Email & WhatsApp Writing
The structure of formal emails, polite phrases, and when to drop 'Dear Sir' for 'Hi'. Plus the casual register of WhatsApp and Slack.
Explained
Email and chat are different registers. Email = full sentences, polite, structured. WhatsApp/Slack = shorter, friendlier, often without 'Dear' or 'Regards'. This lesson teaches you the right tone for each, plus how to avoid email clichés that sound odd to international readers.
Useful phrases
| English | In Hindi |
|---|---|
| Hi [Name], Modern email opener — works for most colleagues. 'Dear' is only for very formal contexts. | हाय [नाम], |
| I hope this email finds you well. Friendly opener for someone you don't know yet. | उम्मीद है आप अच्छे होंगे। |
| Just a quick note to… For brief emails. | बस एक छोटा संदेश… |
| Could you please send me the report by Friday? Polite request. Native English; replaces 'Kindly do the needful'. | क्या आप कृपया शुक्रवार तक रिपोर्ट भेज सकते हैं? |
| Let me know if you have any questions. Standard friendly close. | अगर कोई सवाल हो तो बताइएगा। |
| Thanks in advance. Used when requesting something. | अग्रिम धन्यवाद। |
| Best regards, Standard professional sign-off. | शुभकामनाएँ, |
| Apologies for the late reply. When you're replying late. | देर से जवाब देने के लिए माफ़ी। |
| Following up on my previous email… Polite chase. Better than 'Did you forget my email?'. | मेरे पिछले ईमेल के संबंध में… |
| Could we schedule a quick call to discuss? Move from email to call. | क्या हम एक क्विक कॉल पर बात कर सकते हैं? |
| Looking forward to your response. Polite closing line. | आपके जवाब का इंतज़ार है। |
| On it, will share by EOD. WhatsApp/Slack-friendly quick reply. | देख रहा हूँ, EOD तक भेज दूँगा। |
Sample conversation
| A | Subject: Quick check on Friday's report विषय: शुक्रवार की रिपोर्ट पर एक छोटा सवाल |
| A | Hi Priya, hope your week is going well. Could you share a draft of the Q4 report by Friday? Let me know if you need anything from my side. Thanks! हाय प्रिया, उम्मीद है तुम्हारा हफ़्ता अच्छा जा रहा है। क्या तुम शुक्रवार तक Q4 रिपोर्ट का ड्राफ़्ट भेज सकती हो? अगर मेरी तरफ़ से कुछ चाहिए तो बताना। शुक्रिया! |
| B | Subject: Re: Quick check on Friday's report विषय: Re: शुक्रवार की रिपोर्ट पर एक छोटा सवाल |
| B | Hi Ravi, sure — I'll have it ready by Friday EOD. One quick question: should it include the December numbers too? Best, Priya हाय रवि, हाँ — मैं शुक्रवार EOD तक तैयार कर दूँगी। एक छोटा सवाल: क्या इसमें दिसंबर के आँकड़े भी होने चाहिए? Best, प्रिया |
Practise
1. Best modern email opener for a colleague?
- Respected Sir,
- Hi Priya,
- Dear Mr. Sharma,
- To Whom It May Concern,
Show the answer
Hi Priya,
2. Pick the modern replacement for 'Kindly do the needful'.
- Do the needful soon.
- Please process this and let me know.
- Take action urgently.
- Kindly act.
Show the answer
Please process this and let me know.
3. Polite way to chase a non-replied email?
- Why didn't you reply?
- Following up on my previous email…
- Please reply fast.
- Did you ignore my message?
Show the answer
Following up on my previous email…
Related lessons
- ConversationReady phrases for real-life situations
- Phone EtiquetteOpening, holding, transferring, ending
- Office Small TalkMonday-morning, lunch, weekend chat
- Social Media EnglishCaptions, comments, LinkedIn
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