TOEFL 2026 Writing • Chapter 3

Write an Email Mastery

Learn to communicate effectively in academic and professional contexts—a skill you'll use throughout your career

5-7 min
Time limit
75-125
Words target
2-4
Required points
0-5
Score range

Part 1: Why This Task Matters Beyond the Test

This isn't just a test task—it's a skill you'll use every week for the rest of your academic and professional life. The average professional receives about 120 emails daily. Writing clear, appropriate emails directly affects how others perceive your competence.

What Research Shows:

Studies on ESL/EFL email writing show that even students with advanced grammar skills often write emails perceived as impolite or inappropriate. The problem isn't grammar—it's pragmatic competence: understanding how language choices affect how your message is received.

Source: Teaching English Forum (ERIC), Academia.edu research on email politeness

This chapter teaches you the principles behind effective email communication—not just templates to memorize. When you understand why certain approaches work, you can adapt to any situation.

What This Task Tests

  • Task completion (addressing all points)
  • Register/tone appropriateness
  • Email format conventions
  • Communication effectiveness
  • Language accuracy

What It Doesn't Test

  • Creative writing ability
  • Complex vocabulary
  • Long-form composition
  • Literary devices

Part 2: Understanding Register (The Key to Appropriate Tone)

Register is the level of formality in your language. Using the wrong register is like wearing a swimsuit to a job interview or a tuxedo to the beach—technically "clothes," but completely wrong for the situation.

Formal Register

Use with: Professors, administrators, people you don't know

Greeting: "Dear Professor Chen,"

Opening: "I am writing to inquire about..."

Request: "I would appreciate your guidance on..."

Closing: "Thank you for your consideration. Best regards,"

Semi-Formal Register

Use with: TAs, advisors, campus services, classmates in professional context

Greeting: "Hi Dr. Smith," or "Hello,"

Opening: "I wanted to ask about..."

Request: "Would it be possible to..."

Closing: "Thanks for your help. Best,"

Casual (Peer) Register

Use with: Classmates, study group members, friends

Greeting: "Hi [Name]," or "Hey,"

Opening: "I'm reaching out about..."

Request: "Could you..." / "Any chance you could..."

Closing: "Thanks!" or "Talk soon,"

Why Register Mistakes Hurt You:

Using overly casual language with a professor ("Hey Prof, gonna miss class tmrw") makes you seem unprofessional. But using overly formal language with a classmate ("Dear Colleague, I am writing to inquire about the study group schedule") sounds strange and creates distance. The goal is matching your language to your relationship with the recipient.

How to Identify the Right Register

Ask yourself these three questions:

1

Who is the recipient?

Professor/administrator = formal. Staff/TA = semi-formal. Peer = casual but still professional.

2

What's my relationship?

First contact = more formal. Established relationship = can be slightly less formal.

3

What am I asking for?

Big favor/sensitive topic = more formal. Simple question = can be more direct.

Safe Default: When in doubt, go slightly more formal. It's better to be seen as respectful than as too casual. You can always adjust in follow-up emails if the recipient responds casually.

Part 3: The "Lead with Purpose" Principle

The single most important email writing principle: state your purpose immediately. Busy people skim emails. If your request is buried in paragraph three, they might miss it entirely.

From MIT's Communication Lab:

"Lead with your purpose immediately rather than burying requests in the middle or end of the email, since recipients often skim messages. A well-structured long email is more likely to get a response than a short, unclear one."

Compare These Two Openings:

Buried Purpose (Weak)

"Dear Professor Smith, I hope this email finds you well. I really enjoyed your lecture last week about research methodology. The examples you gave were very helpful. I've been thinking a lot about my project topic. By the way, I was wondering if I could get an extension on the assignment that's due Friday..."

Problem: The actual request doesn't appear until the 5th sentence. The professor might stop reading.

Clear Purpose (Strong)

"Dear Professor Smith, I'm writing to request a two-day extension on the research proposal due this Friday. I've been dealing with a family emergency and haven't been able to complete my literature review section..."

Better: Purpose is stated in the first sentence. Context follows to support the request.

The Psychological Principle:

When readers know what you're asking for, they process the rest of your email through that lens. Everything that follows becomes support for your request. Without knowing the purpose, readers don't know how to evaluate the information you're giving them.

Part 4: Addressing All Required Points (Task Completion)

Every email task gives you 2-4 required points. Missing even one point significantly hurts your score. This is the most common mistake students make—they write a good email but forget to address one of the bullet points.

Example Task:

You missed a class due to illness and need to contact your professor about what you missed.

In your email, be sure to:

  • Explain your absence
  • Ask about any important announcements
  • Inquire about how to get the notes

The Checklist Strategy

Before you start writing, mentally map each required point to a sentence or section of your email:

Required Point

  1. 1. Explain your absence
  2. 2. Ask about announcements
  3. 3. Ask how to get notes

Where It Goes

  1. 1. Opening paragraph (context)
  2. 2. Middle paragraph (question 1)
  3. 3. Middle paragraph (question 2)

Before Submitting, Always Do This:

Re-read the required points one by one. For each point, highlight or mentally mark where you addressed it in your email. If you can't find where you addressed a point, add it before submitting. This 30-second check prevents the most common scoring mistake.

Part 5: Email Structure (Your Cognitive Scaffold)

A clear structure helps you organize your thoughts AND helps the reader follow your message. Use this framework for every email:

Why Structure Matters for Your Brain:

When you have a clear framework, you don't waste mental energy deciding what to write next. You can focus on how to say it well. Structure acts as "cognitive scaffolding"—it reduces the number of decisions you need to make, letting you write faster and better under time pressure.

Part 6: Common Scenario Types and How to Handle Them

Emails fall into predictable categories. Knowing the patterns helps you respond quickly and appropriately.

Professor Communication

Register: Formal | Common situations: extensions, clarifications, recommendations, absences

Key Principles:

  • • Be respectful of their time
  • • Provide context they need
  • • Be specific about what you're asking
  • • Show you've tried to solve it yourself

Useful Phrases:

  • "I am writing to inquire about..."
  • "I wanted to follow up on..."
  • "I would appreciate your guidance on..."
  • "Would it be possible to..."

Campus Services

Register: Semi-formal to Formal | Common: reservations, requests, questions, complaints

Key Principles:

  • • Be direct and specific
  • • Include all relevant details (dates, IDs)
  • • State exactly what you need
  • • Be polite but efficient

Useful Phrases:

  • "I would like to request..."
  • "Could you please provide information about..."
  • "I am writing to inquire about the process for..."
  • "Please let me know if you need any additional information."

Peer/Classmate Communication

Register: Semi-formal | Common: group projects, study plans, sharing information

Key Principles:

  • • Friendly but still professional
  • • Clear about expectations and deadlines
  • • Constructive, not accusatory
  • • Offer solutions, not just problems

Useful Phrases:

  • "I wanted to check in about..."
  • "Would you be able to..."
  • "I was thinking we could..."
  • "Let me know what works for you."
Important: Even peer emails should remain professional in academic contexts. Avoid text-speak (u, ur, bc), excessive exclamation points, or emojis. You're still in a professional academic environment.

Part 7: Common Mistakes That Hurt Your Score

Missing Required Points

The most common mistake. You write a good email but forget to address one of the bullet points. Always re-check the requirements before submitting.

Wrong Register

"Hey Professor" or "Dear Bro" are obvious errors, but subtle mistakes hurt too—like being overly casual with "Thanks!" when "Thank you for your time" is more appropriate.

Buried Purpose

Starting with small talk or background before stating what you need. The grader is checking whether you communicate effectively—effective communicators lead with their purpose.

Missing Email Conventions

No greeting, no sign-off, or a subject line that says "Email" instead of something specific. These are basic professional expectations.

Being Vague

"I need help with the thing from class" vs. "I have a question about the research proposal due on October 15th." Specifics show you're a clear communicator.

Too Long or Too Short

75-125 words is the target. 40 words probably misses depth; 200 words probably has unnecessary content. Aim for concise but complete.

Part 8: A Complete High-Scoring Example

Task:

Your group project is due next week, but one member hasn't completed their section. Write an email to your classmate.

In your email, be sure to:

  • Acknowledge the deadline
  • Ask about their progress
  • Offer to help if needed
  • Suggest a plan for moving forward

Why This Scores a 5:

  • Task Completion: All four required points are clearly addressed
  • Register: Semi-formal tone appropriate for a classmate in academic context
  • Structure: Clear opening, organized body, action-oriented closing
  • Tone: Constructive and collaborative, not accusatory
  • Length: ~115 words—within target range

Part 9: Your Practice Protocol

Deliberate practice means focusing on specific skills with feedback. Here's your systematic approach:

Phase 1: Master the Basics (Days 1-2)

  • Day 1: Practice 2 professor emails. Focus ONLY on: correct greeting, clear purpose in first sentence, professional closing.
  • Day 2: Practice 2 campus services emails. Focus on: being specific, including all relevant details.

Success Metric: Your emails have proper greeting/closing and state purpose in sentence 1-2.

Phase 2: Task Completion (Days 3-4)

  • Day 3: Practice emails with 3-4 required points. Before submitting, highlight where each point is addressed.
  • Day 4: Time yourself (5 minutes). Practice the "map points to paragraphs" strategy.

Success Metric: You consistently address ALL required points in every email.

Phase 3: Register and Tone (Days 5-6)

  • Day 5: Practice one formal (professor) and one semi-formal (peer) email back-to-back. Notice how your language changes.
  • Day 6: Read AI feedback carefully. Note any register issues. Practice the scenario again if needed.

Success Metric: AI feedback shows no register/tone issues.

Phase 4: Test Simulation (Day 7)

  • Complete 3 emails back-to-back under timed conditions
  • Don't pause between emails—simulate test pressure
  • Review all feedback, note any patterns in mistakes

Success Metric: Consistent scores of 4+ across different scenario types.

Part 10: Self-Assessment Checklist

Before submitting any practice email (and on test day), run through this checklist:

1

Did I include proper greeting and closing?

Matching the formality level to the recipient

2

Is my purpose clear in the first 1-2 sentences?

Reader should know what you want immediately

3

Did I address ALL required points?

Go back and check each bullet point one by one

4

Is my tone appropriate for this recipient?

Professor = formal, Peer = semi-formal, not too casual

5

Am I within the word count range?

75-125 words—not too short, not too long

6

Is there a clear next step or question at the end?

Good emails make it easy for the recipient to respond

Ready to Practice?

These skills improve with practice. Start with professor emails, master the basics, then work up to more complex scenarios.

Start Email Writing Practice

AI-powered feedback on task completion, register, and communication effectiveness

Chapter 2: Build a Sentence Chapter 4: Academic Discussion