TOEFL Writing Guide

8 Steps to a 5/5 TOEFL Email

Write with a plan

An email template and strategy for a 5/5

Let’s use the example task below to see how to write your email.

Plan before you typeSteps 1–3

TOEFL Email Task
ToDr. Smith
SubjectRequest for Research Project Extension
Step 1

Check “To” and “Subject”

Know who you are writing to and why.

Unexpected problems have slowed your research project. You need to email your professor and request an extension.

Step 2

Identify the purpose

Find the main request, problem, thanks, plan, or recommendation.

In your email:

  • Request additional time to meet the deadline.
  • Explain the problem and how it affected your work.
  • Propose a revised due date and offer to share progress updates.
Step 3

Make a checklist

Turn every bullet point into one item you must answer.

Write the emailSteps 4–8

5/5 Sample Answer

Dear Dr. Smith,

Step 4Greeting

Choose the greeting

Match your tone to the professor, manager, staff member, or classmate.

My name is Bob Lee, and I am a student in your Psychology 101 class that meets on Mondays and Fridays at 3 p.m. I am writing to ask for a short extension on the research paper due this Monday, March 3.

Step 5RequestBullet point 1

Answer bullet point 1

Use the first paragraph to make the request clearly.

An unexpected family emergency came up yesterday, and I will need to travel out of town this weekend. This has interrupted the time I planned to use to review and finalize my paper. The majority of my work is already complete, but I need a little more time to edit and review it before submitting.

Step 6Problem + EffectBullet point 2

Answer bullet point 2

Explain the difficulty and how it affected you.

Would it be possible to turn in my paper by Wednesday, March 5, instead? This would give me enough time to handle the situation and still submit quality work. I would also be happy to send you my current draft today if that would be helpful.

Step 7New date + updateBullet point 3

Answer bullet point 3

Give a clear solution, date, or next step.

Thank you for your time and understanding.

Sincerely,
Bob Lee

Step 8Closing

Close and review

Add a polite closing, your full name, and a quick final check.

Compare the responses

Don’t write your email like this: 2-point vs. 5-point responses

The weak response answers part of the prompt, but it skips a required point and sounds like a text message. Use the buttons to switch between the two emails.

Michael’s email

About 2/5
  • No revised deadline or progress update
  • Texting language and overly casual tone
  • Vague details in one large paragraph
  • Inappropriate closing for a professor

Bob’s email

Can earn 5/5
  • Every bullet point is answered
  • The request and new date are specific
  • The tone fits the reader
  • Each paragraph has one clear job

Why Bob’s email works

  • Every requirement is complete. The three prompt requirements appear in the same order as the task.
  • The request is specific. Bob gives the original deadline, a new date, and an offer to send his draft.
  • The tone fits the reader. The greeting, request, and closing are polite without sounding unnatural.
  • The organization is easy to follow. Each paragraph has one purpose, so the reader never has to search for the answer.

Before you submit

Three passes before you send

Do not re-read everything from the top. Each pass looks for one kind of problem, and each one takes about 15 seconds.

1Requirements
  • Recipient and subject are correct
  • Bullet points 1–3 are all answered
  • The problem and its effect are specific
2Tone
  • Greeting fits the reader
  • The closing is polite
  • No texting language or abbreviations
3Form
  • Full name at the end
  • Spelling and punctuation
  • One job per paragraph

Put it into practice

Write your next TOEFL email with a plan

Practice realistic email tasks on StudyGround, compare your work with sample answers, receive an instant score, and retry whenever you want.

Start practicingWatch Daniel’s lesson

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