Why the Email Task Matters
Write an Email is the TOEFL Writing task that feels closest to real life. You read a short situation, such as a problem with a course registration, a request to a landlord or a message to a club organiser, and you write an email that responds to it. It sounds easy, and that is the danger. Many test takers write a friendly paragraph, forget one of the required points, choose the wrong tone and lose a band without realising why.
This guide gives you a repeatable seven-minute template. You will learn what raters look for, how to divide your time minute by minute, which phrases suit formal and semi-formal emails, and how a model answer handles the bullets with specific detail.
What the Task Involves and How It Is Scored
Write an Email is the second task in the new TOEFL iBT Writing section, which lasts roughly 23 minutes in total. You have about seven minutes for the email. The prompt describes a situation and lists two or three things your email must do, for example explain a problem, ask for something and suggest a solution. A good response is usually around 100–150 words; there is no strict limit, but writing at least 100 well-chosen words is a sensible target.
What raters reward
- Task completion: every bullet point is clearly addressed, not just mentioned.
- Elaboration: each point includes a reason, example or concrete detail.
- Appropriate tone: the register fits the reader (a professor, a manager, a friend).
- Organisation: a greeting, a clear purpose, logical paragraphs and a suitable closing.
- Language control: accurate grammar, varied sentences and precise vocabulary.
Your Writing performance is reported on the 1–6 band scale in half-band steps, with a comparable 0–120 score shown during the transition years. Exact scoring descriptions are published by ETS, so check their site for the latest wording.
The 7-Minute Plan, Minute by Minute
Seven minutes is short, but it is enough if you stop improvising and follow a fixed routine every time.
| Time | Action | Goal |
|---|---|---|
| 0:00–1:00 | Read the situation and bullets; identify the reader and your purpose | Decide tone and note one detail per bullet |
| 1:00–1:30 | Write greeting and opening sentence stating why you are writing | Clear purpose in the first line |
| 1:30–5:00 | Write one short paragraph per bullet, each with a specific detail | Full task completion with elaboration |
| 5:00–6:00 | Add a polite closing sentence and sign-off | Natural, complete email |
| 6:00–7:00 | Proofread for verb tense, articles, spelling and missed bullets | Remove careless errors |
Pro Tip: Before you type a word, invent one concrete detail for each bullet: a date, a number, a place or a name. Specific details make your email sound real and are the fastest way to show elaboration.
The Four-Block Email Template
Block 1: Greeting and purpose
Use the right salutation (Dear Professor Mehta, or Hi Sam,) and state your purpose in one sentence: I am writing about the group project scheduled for next Friday.
Block 2: Bullet one with detail
Address the first required point directly, then add a reason or example. Two to three sentences is plenty.
Block 3: Remaining bullets with detail
Cover each remaining point in the order given. Using the same order as the prompt makes it easy for the rater to tick every requirement.
Block 4: Closing and sign-off
Finish with a forward-looking sentence (I look forward to hearing from you.) and a suitable sign-off with your name.
Tone Phrase Bank: Formal vs Semi-Formal
Choosing the right register is one of the clearest signals of a strong email. A message to a university office or a manager needs a formal tone; a message to a classmate or a friend can be semi-formal but should still be polite and complete.
| Function | Formal | Semi-formal |
|---|---|---|
| Greeting | Dear Dr Rao, | Hi Ananya, |
| Stating purpose | I am writing to enquire about… | I just wanted to let you know… |
| Explaining a problem | Unfortunately, I have encountered an issue with… | I’ve run into a small problem with… |
| Making a request | Would it be possible to…? | Could you possibly…? |
| Suggesting | I would like to propose that… | How about we…? |
| Apologising | I sincerely apologise for any inconvenience. | Sorry for the trouble. |
| Thanking | Thank you for your time and consideration. | Thanks so much for your help. |
| Closing | I look forward to your reply. Kind regards, | Let me know what you think. Best, |
Avoid text-message language (u, pls, thx) in any register, and avoid sounding demanding (You must fix this immediately). Polite modal verbs such as could, would and might do a lot of work for your tone.
Worked Example: Sample Prompt and Model Email
Sample prompt
You recently joined a university photography club. The club’s first field trip clashes with an exam you cannot reschedule. Write an email to the club organiser, Ms Clarke. In your email:
- explain why you cannot attend the trip,
- ask about any other opportunities to take part,
- offer to help the club in another way.
Model email (about 130 words)
Dear Ms Clarke,
I am writing about the photography field trip to Lodhi Garden on Saturday, 14 March. Unfortunately, I have a statistics exam that morning, and the department has confirmed that it cannot be rescheduled, so I will not be able to join the group.
I was really looking forward to the trip, so I wondered whether the club is planning any similar outings later this term. If there is a smaller weekday session or an evening shoot, I would be very happy to attend.
In the meantime, I would like to help in another way. I have some experience with photo editing, so I could prepare a short slideshow of members’ pictures for the next meeting.
Thank you for your understanding. I look forward to hearing from you.
Kind regards,
Arjun
Why this email works
- All three bullets are covered in order, each in its own short paragraph.
- Concrete details (the location, the date, the statistics exam, photo editing skills) make every point convincing.
- Tone is formal but warm, with polite structures such as I wondered whether and I would be very happy to.
- Sentence variety mixes simple, compound and complex sentences without becoming complicated.
Common Mistakes to Avoid
Before the list, a quick word on adapting the template. Prompts vary: some ask you to complain politely, some to request information, some to thank someone or to make arrangements with a friend. The four-block structure stays the same in every case; only the phrases and the level of formality change. For a complaint, explain the problem factually and propose a fair solution rather than expressing anger. For a request, make it easy for the reader to say yes by stating exactly what you need and by when. For a thank-you or invitation, keep the warmth but still cover every bullet with a detail. Thinking in terms of purpose helps you choose the right phrases quickly, so you never freeze in front of an unfamiliar situation.
- Skipping or merging bullets: a single vague sentence that half-answers two points rarely counts as completing either.
- Listing without elaboration: “I can’t come. Are there other trips? I can help.” addresses the bullets but shows no development.
- Wrong register: writing Hey!! to a professor or an overly stiff letter to a close friend.
- Long introductions: spending three sentences on pleasantries before stating your purpose wastes time.
- Inventing an unrelated story: details should support the task, not take over the email.
- No closing or sign-off: an email that just stops feels incomplete.
- No proofreading time: small errors with articles, plurals and tense add up quickly.
Practice Routine and Drills
The fastest improvement comes from writing many short emails under time pressure and reviewing them carefully.
- Detail sprint (5 minutes): read three prompts and, for each bullet, write only one specific detail. This trains the planning habit.
- Tone switch: write the same email twice, once to a professor and once to a friend. Compare the phrases you changed.
- Timed full email: write one complete email in seven minutes every day for two weeks.
- Bullet audit: after writing, highlight the sentence that answers each bullet. If you cannot find it in two seconds, neither can the rater.
- Error log: record grammar mistakes by type (articles, tense, prepositions) and target the most frequent one each week.
If you prefer guided feedback, TOEFL Prep Guide’s replica mocks score your email against the same criteria and flag missed bullets, tone slips and repeated grammar errors, so each practice email teaches you something specific.
Conclusion: A Template You Can Trust
Write an Email rewards students who are organised rather than students who are flashy. Read the situation carefully, choose the right tone, give each bullet its own paragraph with a concrete detail, and leave a minute to proofread. Follow the seven-minute plan until it feels automatic and this task becomes a dependable source of marks. Want to see how your emails measure up? Take a timed Writing section in our replica mocks, check your score chances, or view our plans to get mentor feedback on every response.
