TOEFL · Guides · October 25, 2026 · 9 min read
TOEFL email writing 2026: template, format and sample answers
Write an Email is the second task of the TOEFL iBT Writing section since the 2026 update. You read a short situation, academic or social, and have 7 minutes to write an email to a named person that does three specific things, such as explaining a problem, asking a question and suggesting a solution. It is scored 0–5. A high score comes from doing all three things clearly, with relevant detail, in a polite tone that suits the reader, and with few language errors. About 120–180 words is a full answer in 7 minutes; a fixed template helps you start fast, as long as the middle of the email is genuinely about the situation.
How the task works
| Write an Email | |
|---|---|
| Time | 7 minutes |
| What you see | a situation (2–4 sentences), the recipient, and usually three things the email must do |
| Typical purposes | a request, giving information, apologizing, proposing a solution, making a recommendation |
| Length | no published word count; 120–180 words fits the time and covers three goals |
| Score | 0–5 |
| Section | Writing, between Build a Sentence and Academic Discussion |
The recipient varies: a professor, a librarian, a club organizer, a landlord, a friend. Who you write to decides the register, and register is part of the score.
How the email is scored
ETS scores the response 0–5 on a rubric. In our own words, the levels look like this:
| Score | What the email does |
|---|---|
| 5 | Every goal handled with relevant detail; clear and easy to follow; a range of sentence structures and precise word choice; tone fits the reader throughout; almost no errors beyond the slips anyone makes under time pressure |
| 4 | Goals handled with adequate detail; easy to understand; mostly suitable tone; a few errors |
| 3 | The task is generally done, but some parts are thin or unclear; a moderate range of language; noticeable errors in grammar, word forms or politeness |
| 2 | An attempt, but the message is limited or hard to follow; little useful detail; errors pile up |
| 1 | Very little development; short, disconnected phrases; much of the language copied from the prompt |
| 0 | Blank, off topic, not in English, or copied from the prompt |
Four things move the score: elaboration (does each goal get a reason or a detail?), variety (a mix of sentence types and precise words), social conventions (greeting, sign-off, politeness, how requests and refusals are phrased) and accuracy. A missing goal pulls the score down quickly, because it means part of the task was not done.
Register: who is the reader?
| Reader | Greeting | Tone | Sign-off |
|---|---|---|---|
| Professor, office staff, manager | Dear Professor Kim, / Dear Ms. Alvarez, | polite, indirect requests (Would it be possible…, I was wondering if…) | Best regards, / Kind regards, + full name |
| Classmate, club member | Hi Daniel, | friendly but clear | Thanks, / See you soon, + first name |
| Close friend | Hi Mia! | relaxed, contractions fine | Talk soon, / Take care, |
The most common register error is being too direct with someone in authority: I need you to give me an extension reads as rude. Would it be possible to submit the report on Friday instead? asks for the same thing politely.
A flexible template
Use this as a skeleton, not as a script. The opening and closing lines can be almost automatic; the three middle parts must be written for the situation.
- Greeting. Dear Professor [Name],
- Purpose in one sentence. I’m writing about [the situation] because [short reason].
- Goal 1, with a detail. Explain, describe or give the information asked for. Add one concrete fact: a date, a number, a reason.
- Goal 2, with a detail. Usually a question or a request: I was wondering whether…, Could you let me know…?
- Goal 3, with a detail. Often a suggestion or an offer: One option might be to…, I’d be happy to…
- Polite close. Thank you for your understanding. I look forward to hearing from you.
- Sign-off. Best regards, [Your name]
Useful phrases for the middle:
- Explaining: Unfortunately…, The reason is that…, As a result…
- Asking: Would it be possible to…?, I was wondering if you could…, Could you tell me whether…?
- Suggesting: Perhaps we could…, One solution might be…, If it helps, I could…
- Apologizing: I’m sorry for any inconvenience this may cause.
Notice how many of these use indirect questions (Could you tell me whether…). That is the same grammar as Build a Sentence, and it is what makes a request sound polite.
Sample situation
This situation was written for this guide.
You signed up for a Saturday field trip with your geology class. You have just learned that your sister’s wedding is on the same day. Write an email to Dr. Lena Park, who organizes the trip. In your email:
- explain why you cannot attend the trip,
- ask whether there is another way to complete the trip requirement,
- suggest when you could do the extra work.
A strong answer (about 160 words)
Dear Dr. Park,
I’m writing about the geology field trip on Saturday, October 18. Unfortunately, I won’t be able to attend, because my sister is getting married that day in my hometown, and I only found out the date last week. I know the trip counts toward our final grade, so I wanted to let you know as early as possible.
I was wondering whether there is another way for me to complete the requirement. For example, I could visit one of the sites on my own and write a short report, or I could do an alternative assignment based on the photos and notes from the trip.
I would be free on Sunday, October 26, or on any weekday afternoon after 3 p.m. If one of these times works for you, I’d be happy to meet during your office hours to discuss the details.
Thank you very much for your understanding.
Best regards, Carlos Mendoza
Why it would score high: each goal has its own paragraph and a concrete detail (the date, two possible alternatives, specific free times). The requests are indirect and polite (I was wondering whether…, If one of these times works for you…). The sentences vary in length and structure, and there are no real errors.
A weaker answer (about 85 words)
Hello,
I can’t go to the field trip on Saturday because I have family event. I am very sorry.
I want to know is there other way to do this. Please tell me what I should do.
Thank you so much and have a nice day.
Carlos
Why it would score lower, and how to fix it:
| Problem | Fix |
|---|---|
| Hello, with no name, to a professor | Dear Dr. Park, |
| Goal 1 is vague: family event | name it and add a detail: my sister’s wedding is that day |
| I have family event (missing article) | I have a family event |
| I want to know is there other way (direct-question order inside an indirect question, missing article) | I was wondering whether there is another way… |
| Please tell me what I should do sounds like a demand and adds nothing | offer an option: I could visit one of the sites on my own and write a report. |
| Goal 3 (when you could do the work) is missing | I’m free on Sunday, October 26, or any weekday after 3 p.m. |
| have a nice day is too casual for this reader | Thank you for your understanding. + Best regards, + full name |
This email would probably land around 2: it attempts the task but leaves one goal out, gives little detail and has several errors in a short text. The same ideas, fully developed, become the strong version above.
How to use the 7 minutes
- 0:00–1:00. Read and plan. Underline the three goals. Jot one detail for each: a reason, a question, a concrete suggestion.
- 1:00–5:30. Write. Greeting, purpose line, one short paragraph per goal, close. Do not stop to perfect a sentence.
- 5:30–7:00. Check. Is every goal there? Is the greeting right for the reader? Look for articles, verb endings, plural -s and the word order of your questions.
Common mistakes
- Missing a goal. The single biggest score killer. Number the goals in your head as you write.
- Copying the prompt. Repeating explain why you cannot attend the trip word for word counts as borrowed language. Use your own words and add details.
- Wrong register. Too casual with a professor, or stiff and cold with a friend.
- Telegraphic sentences. Problem with room. Need help. An email is connected prose.
- Writing an essay. Long introductions and general statements about life waste time. Get to the point in the first sentence.
- Inventing details that contradict the situation. You can add facts, but they must fit what the prompt says.
The email has a cousin later in the section: the Academic Discussion post, which is about arguing a view rather than getting something done. For the full structure of the test, see the TOEFL iBT format, and for how two 0–5 writing scores and the ten Build a Sentence items become a Writing band, see TOEFL scores.
Practise Write an Email in the Nomto room
The Write an Email practice in the Nomto TOEFL room gives you a situation, a recipient and three goals with a 7-minute timer. Your email is scored 0–5 on the official rubric by AI, marked clearly as an estimate. Feedback is available in English, Spanish, Portuguese, Russian, Vietnamese, Turkish or Indonesian. One written answer is scored free with an account; a pass ($15 a week, $49 for 3 months, $79 for 6 months or $119 a year) opens all Nomto courses. You can also take the Writing section as a mock test.
Common questions
How long should a TOEFL email be? ETS does not set a word count. About 120–180 words is what fits into 7 minutes and lets you develop all three goals.
Is there a template for the TOEFL email? A skeleton helps: greeting, purpose line, one paragraph per goal, polite close, sign-off. The middle must be about the situation, or the score suffers.
Do I need a subject line? What is scored is the email itself: the greeting, the three goals and the close. If a subject field is shown, a few words are enough.
Can I use contractions? Yes, even with a professor, in moderation (I’m, I won’t). What matters more is that requests are polite and the tone fits the reader.
What happens if I miss one of the three points? Part of the task is left undone, and the rubric rewards emails that handle every goal with detail, so a missing goal limits the score however good the rest is.
TOEFL® and TOEFL iBT® are registered trademarks of ETS. Nomto is not endorsed or approved by ETS.
Also in Tiếng Việt, Русский, Español, Português (Brasil)