Write Email Frames and Scenarios

The Three-Part Frame

Hard rule: the body needs one paragraph for each point the prompt gives you. Leave one out and your Content is incomplete.

The Seven Traits at a Glance

Per Pearson's PTE Core Score Guide, Content and Form are checked first. The other five traits are only scored if both of those pass.

Three things earn no score: being completely off topic, writing fewer than 30 words, and relying on pre-prepared or memorised material that doesn't deal with the specific situation in the prompt. That last one is the trap people fall into when they walk in with a fixed template. If either Content or Form scores 0, the rest of the email is not scored.

Formal or Semi-Formal

• The prompt gives the person's name: use Dear plus the name for formal emails (Dear Mrs. Smith), or Hi plus the first name for a friend or a colleague you know well (Hi Jim).
• The prompt only gives a role, such as manager, landlord or owner: use "To whom it may concern". Don't write "Dear Manager", because Dear plus a job title isn't on the list of greetings in Pearson's official test tips.
• Sign off with one from the official list (Kind regards, Best wishes, Thank you, Sincerely) followed by your name.

You need both a greeting and a sign-off, and both count towards your word total.

Six Common Scenarios

Sample Emails for Each Scenario

Complaint (noise and hot water)

I am writing to report two problems with the apartment I am renting from you. First, the neighbour above me is very noisy late at night, which makes it difficult for me to sleep before work. Moreover, the hot water system is not working properly... I would be grateful if you could arrange repairs as soon as possible.

Request (asking a friend about a presentation venue)

I am reaching out to ask for some information about the venue before the presentation I am giving at your company. Firstly, as I have never visited the venue, could you send me the address and tell me how to find the meeting room? I plan to arrive before 2:00 PM next Tuesday. Moreover, I would like to confirm whether a computer and a projector are available. Furthermore, please let me know how many participants to expect.

Suggestion (saving energy at work)

I am writing to share some suggestions about energy reduction. To begin with, everyone should remember to turn off the lights when leaving a room. Moreover, it would be better to shut down computers after work. Furthermore, the most important thing is to set the heating and air-conditioning to standard temperatures.

Key phrases: suggest / it would be better to / it would be helpful if.

Booking (a restaurant table)

I am writing to reserve a table at Oscar's Kitchen. Firstly, I would like to book a table for my friend's birthday party next Friday from 7:00 to 9:00 PM for a total of 20 people. For the party details, we plan to play games, enjoy a birthday cake and sing together. Additionally, I would like to ask if there are enough parking spaces in the building.

Key phrases: I would like to request / book / reserve.

Apology (can't help a friend move furniture)

I am reaching out to let you know that I will not be able to help this weekend. To begin with, my boss has asked me to work overtime. In addition, my office is quite far from your house. Furthermore, I am having dinner with my family on Sunday. I hope your move goes smoothly.

Apology frame: say sorry (I am sorry that... / I apologize for...), give each reason in turn, then show you care or offer to make it up.

Thanks (adaptable)

I am writing to express my sincere gratitude for [the specific event].

Then say exactly what the person did and how it helped, thank them again, and say you look forward to staying in touch.

Don't memorise any of these as a finished answer. The [specific event] part, and every other detail, has to come from the prompt in front of you, or Content will still be marked as not dealing with the task.

For complete emails, see the full draft-to-revision examples, and score your own with the seven-trait checklist. Then Practice Write Email questions.

Four Steps to Adapt the Frame

Keep the frame fixed and make the content fit:

1. Underline the 2 or 3 specific points in the prompt.
2. Pick the frame for that scenario: complaint, request, suggestion, booking, apology or thanks.
3. Put each point in its own body paragraph, linked with To begin with / Moreover / Furthermore.
4. Check: delete the frame sentences. Does what's left still answer the prompt in full? If yes, your content is solid. If no, you are leaning on empty politeness.

A Nine-Minute Plan

If you are short of time, protect complete content, a word count inside the range, and the greeting and sign-off. Don't skip the spelling check: on the official Spelling scale, 3 or 4 spelling errors leave you with only 1 point.