Kom ons kraak dit.
An e-pos (e-mail) is a letter that travels by internet, so it’s shorter and quicker than a letter on paper. You might write one to your principal, a company or a friend. The good news: if you know the formele brief (formal letter) and the informele brief (informal letter), you already know most of the rules. Only the top part is different.
The format
Formats vary a little between schools (for example, whether you write Datum: or Cc:), so always follow what your teacher and your exam paper ask for. This is the layout most learners are taught.
The header lines (Aan, Van, Datum, Onderwerp)
An e-mail has no addresses in the corners. Instead, it starts with a few header lines on the left, one under the other:
| Header | What you write |
|---|---|
| Aan: | The receiver’s e-mail address (To) |
| Van: | Your own e-mail address (From) |
| Cc: | Optional: someone who gets a copy |
| Datum: | The date, if your school wants it: 26 Oktober 2026 |
| Onderwerp: | The subject: what the e-mail is about |
Leave out Cc: if nobody needs a copy. Write the date with the month in words, as in a letter.
The subject line (Onderwerp)
The onderwerp (subject) must be short and specific: a few words that tell the reader exactly what the e-mail is about. It’s a heading, not a sentence.
| Too vague or too long | Short and specific |
|---|---|
| Onderwerp: Vraag | Onderwerp: Datum van die skooldans |
| Onderwerp: Ek skryf om te vra of ek my selfoon kan terugkry | Onderwerp: Gekonfiskeerde selfoon |
The greeting (aanhef)
The greeting goes on its own line under the header, with no comma after it.
- Formal: Geagte mnr. Pillay, Geagte mev. Botha or Geagte Heer/Dame if you don’t know the name.
- Informal: Hallo Sarie or Liewe Sarie.
The body
Keep the body short: two or three paragraphs, with an empty line between them.
- Opening: say why you are writing. Ek skryf aan u in verband met …
- Middle: give the details: what, when, where.
- Closing: say what you’d like to happen, and thank the reader. Ek sien uit na u antwoord.
The ending (afsluiting)
- Formal: Vriendelike groete (Kind regards) is the most usual closing for a formal e-mail. Some teachers also accept Die uwe, the formal-letter closing, so check what yours prefers. Under it, write your full name (Thabo Mokoena), and add your class or role if it helps (Graad 10B). There’s no handwritten signature in an e-mail.
- Informal: Groete, Baie liefde or Lekker bly, then just your first name.
Formal vs informal
The language rules are the same as for letters. Pick one style and stick to it for the whole e-mail.
| Formal (principal, company) | Informal (friend, family) |
|---|---|
| Geagte mnr. Pillay | Hallo Sarie |
| Kan u my help? | Kan jy my help? |
| Ek sien uit na u antwoord. | Skryf gou terug! |
| Dit is onaanvaarbaar. | Dit’s nie cool nie! |
| Vriendelike groete / Thabo Mokoena | Groete / Thabo |
In a formal e-mail: use u (never jy or jou), no slang, no contractions like dit’s, and no emojis. In an informal e-mail you can be chatty, but your spelling still counts.
Wenk!
E-mails feel casual, and that’s the trap. Before you hand in a formal e-mail, check three things: the subject line is short, there’s no jy or jou anywhere, and it ends with Vriendelike groete and your full name.
Example e-mails
Formal
A learner writes to the principal to ask for permission. Notice how short it is.
Aan: hoof@sonnedalhoer.co.za
Van: thabo.mokoena@gmail.com
Datum: 26 Oktober 2026
Onderwerp: Fondsinsameling vir die skaakklub
Geagte mnr. Pillay
Ek skryf aan u namens die skaakklub. Ons wil graag op Vrydag 13 November ’n koekverkoping in die pouse hou om geld vir nuwe skaakborde in te samel.
Die klub het tans net ses borde, maar ons het twintig lede. Mev. Smit het ingestem om toesig te hou, en ons sal self die tafels opsit en die terrein skoonmaak.
Ek sal dit waardeer as u ons toestemming kan gee. Baie dankie vir u tyd. Ek sien uit na u antwoord.
Vriendelike groete
Thabo Mokoena
Graad 10B
Informal
The same learner writes to a friend. Same layout, very different tone.
Aan: sarie.vdm@gmail.com
Van: thabo.mokoena@gmail.com
Onderwerp: Koekverkoping volgende Vrydag
Hallo Sarie
Raai wat? Mnr. Pillay het ja gesê! Ons koekverkoping is op Vrydag 13 November in die pouse.
Kan jy dalk jou ma se beroemde sjokoladekoek bak? Almal sal mal wees daaroor. Ek bring die kolwyntjies.
Laat weet my gou of jy kan help.
Groete
Thabo
Common mistakes
Wrong: Onderwerp: Hallo
Right: Onderwerp: Fondsinsameling vir die skaakklub
The subject line must say what the e-mail is about, in a few specific words.
Wrong: Hallo mnr. Pillay
Right: Geagte mnr. Pillay
A formal e-mail still starts with Geagte.
Wrong: Ek hoop jy kan ons help.
Right: Ek hoop u kan ons help.
In a formal e-mail, jy and jou become u, just like in a formal letter.
Wrong: Groete / Thabo
Right: Vriendelike groete / Thabo Mokoena
To a principal or company, use the formal closing and your full name.
Wrong: Dit’s baie belangrik vir ons.
Right: Dit is baie belangrik vir ons.
No contractions in a formal e-mail.
Practice
Answer each question, then check your answer.
- What do you write next to Aan:?
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The receiver’s e-mail address.
Probeer weer! Check the rules above, cover the answer and have another go.
- What do you write next to Van:?
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Your own e-mail address.
Probeer weer! Check the rules above, cover the answer and have another go.
- Which header line tells the reader what the e-mail is about?
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Onderwerp
Probeer weer! Check the rules above, cover the answer and have another go.
- Which header line do you use to send a copy to someone else?
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Cc:
Probeer weer! Check the rules above, cover the answer and have another go.
- What is the most usual closing for a formal e-mail?
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Vriendelike groete
Probeer weer! Check the rules above, cover the answer and have another go.
- Which subject line is better: “Onderwerp: Probleem” or “Onderwerp: Verlore skoolbaadjie”?
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Onderwerp: Verlore skoolbaadjie
Probeer weer! Check the rules above, cover the answer and have another go.
- Skryf die aanhef vir ’n formele e-pos aan mev. Botha.
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Geagte mev. Botha
Probeer weer! Check the rules above, cover the answer and have another go.
- Skryf formeel oor: Kan jy asseblief my e-pos beantwoord?
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Kan u asseblief my e-pos beantwoord?
Probeer weer! Check the rules above, cover the answer and have another go.
- Skryf formeel oor: Ek sien uit na jou antwoord.
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Ek sien uit na u antwoord.
Probeer weer! Check the rules above, cover the answer and have another go.
- Vul in (subject): ___: Datum van die skooldans
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Onderwerp
Probeer weer! Check the rules above, cover the answer and have another go.
Klaar! Lekker gewerk.
You've checked every answer. Screenshot your score and flex in the group chat.
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