.
Purdue OWL’s general guidelines for business writing are also useful for professional emails.
Useful Phrases
| Purpose | Phrase |
|---|---|
| Opening | I hope you are well. / I am writing to… |
| Asking | Could you please…? / I would like to ask whether… |
| Attaching | Please find attached… / I have attached… |
| Following up | I am writing to follow up on my email of [date]. |
| Closing | Thank you for your time. / I look forward to your reply. |
Common Mistakes
- Leaving the subject line empty.
- Starting with “Hey” when writing to a teacher.
- Writing one very long paragraph.
- Using text-message language like “u”, “plz” or “thx”.
- Forgetting to sign your name.
If you write emails at work or in internships, Purdue OWL’s section for workplace writers has more guidance.
Frequently Asked Questions
What is the correct format of an email for exams?
Include To, Subject, greeting, body, closing and your name. Some exam boards also ask for Cc or Bcc lines, so follow your textbook’s format.
How long should a student email be?
Most formal emails need only 80 to 200 words.
Is “Dear Sir” still correct?
Yes, especially in South Asian schools. If you know the person’s name, “Dear Mr Rahman” or “Dear Dr Karim” is more personal.
Conclusion
A good student email is short, polite and clear: a specific subject line, the right greeting, a focused message, a polite closing and your name. Practise with the templates above and adapt them to your own situation.
To check your writing before you send, try our guide to the best grammar checker apps. For online learning success, read our study tips for online classes and tips for online class success.
