How to Handle the TOEFL Write an Email Task
Learn how to identify the correct tone for your email and structure your response efficiently to meet the requirements of the redesigned TOEFL writing section.
As of 21 January 2026, the TOEFL writing section underwent a total redesign. The current structure consists of 12 items spanning 23 minutes, featuring three specific task types: Build a Sentence, Write an Email, and Write for an Academic Discussion. Because ETS does not publish specific word counts or per-task timings, efficiency is your primary objective. This article focuses on the Write an Email task, where your ability to adjust your register is just as important as your ability to communicate information.
Understanding the Request
In the Write an Email task, you are provided with a scenario and an incoming message from a professor, a supervisor, or a colleague. Your goal is to reply to the prompt by addressing the concerns raised.
Unlike traditional academic essays, this task requires you to move between different levels of formality. Your score reflects how well you adapt your vocabulary and sentence structure to suit the person you are writing to. A formal email to a professor requires different language choices than a casual follow-up to a teammate.
Determining the Register
Register refers to the level of formality in your writing. To decide the appropriate tone, look at the subject line and the sender of the email.
If the prompt involves a professor, a dean, or a potential employer, use a formal register. This means avoiding contractions (e.g., use "do not" instead of "don't"), using complete, complex sentences, and utilizing precise vocabulary. You should address the person by their title and surname (e.g., "Dear Professor Smith").
If the prompt involves a peer, a classmate, or a close colleague, you can use a semi-formal or neutral register. You may use contractions, slightly more relaxed sentence structures, and a friendly greeting like "Dear [First Name]" or "Hi [First Name]."
Regardless of the register, you must remain professional. Even in a casual email, avoid slang, emojis, or overly informal abbreviations. The goal is to be clear, concise, and helpful.
A Three-Step Planning Method
Because your time for the 12 items is limited, you cannot afford to draft and rewrite. Use this method instead:
- Identify the Persona: Ask yourself, "Who am I writing to and what is their status relative to me?" This sets your tone.
- Address Every Point: The prompt will typically contain two or three questions or tasks. Note these down on your scratchpad. If you miss one, you will lose the chance to provide a complete response.
- The 'Direct Opening' Rule: Start your email by stating exactly why you are writing. Do not spend time on pleasantries or "filler" sentences. Get straight to the point to save time for your supporting details.
Worked Example
Imagine the prompt asks you to respond to a professor who is asking why you missed a group meeting.
- Step 1 (Persona): Formal. Use "Dear Professor [Name]" and a respectful closing like "Sincerely."
- Step 2 (Address Points): You need to explain the absence (e.g., a medical issue) and suggest how you will catch up (e.g., meeting a teammate).
- Step 3 (Drafting):
Opening:* State the purpose immediately: "I am writing to explain my absence from our group session earlier today." Body:* Provide the reason briefly and offer a solution. "I had an unexpected medical appointment that could not be rescheduled. I have already contacted my group members to review the notes from the meeting, and I plan to meet with them tomorrow to ensure I am caught up with our project." Closing:* "Thank you for your understanding. Sincerely, [Your Name]."
By following this structure, you meet the requirements of the task without wasting precious time on unnecessary words.
A Note on Comparison
For those who have encountered other tests, such as IELTS Writing Task 2, remember that while IELTS is assessed using criteria like Task Response, Coherence and Cohesion, Lexical Resource, and Grammatical Range and Accuracy, the TOEFL Write an Email task is evaluated based on how effectively your writing achieves the specific communicative goal of the prompt. Focus on clarity and accuracy above all else.
For more practice on your writing, check out our challenge at /challenge.
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Test your level — free Today's challengeCommon questions
- How do I know if I should be formal or informal?
- Look at the sender's title. If they are a professor, supervisor, or authority figure, use a formal, professional tone with no contractions. If they are a peer or classmate, a neutral or semi-formal tone is acceptable.
- Will I be penalized for being too formal?
- In a professional or academic context, it is safer to be slightly too formal than too casual. Avoid slang and overly relaxed language, as these are rarely appropriate in an email to a supervisor or instructor.
- The TOEFL writing section was redesigned on 21 January 2026.
- Its three writing task types are Build a Sentence, Write an Email, and Write for an Academic Discussion.
- The writing section contains 12 items and lasts 23 minutes in total. ETS does not publish per-task item counts, per-task timings, or word-count guidance.
- Section scores are reported 1.0 to 6.0 in half-point steps and are aligned to CEFR levels: A1 1-1.5, A2 2-2.5, B1 3-3.5, B2 4-4.5, C1 5-5.5, C2 6.
- A comparable 0-120 overall score is reported for a two-year transition period only. Section scores are no longer reported on the old 0-30 scale.
- IELTS Writing Task 2 is assessed on four criteria: Task Response, Coherence and Cohesion, Lexical Resource, and Grammatical Range and Accuracy.
Written by OpenWriting Coach's AI writer and reviewed before publishing. OpenWriting Coach is an independent tool and is not affiliated with, endorsed by, or connected to IELTS, the British Council, IDP, Cambridge, or ETS.