What raters reward
Raters reward clear, ordered facts (what, when, who), a clear point or next step, and a neutral, factual tone. Order and clarity matter more than opinion here.
Your time plan
How to structure it
Fill the [slots] with your own ideas, then adapt the frames; don't recite them.
Most of these emails are formal. See the register table for matched greeting and sign-off pairs.
Grammar Salutation + comma
- Dear Mr./Ms. [last name],
- Dear Sir or Madam,
- Hi [first name],
Lead with the news; do not make the reader hunt for it.
Grammar I am writing to inform you + past simple
- I am writing to inform you of [event] that occurred on [date].
- I would like to update you on [situation].
- I am writing to let you know that [what happened].
Signpost the order so the reader can follow easily.
Grammar Past simple + sequence (first, then, after that)
- To begin with, [first detail].
- After that, [what followed].
- The main point to note is [key fact].
Make the next step concrete, or state clearly that none is needed.
Grammar Recommendation / modal (should, will need to)
- As a result, [what needs to happen].
- I would recommend that we [next step].
- No action is needed on your part, but [note].
Grammar Closing phrase + name
- Please let me know if you need any further details. Best regards, [name]
Match your greeting & sign-off
| Situation | Greeting | Sign-off |
|---|---|---|
| Formal · name unknown | Dear Sir or Madam, | Yours faithfully, |
| Formal · name known | Dear Mr./Ms. [last name], | Sincerely, |
| Workplace / semi-formal | Dear [first name], / Hello [first name], | Best regards, |
| Friend / informal | Hi [first name], | Take care, / Cheers, |
Report openers & closers
Facts first, in order. Adapt to your prompt.
- I am writing to inform you of [event] that occurred on [date].
- I am writing to update you on [situation].
- To begin with, [first detail]; after that, [next].
- The key point to note is [fact].
- Please let me know if you need any further details.
- I will keep you updated on any developments.
Grammar & punctuation toolkit
The move that lifts a response to level 9 and up: think the plain sentence in your head, then upgrade it with a stronger word, one complex structure, and advanced punctuation. Aim for about two complex sentences per task, not every sentence.
A complex sentence joins two ideas with a comma. Use these openers to build about two per task. Note: never add 'but' after 'not only'.
A semicolon needs a complete sentence on both sides, and both must be about the same idea. Never follow a semicolon with a 'which …' clause.
- Conclude a point: 'I finished the course; from now on I will apply what it taught me.'
- Best of all, pair it with a connector for top marks: 'Home prices keep climbing; moreover, groceries now cost more.'
- Add a closely related idea: 'I am nervous about flying; I would rather drive to nearby cities.'
Commas show you can layer information cleanly.
- Wrap removable detail in a pair of commas: 'The manager, who started last month, has already improved things.'
- A connector in the middle of a sentence takes a comma on each side: '…, however, …'.
- Open with a connector, then a comma: 'Furthermore, the cost keeps rising.'
Range is scored. Work in two or three vivid words per task, plus a phrasal verb or two.
- Adverbs are the most under-used part of speech: promptly, repeatedly, considerably, efficiently, evidently.
- Precise adjectives beat bland ones: unacceptable (not 'bad'), malfunctioning (not 'broken'), considerable (not 'big').
- Phrasal verbs signal natural range: catch up, run into, come across, put off, sort out.
Useful vocabulary
Vocabulary is one of the four scored dimensions, so weave a few in (don't force all of them). Bookmark the ones you want to use — they show up in your saved library.
- I am writing toI am writing to bring an urgent matter to your attention.
- I am writing with regard toI am writing with regard to the parking permit I applied for last week.
- I am reaching out toI am reaching out to request an extension on the project deadline.
- It has come to my attention thatIt has come to my attention that my last payment was never processed.
- I would like to draw your attention toI would like to draw your attention to a recurring issue in our building.
- raise a concernI am writing to raise a concern about the noise coming from the unit next door.
- enquire aboutI am writing to enquire about the availability of evening classes.
- confirmCould you please confirm whether my reservation is still valid?
- apologize forI would like to apologize for missing yesterday's meeting.
- notifyPlease notify me as soon as the replacement part arrives.
- My apologiesMy apologies for the delay in getting back to you.
- cumbersomeThe current sign-up process is cumbersome and takes far too long.
- unacceptableThe condition of the apartment upon move-in was simply unacceptable.
- malfunctioningThe heating system has been malfunctioning since the day I moved in.
- promptI would greatly appreciate a prompt resolution to this problem.
- First and foremostFirst and foremost, I want to thank you for your quick response.
- FurthermoreFurthermore, the replacement I received was also faulty.
- With regard toWith regard to the invoice, I believe there has been an error.
- On top of thatOn top of that, no one informed me that the office would be closed.
- sort outI am confident we can sort out this misunderstanding quickly.
- run intoI ran into several problems while trying to complete the online form.
- I look forward to your replyI look forward to your reply at your earliest convenience.
- Your prompt attention would be appreciatedYour prompt attention to this matter would be greatly appreciated.
- Please do not hesitate to contact mePlease do not hesitate to contact me if you require any further details.
- Thank you for your understandingThank you for your understanding and cooperation in this matter.
- I would be grateful ifI would be grateful if you could look into this as soon as possible.
From the lesson
The full phrase bank from Workplace & Professional Emails. Bookmark whatever you'd actually use — everything you save shows up in your library.
Opening (formal, to a manager)
4I am writing to request…
I am writing to let you know that…
I wanted to raise something with you directly.
I am writing to update you on…
Opening (semi-formal, to a teammate)
3Hi Ana, just a quick note about…
Wanted to flag something before it becomes an issue.
Hope the week's going well, quick update on…
Stating a problem neutrally
4I wanted to flag this early rather than later.
A complication has arisen with…
It has become clear that…
The timeline has been affected by…
Showing you've considered impact
3I appreciate this isn't ideal timing.
I'm conscious this affects [team/client/schedule].
I've considered how best to minimize disruption.
Proposing a solution (the scoring paragraph)
5I'd suggest one of two approaches…
With your approval, I'd propose…
To mitigate this, I have already…
I'm happy to [action] if that would help.
Please let me know which you'd prefer.
Requesting
3I would be grateful if you could confirm…
Would it be possible to…?
I'd appreciate your thoughts on…
Closing
3Happy to discuss further if it would be useful.
Please let me know how you'd like to proceed.
Thank you for your understanding.
Common mistakes to avoid
- Facts out of order, so the reader cannot follow.
- Leaving out the key detail (what, when, who).
- No clear next step or point to the email.
- Adding opinion where the reader needs facts.
- Being too vague about the situation.
Quick tips
- Lead with what happened and when.
- Give the facts in a clear order (first, then, after that).
- End with the next step or an offer to help.
- Keep it factual and easy to scan.
