Write an email: TOEFL task practice: learn

In this lesson you will

Follow a 7-minute plan: 1 minute to plan, 5 to write, 1 to check
Choose a register that suits the reader: professor, university office, classmate or friend
Develop each point in the prompt with a specific detail, reason or consequence
Make requests and propose solutions with polite, flexible language

Before you start

Think about these questions, or answer them aloud.

→Think of the last email you wrote to a teacher or an organisation. How did you start it, and how did you finish it?
→Why might a short email be more effective than a long one?

The task

In TOEFL Write an Email you read a short description of a situation and write one email in 7 minutes. The situation can be academic (a professor, a university office, a study group) or social (a friend, a neighbour, a club). The prompt tells you who to write to and gives a list of things your email must do, for example explain a problem, describe what you have done and propose a solution.

A strong email:

does everything the list asks, in the same order
develops each point with a specific detail, not just one short sentence
uses a tone that suits the reader, from the greeting to the closing
is clear and accurate, with some variety in sentences and vocabulary

Aim for at least 80–100 words. About 100–130 well-organised words is a realistic target in 7 minutes and leaves time to check.

A 7-minute plan
Time	What to do
0:00–1:00	Read the prompt. Note the reader's name and role, your purpose, and two or three words for each point in the list.
1:00–6:00	Write: greeting → one sentence saying why you are writing → one short paragraph per point → a short closing line and sign-off.
6:00–7:00	Check: every point covered? Names spelled as in the prompt? Verb tenses and articles correct?

Develop each point

Point: Describe what your group has done. Weak: We did a lot of work. → Strong: We've finished our research and written two of the three sections, and most of the slides are ready.
Point: Explain why the change matters to you. Weak: It is important for me. → Strong: I work until six, so evening sessions are the only ones I can attend.
Point: Suggest a solution. Weak: Please help. → Strong: Would it be possible to move the session to 7 p.m.? That way, people who work full-time could still take part.

Register: who is the reader?
Reader	Greeting and closing	Typical language
Professor, university office, organisation	Dear Professor Lin, / Dear Ms Novak, … Best regards, / Kind regards,	I'm writing about… / I was wondering whether… / Would it be possible to…? / Thank you for your understanding.
Club organiser, neighbour, someone you know a little	Dear Sam, / Hi Sam, … Best wishes, / Thanks again,	I just wanted to let you know… / Would you mind if…? / I'd be happy to…
Friend, classmate	Hi Jess, … See you soon, / Take care,	Thanks so much for… / I'm really sorry, but… / How about…? / Let me know what you think!

Proposing a solution politely

Would it be possible to submit the essay on Monday instead?
One option might be to divide his section among the three of us.
Perhaps we could meet online if the room is not available.
If that isn't possible, I could come to your office hours on Thursday.
I'd be happy to help set up the room before the event.

The task

You are taking an introductory biology course. Your group of four students has to give a presentation to the class next Thursday. One group member, Tom, has not answered any messages for over a week, and his part of the presentation is not finished.

Write an email to your professor, Dr Alvarez. In your email, do the following:

Explain the situation.
Describe what your group has done so far.
Propose a solution.

Write as much as you can in 7 minutes.

Model email

Dear Dr Alvarez,

I'm writing about our group presentation on coral reefs, which is scheduled for next Thursday. Unfortunately, one of our members, Tom, hasn't replied to our messages or come to our meetings for over a week, so his section on the effects of rising sea temperatures is still unfinished.

The rest of us have made good progress. We've completed our research, written the introduction and the section on reef ecosystems, and prepared most of the slides.

Would it be possible for the three of us to divide Tom's section between us? If so, could we have a little more time and present on the following Monday instead? Alternatively, we could present on time with a shorter version of that section.

Thank you for your understanding.

Best regards,

Mina Cho

How a strong writer does it

Purpose first: the first sentence names the presentation and the date, so the professor knows at once what the email is about.
One paragraph per point, in the order of the prompt: the situation, the progress, the solution.
Specific details: coral reefs, for over a week, the introduction and the section on reef ecosystems. These details make each point developed rather than just mentioned.
A flexible proposal: two options (present on Monday / present on time with a shorter section) let the professor choose, which sounds respectful.
Register: semi-formal. Contractions (I'm, hasn't) are acceptable in a modern email to a professor, but there is no slang, and Mina does not complain about Tom personally.

Length: about 125 words, written in 7 minutes.

Matching

The first sentence

Match each situation with the best first sentence. There is one extra sentence.

AHey! Guess what happened to me yesterday?
BI'm writing to ask whether I could have a few more days to finish my essay for your sociology course.
CWe missed you at the study group yesterday, so I thought I'd tell you what we covered.
DI'm afraid I can no longer attend the student conference on 12 April, which I registered for last month.
EThanks so much for lending me your tent and sleeping bag last weekend.
FI am writing to report that the heater in my room, B214, has not been working since Monday.

1.Write to your professor to ask for more time to finish an essay.
2.Write to a classmate who missed yesterday's study group.
3.Write to the campus housing office about a broken heater.
4.Write to a friend to thank them for lending you their camping equipment.
5.Write to the organiser of a student conference that you can no longer attend.

Gap fill

Requests and proposals

Complete the sentences with words from the box. There are two extra words.

1. I was whether you could send me the reading list for next week. 2. Would it be to move our meeting to Friday afternoon? 3. One might be to hold the meeting online. 4. I would really it if you could reply by Wednesday. 5. I apologise for any this may cause. 6. Please let me know if you need any further . 7. Thank you in for your help. 8. that isn't possible, I could come to your office hours instead.

Save words to review them later with flashcards.

propose
to suggest a plan or idea for others to consider
“I'd like to propose a different date for the meeting.”
extension
extra time to finish something
“She asked her professor for a two-day extension on her essay.”
scheduled
planned for a particular time
“The presentation is scheduled for Thursday.”
alternatively
used to suggest another possibility
“Alternatively, we could meet online.”
inconvenience
a problem or extra difficulty that something causes
“I apologise for any inconvenience.”
appreciate
to be grateful for something
“I would appreciate a quick reply.”
register for
to put your name on an official list for an event or course
“I registered for the conference last month.”
office hours
the times when a professor is available to see students
“I could come to your office hours on Thursday.”
make progress
to move forward with a piece of work
“Our group has made good progress this week.”
sign-up sheet
a list where people write their names to join an activity
“We put a sign-up sheet on the noticeboard.”

Key points

Write an Email: one email in 7 minutes; aim for at least 80–100 words.
Plan for one minute: reader, purpose and a few words for each point in the list.
Do every point in the prompt, in order, and develop each one with a specific detail.
Match your register to the reader from greeting to closing.
Propose solutions with flexible, polite language: Would it be possible…? / One option might be… / Alternatively, …

Check your answers in the practice exercises to record a score.

Up next · Writing B2 Intermediate

Introductions and conclusions

Go to lesson

Warm-up

In this lesson you will

Before you start

The task

Quick check: register and planning

The task

Model email

How a strong writer does it

The first sentence

Requests and proposals

A student's email: what is wrong?

Evaluate the email

Your turn: Write an Email (7 minutes)

Key points

Warm-up

In this lesson you will

Before you start

The task

Quick check: register and planning

The task

Model email

How a strong writer does it

The first sentence

Requests and proposals

A student's email: what is wrong?

Evaluate the email

Your turn: Write an Email (7 minutes)

Key points