Professional Email Writing Guide: Templates & Format for TOEFL 2026
The TOEFL 2026 "Write an Email" task tests your ability to compose professional emails in 7 minutes. Unlike casual messaging, professional emails follow a specific format that recipients expect. This guide shows you the exact template high scorers use. For an overview of all three TOEFL 2026 writing tasks, see our complete TOEFL writing templates guide. (See the visual summary infographic at the end for a quick reference.)
Watch: Professional Email Writing Tips
Learn the fundamentals of professional email communication
What is a Professional Email Format?
A professional email format is a standardized structure that makes your message look clean and business-appropriate. Following this format:
- Creates a positive first impression
- Shows respect for the recipient
- Makes your message easy to read and act upon
- Demonstrates communication competence
Why This Matters for TOEFL
TOEFL graders specifically evaluate your "Format & Tone" dimension. Emails missing key components (like a proper greeting or sign-off) will score 3 or below in this category, even if your English is excellent. Learn more about the complete TOEFL 2026 changes to understand how this task fits into the new format.
5 Essential Components of Professional Emails
1Subject Line
The subject line tells recipients what your email is about before they open it. It should be specific and action-oriented.
Weak
- "Question"
- "Help needed"
- "Important"
Strong
- "Request for Meeting: Marketing Internship"
- "Absence from Class - October 15"
- "Order #12345 - Damaged Product Report"
2Professional Greeting (Salutation)
The greeting sets the tone. Choose based on your relationship with the recipient and the context.
| Greeting | When to Use |
|---|---|
| Dear Professor [Last Name], | Academic/formal communications |
| Dear Mr./Ms. [Last Name], | Business professionals |
| Dear Hiring Manager, | Job/internship applications |
| Dear Customer Service Team, | Company departments |
| Hello [Name], | Semi-formal, known contacts |
| Hey / Hi there / Yo | Never use in professional emails |
Pro tip: Always use the recipient's title (Dr., Professor, Mr., Ms.) when available. When unsure of gender, use full name: "Dear Alex Johnson,"
3Email Body Structure
Your email body should have three clear parts: opening, main content, and closing.
Opening Paragraph
- • State your purpose immediately
- • Provide context (who you are, reference numbers, dates)
- • Keep it to 1-2 sentences
"I am writing to inquire about the marketing internship position posted on your website. I am currently a junior at State University studying Business Administration."
Main Body Paragraph(s)
- • Address each task requirement in order
- • Use short paragraphs (2-3 sentences each)
- • Be specific with details, dates, and names
- • Stay focused - don't include irrelevant information
Closing Paragraph
- • Include a clear call to action or next steps
- • Express gratitude or politeness
- • Keep it brief (1-2 sentences)
"Please let me know if you need any additional information. Thank you for your time and consideration."
4Professional Closing (Sign-off)
Your closing phrase creates the final impression. Match the formality level of your greeting.
Formal Closings
- • Sincerely,
- • Respectfully,
- • Best regards,
- • Kind regards,
Semi-Formal Closings
- • Best,
- • Thank you,
- • Many thanks,
- • Warm regards,
Never Use
Cheers, Thanks!, Later, XOXO, See ya, Ciao, Take care (too casual for professional emails)
5Email Signature
Include your name and relevant contact information. For TOEFL, a simple signature is sufficient.
Best regards,
Sarah Chen
Business Administration, Junior
State University
Professional email writing requires attention to format, tone, and clarity
Email Templates for Common Scenarios
The TOEFL Write an Email task covers various real-life situations. Here are templates for the most common scenarios:
📚 Emailing a Professor
Use when: requesting information, apologizing for absence, asking about assignments, or seeking guidance.
Subject: [Specific purpose] - [Course name/code]
Dear Professor [Last Name],
I am a student in your [course name] class, and I am writing to [state purpose clearly].
[Provide context: explain situation, include relevant dates/details]
[Make your request or ask your question specifically]
Thank you for your time and understanding. I look forward to your response.
Sincerely,
[Your Full Name]
[Student ID if relevant]
💼 Job or Internship Inquiry
Use when: inquiring about positions, following up on applications, or expressing interest in opportunities.
Subject: Inquiry About [Position Title] - [Your Name]
Dear [Hiring Manager/Mr./Ms. Last Name],
I am writing to express my interest in the [position name] at [company name]. I am currently a [year] student at [university] studying [major].
[Explain your relevant qualifications/experience briefly]
[Ask specific questions about the position or application process]
Thank you for considering my inquiry. I would appreciate any information you can provide.
Best regards,
[Your Full Name]
[Your Email/Phone]
🛒 Customer Service Complaint
Use when: reporting product issues, requesting refunds, or following up on orders.
Subject: Order #[Number] - [Issue Type]
Dear Customer Service Team,
I am writing regarding my recent order #[order number], placed on [date].
[Describe the problem clearly: what happened, when, specific details]
I would like to request [specific resolution: refund, replacement, etc.]. Please advise on the next steps.
Thank you for your assistance. I look forward to a prompt resolution.
Sincerely,
[Your Full Name]
[Order Number/Account Info]
✉️ General Request/Inquiry
Use when: requesting information, making reservations, or general professional communication.
Subject: [Clear description of your request]
Dear [Name/Title],
I am writing to [state purpose: inquire about, request, follow up on].
[Provide background/context for your request]
[Make specific requests or ask clear questions]
Thank you for your time. Please let me know if you need any additional information.
Best regards,
[Your Full Name]
Quick Reference Checklist
Before You Submit, Check:
Must Have
- ✓Professional greeting (Dear...)
- ✓Clear purpose in opening sentence
- ✓All task requirements addressed
- ✓Polite closing with gratitude
- ✓Professional sign-off + your name
- ✓80-120 words (TOEFL requirement)
Avoid
- ✗Casual greetings (Hey, Hi there)
- ✗Skipping the greeting entirely
- ✗No sign-off or just "Bye"
- ✗Slang or informal language
- ✗Missing requirements from the task
- ✗One giant paragraph (use breaks)
Official TOEFL Write an Email Scoring Rubric
This is the official ETS scoring rubric used to evaluate Write an Email responses. Understanding these criteria helps you know exactly what graders look for:
The response is effective, is clearly expressed, and shows consistent facility in the use of language.
A typical response displays:
- Elaboration that effectively supports the communicative purpose
- Effective syntactic variety and precise, idiomatic word choice
- Consistent use of appropriate social conventions (e.g., politeness, register, organization of information and formulation of actions such as requests, refusals, criticisms)
- Almost no lexical or grammatical errors other than those expected from a competent writer under timed conditions (e.g., common typos or there/their)
The response is mostly effective and easily understood. Language facility is adequate to the task.
A typical response displays:
- • Adequate elaboration to support the communicative purpose
- • Syntactic variety and appropriate word choice
- • Mostly appropriate social conventions
- • Few lexical or grammatical errors
The response generally accomplishes the task. Limitations in language facility may prevent parts of the message from being fully clear and effective.
A typical response displays:
- • Elaboration that partially supports the communicative purpose
- • A moderate range of syntax and vocabulary
- • Some noticeable errors in structure, word forms, use of idiomatic language and/or social conventions
The response reflects an attempt to address the task, but it is mostly ineffective. The message may be limited or difficult to interpret.
A typical response exhibits one or more of:
- • Limited or irrelevant elaboration
- • Some connected sentence-level language, with a limited range of syntax and vocabulary
- • An accumulation of errors in sentence structure and/or language use
The response reflects an ineffective attempt to address the task. The message may be limited to the point of being unintelligible.
A typical response exhibits one or more of:
- • Very little elaboration, if any
- • Telegraphic language (short and/or disconnected phrases) with very limited vocabulary
- • Serious and frequent errors in the use of language
- • Minimal original language; coherent language mostly borrowed from the stimulus
The response is blank, rejects the topic, is not in English, is entirely copied from the prompt, is entirely unconnected to the prompt, or consists of arbitrary keystrokes.
Source: Official ETS TOEFL iBT Writing Scoring Guide (2025). For the complete scoring guide including Academic Discussion, see our TOEFL 2026 Scoring Guide.
5 Expert Tips for Higher Scores
1. Front-load your purpose
State why you're writing in the first sentence. Don't make the reader guess. "I am writing to inquire about..." or "I am contacting you regarding..."
2. Address requirements in order
If the task lists 3 requirements, address them in the same order. This shows organization and makes it easy for graders to check completion.
3. Be specific, not vague
Instead of "I had a problem," write "The product arrived with a large crack on the screen." Details show competence.
4. Always express gratitude
End with thanks: "Thank you for your time," "I appreciate your help," or "Thank you for your consideration." This is expected in professional emails.
5. Proofread your greeting and sign-off
These are the first and last things graders see. A typo in "Sincerly" or a missing comma after "Dear Professor Smith" creates a poor impression. Check our common grammar mistakes guide to avoid errors that cost you points.
Master All Three TOEFL 2026 Writing Tasks
The Write an Email task is just one of three tasks in the new TOEFL 2026 format. To maximize your score, prepare for all three:
References & Further Reading
- TOEFL iBT Writing Section - Write an Email Task — ETS Official Website (Accessed: December 2025)
- TOEFL iBT Test Content and Structure — ETS Official Website (Accessed: December 2025)
- TOEFL iBT Writing Scoring Guide — ETS Scoring Information (Accessed: December 2025)
- Business Email Etiquette Guidelines — Harvard Business Review (Accessed: December 2025)
- Professional Communication in Academic Settings — Purdue OWL (Accessed: December 2025)
External links open in a new tab. Writing30 is not affiliated with the linked sources.
Visual Summary: Write an Email Task at a Glance
Save or bookmark this infographic for quick reference when practicing. It summarizes all the key strategies, templates, and tips for the Write an Email task.
