Formal Email Writing
Complete Model Drafts | PKG English Study Centre
1. Inquiry to a Hotel Manager for Puja Vacation
From: myemail@gmail.com
To: manager@hotelparadise.com
CC: [Optional]
BCC: [Optional]
Subject: Inquiry regarding room availability and charges for Puja Vacation
Sir/Madam,
I am planning to visit Darjeeling during the upcoming Puja vacation with my family. We are a group of four adults and two children. We intend to stay from October 10th to October 14th, 2026.
Could you please let me know if you have two double-bed rooms or a family suite available for these dates? Additionally, please provide details regarding:
1. The tariff per night for the rooms.
2. The availability of meals and whether they are included in the package.
3. Arrangements for local sightseeing and the cost of a tour guide or vehicle.
I look forward to your prompt response so I can finalize my booking.
Thank you,
Yours faithfully,
[Your Name]
[Your Phone Number]
To: manager@hotelparadise.com
CC: [Optional]
BCC: [Optional]
Subject: Inquiry regarding room availability and charges for Puja Vacation
Sir/Madam,
I am planning to visit Darjeeling during the upcoming Puja vacation with my family. We are a group of four adults and two children. We intend to stay from October 10th to October 14th, 2026.
Could you please let me know if you have two double-bed rooms or a family suite available for these dates? Additionally, please provide details regarding:
1. The tariff per night for the rooms.
2. The availability of meals and whether they are included in the package.
3. Arrangements for local sightseeing and the cost of a tour guide or vehicle.
I look forward to your prompt response so I can finalize my booking.
Thank you,
Yours faithfully,
[Your Name]
[Your Phone Number]
2. Leave Application to School Head (Ailing Grandmother)
From: student.name@gmail.com
To: principal@schoolname.com
CC: class_teacher@schoolname.com
BCC: [Optional]
Subject: Application for leave of absence for three days
Respected Sir/Madam,
With due respect, I would like to inform you that my grandmother, who lives in Bankura, has suddenly fallen ill and is in critical condition. My parents are rushing to be with her, and I need to accompany them.
Therefore, I kindly request you to grant me leave for three days, from [Start Date] to [End Date]. I assure you that I will make up for any missed lessons or assignments upon my return.
I shall be obliged if you kindly grant my prayer.
Thank you,
Yours obediently,
[Your Name]
Class: X, Roll No: 01
To: principal@schoolname.com
CC: class_teacher@schoolname.com
BCC: [Optional]
Subject: Application for leave of absence for three days
Respected Sir/Madam,
With due respect, I would like to inform you that my grandmother, who lives in Bankura, has suddenly fallen ill and is in critical condition. My parents are rushing to be with her, and I need to accompany them.
Therefore, I kindly request you to grant me leave for three days, from [Start Date] to [End Date]. I assure you that I will make up for any missed lessons or assignments upon my return.
I shall be obliged if you kindly grant my prayer.
Thank you,
Yours obediently,
[Your Name]
Class: X, Roll No: 01
3. Email to Editor regarding Rash Driving
From: concerned.citizen@gmail.com
To: editor@englishdaily.com
CC: traffic_police@city.gov.in
BCC: [Optional]
Subject: Concern regarding frequent accidents due to rash driving
Sir/Madam,
Through the columns of your esteemed daily, I would like to express my deep concern regarding the increasing number of road accidents in our area caused by reckless driving.
Recently, the roads in our locality have become death traps. Drivers of buses, bikes, and private cars often violate traffic rules, overspeed, and overtake dangerously. This has resulted in several severe accidents over the past month, injuring pedestrians and school children. Despite repeated complaints to the local traffic authorities, no strict measures have been taken.
I hope this email draws the attention of the concerned authorities to take immediate action, such as installing speed breakers and deploying more traffic police, to ensure the safety of the citizens.
Thank you,
Yours faithfully,
[Your Name]
[Your Address]
To: editor@englishdaily.com
CC: traffic_police@city.gov.in
BCC: [Optional]
Subject: Concern regarding frequent accidents due to rash driving
Sir/Madam,
Through the columns of your esteemed daily, I would like to express my deep concern regarding the increasing number of road accidents in our area caused by reckless driving.
Recently, the roads in our locality have become death traps. Drivers of buses, bikes, and private cars often violate traffic rules, overspeed, and overtake dangerously. This has resulted in several severe accidents over the past month, injuring pedestrians and school children. Despite repeated complaints to the local traffic authorities, no strict measures have been taken.
I hope this email draws the attention of the concerned authorities to take immediate action, such as installing speed breakers and deploying more traffic police, to ensure the safety of the citizens.
Thank you,
Yours faithfully,
[Your Name]
[Your Address]
4. Permission for Seminar on Plastic Ban
From: eco_secretary@schoolname.com
To: headmaster@schoolname.com
CC: eco_club_incharge@schoolname.com
BCC: [Optional]
Subject: Request for permission to hold a seminar on the ban of plastic bags
Respected Sir/Madam,
I am writing to you on behalf of the Eco-Club of our school. As we are all aware, plastic pollution is a severe threat to our environment. To raise awareness among students, we wish to organize a seminar titled "Say No to Plastic" on the school premises.
We plan to hold this event on [Date] at 2:00 PM in the school auditorium. The seminar will include a short presentation, a poster-making competition, and a discussion on eco-friendly alternatives to plastic.
We earnestly request your permission and guidance to conduct this seminar successfully.
Thank you,
Yours obediently,
[Your Name]
Secretary, Eco-Club
To: headmaster@schoolname.com
CC: eco_club_incharge@schoolname.com
BCC: [Optional]
Subject: Request for permission to hold a seminar on the ban of plastic bags
Respected Sir/Madam,
I am writing to you on behalf of the Eco-Club of our school. As we are all aware, plastic pollution is a severe threat to our environment. To raise awareness among students, we wish to organize a seminar titled "Say No to Plastic" on the school premises.
We plan to hold this event on [Date] at 2:00 PM in the school auditorium. The seminar will include a short presentation, a poster-making competition, and a discussion on eco-friendly alternatives to plastic.
We earnestly request your permission and guidance to conduct this seminar successfully.
Thank you,
Yours obediently,
[Your Name]
Secretary, Eco-Club
5. Inquiry to 'Free Bird Travel' for Camping Package
From: traveler@gmail.com
To: info@freebirdtravel.com
CC: [Optional: friend1@email.com]
BCC: [Optional]
Subject: Inquiry regarding "Mountain Camping Holiday Package"
Sir/Madam,
I recently visited your website and came across the "Mountain Camping Holiday Package." The itinerary looks very exciting, and I am interested in booking this trip for a group of friends.
Before proceeding, I would like to clarify a few details:
1. Is the package available for next month?
2. Does the cost include travel insurance and equipment rental (tents, sleeping bags)?
3. What is the difficulty level of the trekking involved?
4. Are vegetarian food options available at the camp?
Please send me the detailed brochure and the payment procedure at your earliest convenience.
Thank you,
Yours faithfully,
[Your Name]
[Your Phone Number]
To: info@freebirdtravel.com
CC: [Optional: friend1@email.com]
BCC: [Optional]
Subject: Inquiry regarding "Mountain Camping Holiday Package"
Sir/Madam,
I recently visited your website and came across the "Mountain Camping Holiday Package." The itinerary looks very exciting, and I am interested in booking this trip for a group of friends.
Before proceeding, I would like to clarify a few details:
1. Is the package available for next month?
2. Does the cost include travel insurance and equipment rental (tents, sleeping bags)?
3. What is the difficulty level of the trekking involved?
4. Are vegetarian food options available at the camp?
Please send me the detailed brochure and the payment procedure at your earliest convenience.
Thank you,
Yours faithfully,
[Your Name]
[Your Phone Number]
6. Postponement of Meeting (From Managing Director)
From: md@companyname.com
To: staff@companyname.com
CC: department_heads@companyname.com
BCC: board_of_directors@companyname.com
Subject: IMPORTANT: Postponement of scheduled staff meeting
Dear Team,
This is to inform you that the staff meeting scheduled for Monday at 10 AM has been postponed due to some unavoidable circumstances.
The meeting has been rescheduled to Wednesday at 2 PM in Conference Room A. The agenda remains the same. I apologize for the inconvenience this change may cause and appreciate your flexibility.
Please ensure your presence at the rescheduled time.
Best regards,
[Your Name]
Managing Director
To: staff@companyname.com
CC: department_heads@companyname.com
BCC: board_of_directors@companyname.com
Subject: IMPORTANT: Postponement of scheduled staff meeting
Dear Team,
This is to inform you that the staff meeting scheduled for Monday at 10 AM has been postponed due to some unavoidable circumstances.
The meeting has been rescheduled to Wednesday at 2 PM in Conference Room A. The agenda remains the same. I apologize for the inconvenience this change may cause and appreciate your flexibility.
Please ensure your presence at the rescheduled time.
Best regards,
[Your Name]
Managing Director
7. Inquiry to Rainbow Techno College
From: student_applicant@gmail.com
To: admin@rainbowtechnocollege.edu
CC: [Optional: parents@email.com]
BCC: [Optional]
Subject: Inquiry regarding admission process and course details
Sir/Madam,
I am writing to express my interest in enrolling in the B.Tech Computer Science course at Rainbow Techno College for the upcoming academic session.
I would be grateful if you could provide me with the following information:
1. The eligibility criteria and minimum percentage required for this course.
2. The detailed fee structure (semester-wise).
3. The availability of hostel facilities for outstation students and the associated costs.
4. Important dates for the admission process and entrance exams.
I look forward to hearing from you soon.
Thank you,
Yours faithfully,
[Your Name]
[Student, Class XII]
To: admin@rainbowtechnocollege.edu
CC: [Optional: parents@email.com]
BCC: [Optional]
Subject: Inquiry regarding admission process and course details
Sir/Madam,
I am writing to express my interest in enrolling in the B.Tech Computer Science course at Rainbow Techno College for the upcoming academic session.
I would be grateful if you could provide me with the following information:
1. The eligibility criteria and minimum percentage required for this course.
2. The detailed fee structure (semester-wise).
3. The availability of hostel facilities for outstation students and the associated costs.
4. Important dates for the admission process and entrance exams.
I look forward to hearing from you soon.
Thank you,
Yours faithfully,
[Your Name]
[Student, Class XII]
8. Email to Editor regarding Firecracker Pollution
From: citizen.voice@gmail.com
To: editor@dailytimes.com
CC: pollution_control_board@city.gov.in
BCC: [Optional]
Subject: Complaint regarding pollution caused by firecrackers
Sir/Madam,
I would like to highlight the issue of severe air and noise pollution caused by the indiscriminate bursting of firecrackers in our city, through the columns of your widely read newspaper.
Despite regulations, firecrackers are burst late into the night during festivals. This not only causes immense distress to the elderly, infants, and pets but also drastically increases the air pollution, leading to respiratory problems for many residents. The morning after any festival, the city is often covered in a thick layer of toxic smog.
It is high time that the administration enforces a stricter ban on toxic firecrackers and penalizes violators to ensure a healthy environment for all.
Thank you,
Yours faithfully,
[Your Name]
[Your Address]
To: editor@dailytimes.com
CC: pollution_control_board@city.gov.in
BCC: [Optional]
Subject: Complaint regarding pollution caused by firecrackers
Sir/Madam,
I would like to highlight the issue of severe air and noise pollution caused by the indiscriminate bursting of firecrackers in our city, through the columns of your widely read newspaper.
Despite regulations, firecrackers are burst late into the night during festivals. This not only causes immense distress to the elderly, infants, and pets but also drastically increases the air pollution, leading to respiratory problems for many residents. The morning after any festival, the city is often covered in a thick layer of toxic smog.
It is high time that the administration enforces a stricter ban on toxic firecrackers and penalizes violators to ensure a healthy environment for all.
Thank you,
Yours faithfully,
[Your Name]
[Your Address]
9. Invitation to an Event or Seminar
From: coordinator@college.edu
To: [Guest Email]
CC: principal@college.edu
BCC: [Optional]
Subject: Invitation to speak at the Annual English Seminar
Dear Sir/Madam,
I hope this email finds you well.
I am writing to formally invite you to be the Keynote Speaker at our upcoming Annual Seminar on "Modern Trends in English Literature." The event is being organized by the English Dept. and will be held on [Date] at our Main Hall.
We have followed your work with great admiration and believe your insights would be incredibly valuable to our audience of students and literature enthusiasts.
Please let us know if you would be available on this date. We would be honored to have your presence.
Warm regards,
[Your Name]
Event Coordinator
To: [Guest Email]
CC: principal@college.edu
BCC: [Optional]
Subject: Invitation to speak at the Annual English Seminar
Dear Sir/Madam,
I hope this email finds you well.
I am writing to formally invite you to be the Keynote Speaker at our upcoming Annual Seminar on "Modern Trends in English Literature." The event is being organized by the English Dept. and will be held on [Date] at our Main Hall.
We have followed your work with great admiration and believe your insights would be incredibly valuable to our audience of students and literature enthusiasts.
Please let us know if you would be available on this date. We would be honored to have your presence.
Warm regards,
[Your Name]
Event Coordinator
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