Updated October 2026
Write an Email: tone, structure and examples
Write an Email gives you about seven minutes to answer a realistic situation in a short email. This guide shows how to structure it, how to choose the right tone for the reader, and two original sample emails with notes on what makes them work.
What the task asks for
You read a short situation from study, work or everyday life, and a list of things your email must do, usually three. A typical list asks you to explain something, ask for something and suggest something. The prompt below was written for this guide in the same style.
Three things decide the score: whether every point on the list is clearly covered, whether the tone suits the reader, and whether the language is clear and accurate. A short email that covers everything beats a long one that misses a point.
You are taking a course with Professor Lee. You were sick last week and missed a quiz. Write an email to Professor Lee. In your email:
• explain why you missed the quiz
• ask whether you can take it at another time
• suggest a time when you are availableA five-part structure
1. Greeting
"Dear Professor Lee," for a professor or someone you do not know well; "Hi Sam," for a classmate or friend.
2. One sentence of purpose
Say why you are writing, so the reader knows what the email is about before the details.
3. The required points, in order
One short paragraph per point, following the order of the task. This makes it easy for you to check that nothing is missing, and easy for a rater to see it.
4. A next step
One sentence saying what you hope will happen: a reply, a meeting, a decision.
5. Sign-off and name
"Best regards," or "Kind regards," for formal emails; "Thanks," or "See you soon," for informal ones, followed by your name.
Example 1: an email to a professor
This reply to the prompt above is about 120 words. Notice how each of the three required points has its own paragraph, and how every request is specific: a reason, a date and a concrete alternative.
Dear Professor Lee,
I am writing about the quiz in your Introduction to Economics class last Tuesday, which I missed.
Unfortunately, I had a high fever that day and my doctor told me to stay at home. I have a note from the campus health center if you need it.
I was wondering whether it would be possible to take the quiz at another time. I have already reviewed the chapters it covered.
I am free on Thursday afternoon after 2 p.m. and on Friday morning. If neither time suits you, I would be happy to come whenever is convenient for you.
Thank you for your understanding. I look forward to hearing from you.
Best regards,
Daniel KimExample 2: an email to a classmate
Not every email is formal. In this second practice situation, a classmate in your study group has asked whether the group can meet on Saturday, and your email must say you cannot come, explain why, and propose another way to share the work.
The tone is friendly and relaxed, but the email is still complete, organised and accurate. Informal does not mean careless.
Hi Sam,
Thanks for organising Saturday's meeting. I'm really sorry, but I can't make it this time.
My cousin is getting married that weekend, and I'll be out of town from Friday evening until Sunday night.
I don't want to leave you all with extra work, though. How about I finish my part of the slides by Friday afternoon and share them in our group folder? Then you can add comments during the meeting, and I'll make the changes on Sunday night.
Let me know if that works for everyone.
Thanks,
MiaChoosing the right tone
Decide on the tone before you write the greeting, based on who the reader is and what you are asking for. Then keep it the same to the end.
Professor, manager, company, official
Full sentences, no slang, polite requests: "Would it be possible to...", "I would be grateful if...". Avoid contractions in the most formal cases, though a few are acceptable.
Someone you know a little
Polite but direct: "Could you...", "I was wondering if...". Contractions are fine.
Friend or classmate
Relaxed and warm: "Hi", "Thanks so much", "No worries". Still avoid text-message spelling such as "u" or "thx".
Phrases that save time
The same functions come up again and again in this task: apologising, explaining, asking, suggesting, thanking. Having one or two phrases ready for each lets you spend your seven minutes on the content.
Purpose: "I am writing to ask about …" · "I'm writing because …"
Apologising: "I am sorry for any inconvenience." · "Sorry I couldn't make it."
Explaining: "Unfortunately, …" · "The reason is that …"
Asking politely: "Would it be possible to …?" · "I was wondering whether …" · "Could you let me know …?"
Suggesting: "Would Thursday afternoon suit you?" · "How about …?" · "One option might be to …"
Closing: "Thank you for your help." · "I look forward to hearing from you." · "Let me know what you think."Using the seven minutes
A realistic plan: about one minute to read the situation and note the required points, four to five minutes to write, and one minute to check the email against the list and correct the errors you can see.
Do not write a draft and then copy it. There is no time for that. Write directly, in the order of the task, and keep sentences simple enough that you can write them correctly at speed.
How to practise
Write one timed email a day, alternating formal and informal readers. After each one, check the three points against your text and rewrite any request that is vague. You can try a real-format question on the free Write an Email practice page and get scored feedback in a full mock test.
This is an independent summary written for test takers. ETS publishes the official specification of the test on its own website.