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TOEFL email writing in 2026: the format, sample emails and phrases

Write an Email gives you 7 minutes to write one email that does three things. Here’s the format that works, how the reader changes your tone, three sample emails to three different readers, and the phrases to use. The exam facts are ETS’s; the format and phrases are our own advice.

GoodMocks teamUpdated 13 min read

The short answer

In TOEFL Write an Email, you have 7 minutes to write one email that does three things the prompt lists. The To and Subject lines are filled in, and there’s no word count: ETS says to write as much as you can, in complete sentences. A format that works: a greeting that suits the reader, a short paragraph for each of the three tasks in order, a closing line, then a sign-off and your name. Put one specific detail in each paragraph, and keep your requests polite.

To write the email
7 min
Things it must do
3
Word count to hit
None
Points on ETS’s scoring guide
0–5
On this page10 sections
  1. 01What Write an Email asks
  2. 02The format, from greeting to sign-off
  3. 03Let the reader choose your tone
  4. 04Three sample emails to three different readers
  5. 05Phrases for every job an email does
  6. 06A 7-minute plan
  7. 07Try it: choose the right tone
  8. 08Email mistakes, wrong next to right
  9. 09Write one under real conditions
  10. 10Common questions

What Write an Email asksLink to What Write an Email asks

Write an Email is the second of three Writing tasks, after Build a Sentence and before Write for an Academic Discussion. The whole Writing section takes about 23 minutes. You read a short situation at school or in everyday life, and the email has a clear job: ETS’s examples are making a recommendation, sending an invitation, proposing a solution, making a request and giving information.

In ETS’s own sample, you’ve sent two poems to a new poetry magazine, but the online form gave you trouble. Your email to the editor must say what you like about the magazine, describe the problem, and ask about your submissions. The To and Subject lines are already there; you write everything from the greeting to your name.

What ETS’s scoring guide describes at the top score, and what that means for your email
ETS’s top score describes…In your email, that means…
Elaboration that effectively supports the email’s purposeA specific detail in each paragraph: a day, a number, a reason, a name
Effective variety of sentence structures, with precise, natural word choiceA mix of short and longer sentences, and phrases people really use
Consistent social conventions: politeness, register, organization, and how you phrase requests, refusals or criticismsA greeting, tone and sign-off that suit the reader, and requests asked gently
Almost no errors, apart from the typos a good writer makes against the clockCareful grammar, without panicking over one misspelled word
ETS, Updated TOEFL iBT Test Overview (©2025): the Write an Email scoring guide, paraphrased. Read November 5, 2026.

The format, from greeting to sign-offLink to The format, from greeting to sign-off

ETS doesn’t publish a required layout, so this is our advice: five parts, in this order. It works because each task gets a paragraph the reader can find, and you can see at a glance that nothing is missing.

The parts of a TOEFL email, with an example of each
PartWhat to writeExample
GreetingThe reader’s name, in the style you’d really use“Dear Professor Haddad,” or “Hi Maya,”
First taskYour reason for writing, joined to the first task, in one or two sentences“I really enjoyed last Thursday’s guest lecture on the history of maps.”
Second and third tasksOne short paragraph each, in the order the prompt lists them, each with a detail“I’m writing a short essay on the same period, so I wondered whether…”
Closing lineThanks, or what you hope happens next“Thank you for your help. I look forward to hearing from you.”
Sign-off and nameA sign-off that matches your greeting“Best regards, Nadia” or “See you soon, Aisha”

Let the reader choose your toneLink to Let the reader choose your tone

ETS’s blueprint says Writing tasks range from informal and semi-formal writing about everyday life to formal academic writing, and its scoring guide asks for the right register. The prompt always tells you who you’re writing to, so start there. These are our suggestions for each kind of reader.

Greeting, request and sign-off for three kinds of reader
The readerGreetingAsking for somethingSign-off
A professor, manager or official you don’t know well“Dear Professor Haddad,” / “Dear Ms. Reyes,”“Would it be possible to…?” / “I would be grateful if you could…”“Best regards,” / “Kind regards,”
An organizer, landlord or club leader you know a little“Hello Mr. Park,” / “Hi Ana,”“Could you please…?” / “Would you mind…?”“Best wishes,” / “Thanks again,”
A friend or classmate“Hi Leo,” / “Hey Sam,”“Can you…?” / “Do you want to…?”“See you soon,” / “Talk soon,”

Three sample emails to three different readersLink to Three sample emails to three different readers

Each prompt below was written for this page in ETS’s format. Give yourself 7 minutes to write your own email first, then open the sample. The samples carry no score; they show one good way to do each job.

Worked example

Formal: a thank-you and a recommendation to a professor

The prompt: give yourself 7 minutes

Last week you went to a guest lecture about the history of maps, organized by Professor Haddad’s geography department. You found it very useful, and you have an idea for a future lecture.

Write an email to Professor Haddad. In your email, do the following.

• Say what you found most useful about the lecture.

• Ask whether the slides could be shared with students.

• Recommend a topic for a future lecture.

To: m.haddad@university.example.edu · Subject: Last week’s guest lecture

Show a sample email
  1. Greeting

    Dear Professor Haddad,

  2. Task 1: what was useful

    I’m a second-year student in your department, and I really enjoyed last Thursday’s guest lecture on the history of maps. The most useful part for me was how sailors’ maps changed once new measuring tools arrived. It completely changed the way I look at the old maps in our library.

  3. Task 2: a polite request

    I’m writing a short essay on the same period, so I wondered whether the slides could be shared with students. Would it be possible to post them on the department page, or could I ask the speaker for a copy?

  4. Task 3: a recommendation

    For a future lecture, I’d like to recommend a talk on how the map apps on our phones work. Almost every student uses them, but few of us know where their information comes from, so I think it would bring in a large audience.

  5. Close

    Thank you again for organizing such an interesting event. Best regards, Nadia Rahman

Why it works

  • Formal but warm: “Dear Professor Haddad” and “Best regards”, with no slang, but not stiff either.
  • The request is a question, and it offers an easier option (asking the speaker) so the professor can say yes.
  • The recommendation has a reason: almost everyone uses map apps, so the talk would draw students.
  • Each paragraph has its own detail: the sailors’ maps, the essay, the phone apps.
Worked example

Semi-formal: a problem and a solution for an organizer

The prompt: give yourself 7 minutes

You rent a small plot in your neighborhood’s community garden. For two weeks, the water tap next to your plot has been broken, and your plants are suffering.

Write an email to Mr. Park, the garden coordinator. In your email, do the following.

• Describe the problem and how it is affecting you.

• Explain what you have done so far.

• Propose a solution until the tap is repaired.

To: coordinator@elmstreetgarden.example.org · Subject: Broken water tap near plot 14

Show a sample email
  1. Greeting

    Hello Mr. Park,

  2. Task 1: the problem

    I have plot 14, in the north corner of the garden. Unfortunately, the water tap next to my plot hasn’t worked for about two weeks: when you turn it, nothing comes out. Because of the hot weather, my tomato plants are already turning yellow.

  3. Task 2: what you’ve done

    For now, I’ve been carrying water in buckets from the tap by the front gate, which takes me about twenty minutes every evening. I’ve also put a note on the broken tap so that other members don’t waste their time.

  4. Task 3: a solution

    Until the tap can be repaired, could we connect a long hose to the front tap and leave it near the north beds? I’d be happy to buy the hose myself if the garden could pay me back later, and I could show other members how to use it.

  5. Close

    Thank you for your help. Please let me know if you need any more information. Best wishes, Carlos

Why it works

  • “Unfortunately” opens the problem without blaming anyone, and the yellow tomatoes show why it matters.
  • The second paragraph shows effort, which makes the request in the third easier to accept.
  • The solution is specific and offers help: a hose, where it goes, and who pays.
  • The tone fits someone you know a little: “Hello Mr. Park” and “Best wishes”.
Worked example

Informal: an invitation to a friend

The prompt: give yourself 7 minutes

Your exams finish next Friday, and you want to celebrate with Maya, a friend from your English class who has been very busy all term.

Write an email to Maya. In your email, do the following.

• Invite her to celebrate with you and give the details.

• Explain why you thought of her.

• Ask her to choose something about the plan.

To: maya.lin@mail.example.com · Subject: Celebrating the end of exams!

Show a sample email
  1. Greeting

    Hi Maya,

  2. Task 1: the invitation

    Our exams finish next Friday, so I’d love to celebrate! Would you like to come to the new board game café on King Street with me on Saturday at 3 p.m.? It’s ten minutes from the station, and it’s five dollars for the whole afternoon.

  3. Task 2: why her

    I thought of you straight away, because you’re the one who taught me chess last year, and you’ve been studying so hard all term. You deserve a fun afternoon!

  4. Task 3: her choice

    They have a huge shelf of games, so could you pick one or two you’d like to try? You can see the list on their website. Or, if you’d rather eat first, just tell me and we can start with lunch.

  5. Close

    Let me know if Saturday works for you. See you soon, Aisha

Why it works

  • Friendly, but still complete sentences: “Hi Maya”, an exclamation mark or two, and contractions like “you’re” and “I’d”.
  • The invitation has every detail a friend needs: what, where, when and how much.
  • The reason is personal: the chess lessons make it clear why Maya, and not anyone else.
  • The choice is real: she picks the games, or changes the plan to lunch first.

Phrases for every job an email doesLink to Phrases for every job an email does

Learn two or three for each job, not the whole table. Choosing between them as you write keeps your email fitted to the prompt, instead of recited.

Phrases in two registers, for the jobs Write an Email asks for
When you want to…More formalFriendlier
Say why you’re writingI’m writing to ask about… / I’m writing regarding…Just a quick email about… / I wanted to tell you…
Say what you likedI was very impressed by… / I found… especially useful.I loved… / The best part was…
Describe a problemUnfortunately, … / I was disappointed to find that…The problem is… / Something went wrong with…
Ask for somethingWould it be possible to…? / I would be grateful if you could…Could you…? / Do you mind…?
Suggest or recommendI would like to suggest… / One option might be to…How about…? / Why don’t we…?
InviteI would like to invite you to… / We would be delighted if you could join us.Do you want to come to…? / Would you like to join me for…?
Say no politelyI’m afraid I won’t be able to… / Unfortunately, I have to decline.I’m so sorry, I can’t… / I’d love to, but…
ApologizeI apologize for… / I’m sorry for any trouble this has caused.Sorry about… / I feel bad about…
Offer helpI would be happy to… / Please let me know if I can help with…I can… if that helps. / Want me to…?
CloseThank you for your time. / I look forward to hearing from you.Let me know what you think! / Talk soon.

A 7-minute planLink to A 7-minute plan

ETS gives you 7 minutes and no word count. This is our plan for using them, and why each step is there.

  1. 1

    First 30 seconds: read the reader and the three tasks

    Who is it to, and what are the three jobs? The reader decides your greeting and tone; the tasks are your three paragraphs.

  2. 2

    Next 30 seconds: one detail for each task

    Decide them in your head: a day, a number, a reason. It’s much faster to write when you already know what each paragraph will say.

  3. 3

    About five minutes: write it, task by task

    Greeting, then a short paragraph for each task in order, then a closing line and sign-off. If time runs short, make the third task brief rather than leaving it out.

  4. 4

    Last minute: check

    Are all three tasks there? Then read once for missing words, verb forms and tone. A small typo can wait; a missing task can’t.

Try it: choose the right toneLink to Try it: choose the right tone

Try it

Which sentence fits the reader?

Four situations, four sentences each. Pick the one that does the job best.

The same job sounds different for different readers. For each situation, choose the sentence that fits the reader best.

  1. Question 1 of 4

    You’re asking your professor to move your class presentation, because of a hospital appointment you can’t change. Which sentence fits?

0/4 questions

Email mistakes, wrong next to rightLink to Email mistakes, wrong next to right

What students often write, and what to write instead
Instead of this…Write thisWhy
“I am writing this email to tell you what I like about the magazine.”“I read the magazine every week, and the travel column is my favorite part.”The first only repeats the task. ETS’s guide gives its lowest scores to language mostly borrowed from the prompt.
“Dear Sir or Madam,” to a friend“Hi Maya,”The greeting is the first sign of the right tone for the reader.
“Send me the slides.”“Would it be possible to share the slides?”ETS’s guide names how you phrase requests.
“The tap is broken. Please fix.”“The tap has been broken for two weeks, and my plants are turning yellow.”A detail shows why it matters, which is the elaboration the guide rewards.
Two tasks done well, the third forgottenOne short paragraph per task, in orderEach task is part of the email’s job, so check them off.
A long opening about the weatherYour reason for writing in the first sentenceSmall talk uses your 7 minutes without doing a task.
Stopping halfway to fix one spellingFix spelling in your last minuteETS’s own high-level sample has a few slips; a missing task matters more.

Write one under real conditionsLink to Write one under real conditions

When the format feels natural, try it in the real order: Writing Practice Test 1 has Build a Sentence, an email and an academic discussion post, timed like the test. For the task and its full scoring guide, see the Write an Email guide. For the discussion post, our TOEFL templates have a structure and a sample, and for Speaking, our TOEFL speaking questions have interview questions with sample answers.

Common questions

How long should a TOEFL email be?

There’s no word count. ETS’s directions say to write as much as you can, in complete sentences. What matters more is doing all three tasks, each with a specific detail, in a tone that suits the reader.

Do I write the subject line?

No. In ETS’s sample, the To and Subject lines are already filled in. You write the email itself, from the greeting to your name.

Should a TOEFL email be formal or informal?

It depends on the reader, and the prompt tells you who that is. Write formally to a professor or an official, a little less formally to someone you know a little, and in a friendly way to a friend. ETS’s guide asks for a register that suits the situation.

What should I write if I don’t know much about the situation?

Make up the details. The situation is imaginary, so a day, a name or a number you invent works just as well as a real one, as long as it fits the task.

Do spelling mistakes matter in the TOEFL email?

A few typos are allowed even at the top of ETS’s scoring guide, which expects the odd slip from a good writer working against the clock. Errors that pile up or make your meaning unclear do lower the score. Check in your last minute.

Can I use a template for the TOEFL email?

Use a structure, not memorized sentences: a greeting, a paragraph for each task, a closing line and a sign-off. ETS’s guide gives its lowest scores to language borrowed from the prompt, and a stock paragraph can’t answer a prompt you haven’t seen.

Sources

Every exam fact on this page comes from ETS, checked on November 5, 2026. GoodMocks is independent from ETS.

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