Templates by email type
Every prompt is one of these. Open the type you need for its opener, closer, moves, and mistakes.
What raters reward
Raters score Content & Coherence (every required point covered and logically ordered), Vocabulary (range and precision), Readability (grammar, sentence variety, punctuation, and a tone that fits the reader), and Task Fulfillment (right purpose, register, and length). The biggest lever is developing each required point with a real detail instead of a single bare line.
Your time plan
How to structure it
Fill the [slots] with your own ideas, then adapt the frames; don't recite them.
The greeting silently signals your register to the rater; see the matched greeting and sign-off pairs below.
Grammar Salutation + comma
- Dear Mr./Ms. [last name],
- Dear Sir or Madam,
- Hi [first name],
Name the situation in the first sentence so the point lands immediately; don't bury it after small talk.
Grammar Present perfect for background: 'I have been a … for …'
- My name is [name], and I have been a [tenant / customer / member] for [duration].
- I am writing to [request / report / suggest / apologize for] [the matter].
- I hope you're well, and I'm reaching out about [topic].
Give every bullet its own short paragraph and signpost the move between them. Develop the idea: 'the heat has been off for five days and the apartment drops below 15°C at night' beats 'the heat is broken'.
Grammar Past simple + complex sentences (because, which, although)
- To start with, [what happened], which [why it matters].
- On [date], I [noticed / experienced] [specific detail].
- Furthermore, [a second supporting detail or consequence].
Make the action concrete and, where it fits, time-bound, which lifts Task Fulfillment because the email actually does its job.
Grammar Modals of request (could, would) + a deadline
- Could you please [action] by [date]?
- I would be grateful if you could [action].
- Please let me know whether [the resolution] is possible.
Use a closing that mirrors the opening register, then your name.
Grammar Closing phrase + name
- Sincerely, [name]
- Best regards, [name]
- Thanks again, [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, |
Openers & closers by email purpose
Most prompts are one of these five. Adapt the matching opener and closer.
- Open: I am writing to express my dissatisfaction with [issue].
- Close: I trust this will be resolved promptly.
- Open: I am writing to request [service / information] regarding [topic].
- Close: I look forward to your reply.
- Open: I am writing to suggest [idea], which I believe would benefit [group].
- Close: I hope you'll consider this proposal.
- Open: I am writing to sincerely apologize for [what happened].
- Close: Again, I'm sorry for any inconvenience this caused.
- Open: I am writing to inform you of [event] that occurred on [date].
- Close: Please let me know if you need further details.
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.
Common mistakes to avoid
- Missing or under-developing one of the three required points, which caps Task Fulfillment hard.
- One-line answers with no reason, example, or consequence.
- Register mismatch: too casual to an official, or stiff and cold to a friend.
- Copying phrases straight from the prompt instead of paraphrasing.
- No paragraphing: a single block hides whether each point was covered.
- Running well under 150 or over 200 words.
Quick tips
- Match tone to the reader and keep it consistent from greeting to sign-off.
- Signpost between points (First, … In addition, … Finally, …) so coverage is obvious.
- Swap repeated words for precise ones (frustrated not bad; malfunctioning not broken).
- Always reserve ~3 minutes to proofread; small grammar fixes move the Readability score.
