Academic English preparation Write an Email: Goal, Register, Detail

Write an Email is the second TOEFL iBT Writing task, between Build a Sentence and Academic Discussion. According to official ETS documents:

• You receive a text describing an academic or social situation. The Technical Manual says a visual graphic accompanies the written explanation of the context.
• You write an email with a specific communicative purpose, such as making a recommendation, inviting someone or proposing a solution.
• Time: 7 minutes.
• Your response receives 0–5 points. ETS uses AI systems and human scoring, according to the Technical Manual.
• The sample directions ask you to write as much as you can and use complete sentences. ETS does not state a minimum word count.

What is assessed? The rubric and Technical Manual identify four areas:

1. Elaboration: the response develops its communicative purpose.
2. Language variety: varied sentence structures and precise, natural vocabulary.
3. Social conventions: politeness, register, organisation and the appropriate formulation of requests, refusals or criticism.
4. Accuracy: few vocabulary and grammar errors. The task description also lists spelling, punctuation and capitalisation.

The score-5 rubric calls for almost no errors, while allowing minor slips expected from a competent writer under timed conditions, such as ordinary typing mistakes. Aim for clear, appropriate communication rather than an impossibly perfect draft.

Our suggested timing. Seven minutes is short: allow about 1 minute to plan, 5 to write and 1 to check.

Understanding the prompt is a large part of the task. The ETS sample contains three parts: the situation, the reader and a list of what to do in your email. The Technical Manual requires the email to fulfil a defined communicative purpose. Addressing every bullet is our recommended way to meet that purpose safely.

An original sample prompt:

You borrowed a lab microscope from the science department for a project, but you have been ill and have not returned it. Write an email to the department assistant. In your email, do the following: • Explain why you have not returned the microscope. • Suggest when you can return it. • Ask whether you will be charged a late fee.

Answer three questions (20 seconds):

1. Goal: explain, suggest and ask.
2. Reader: the department assistant. Use a formal or semi-formal tone.
3. Bullets: give each at least one sentence, preferably two: why → when → fee. Three points can form 3 paragraphs or 3 sentence groups.

Have a structure ready:

• Subject: short and specific, such as Late return of microscope.
• Greeting: Dear Mr. Karimov, / Hi Sam,
• Opening line: why you are writing, for example I am writing to explain….
• Body: 1–2 sentences for each bullet.
• Closing: thanks or the next step, such as Thank you for your understanding.
• Sign-off: Best regards, + your name.

Length. ETS states no minimum word count. Writing 1–2 sentences per point usually produces about 80–130 words; this is our estimate.

The ETS rubric separately assesses social conventions: politeness, register, organisation and how requests, refusals and criticism are expressed. The same message can take different tones depending on the reader.

Who is the reader?