Write Email: Six Common Scenarios

Six scenarios and their tone

These six groups are a practical way of sorting prompts, not an official classification. Pearson has never published a list of Write Email scenarios or how often each appears. The grouping helps you settle on tone and an opening line in the first minute, but not every prompt will fit. If one does not, fall back on the general frame: greeting, purpose, one point per paragraph, request, sign-off.

Formal or semi-formal? If the prompt names the person, use the name: Dear plus the name for formal (Dear Mrs. Smith), Hi plus the first name for a friend or a colleague you know well (Hi Jim). If it only says manager, landlord or owner, use To whom it may concern. Do not write "Dear Manager"; "Dear + job title" is not on the official greetings list in Pearson's Test Tips.

Every email needs a greeting and a sign-off. Email conventions is its own trait. Sign off with Kind regards, Best wishes, Thank you or Sincerely, followed by your name. Both greeting and sign-off count toward the word total.

Complaints and requests

Complaint: noise and hot water. The prompt names the owner, Marvin, and asks for three points: the problem, how it affects you, and how it should be fixed. (102 words)

Dear Marvin,

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, and this is not the first time it has failed. At the moment I can only take a cold shower in the morning.

Both problems are now affecting my daily life, so I would be grateful if you could arrange repairs as soon as possible. I look forward to hearing from you.

Kind regards,

Lan

Request: asking a friend about a presentation venue. You are giving a presentation at your friend Jim's company and do not know the venue. The points: explain the situation with a specific time, confirm the equipment, ask how many people will attend. Note that the first point is about the venue, not the company in general. (102 words)

Hi Jim,

I am reaching out to ask for some information 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, since my slides need both.

Furthermore, please let me know how many participants to expect, so that I can prepare enough handouts.

Thank you for your help. I look forward to your reply.

Best wishes,

Lan

Both follow the same frame: greeting, purpose, one point per paragraph, request for a reply, sign-off. When a prompt combines two things into one point (for example, "how the confirmation is sent and how far ahead to book"), answer them together in one paragraph. Use as many linking words as there are points, not more.

Suggestions and bookings

Suggestion: saving energy at the office. The prompt names the manager, Mrs Smith, and gives three points: lights, computers, heating and air conditioning. (108 words)

Dear Mrs. Smith,

I am writing to share three suggestions about how our office could reduce its energy use.

To begin with, everyone should remember to turn off the lights when leaving a room, especially the meeting rooms, which are often empty all afternoon.

Moreover, it would be better to shut computers down at the end of the day rather than leave them on standby.

Furthermore, the heating and air conditioning could be set to a standard temperature, as this would cut costs and protect the environment.

I hope these ideas are useful. Please let me know if you would like to discuss them further.

Kind regards,

Lan

Booking: a table for twenty. The restaurant website only takes online bookings for six. Write to the manager (no name given) covering the time and number of guests, details of the party, and parking. (102 words)

To whom it may concern,

I am writing to reserve a table at Oscar's Kitchen, as your website only allows me to book for six people online.

Firstly, I would like a table for twenty guests next Friday, from 7:00 to 9:00 PM.

Moreover, the occasion is my friend's birthday, so we plan to play games, enjoy a birthday cake and sing together.

Furthermore, could you tell me whether there are enough parking spaces in the building for four cars?

I would be grateful if you could confirm the booking by Wednesday, as I need to tell my guests.

Kind regards,

Lan

Key phrases for suggestions: suggest, it would be better to, it would be helpful if. For applications and bookings: I would like to request / apply for / book, plus the specific thing. Details must match the prompt. If a leave request asks for two weeks, "March 16 to March 29" is exactly 14 days; "March 15 to March 30" is 16, and that makes the content inaccurate.

Apologies and thanks

Apology: can't help a friend move. Jim has asked you to help move furniture this weekend. You cannot go, and the prompt asks for three reasons: work, travel and family. (104 words)

Hi Jim,

Thank you for asking me to help with your move this weekend. I am sorry to say that I will not be able to come.

To begin with, my boss has asked me to work overtime on Saturday to finish an urgent task.

In addition, my office is a long way from your house, so I could not get there in time even after work.

Furthermore, I am having dinner with my family on Sunday, which was arranged a month ago.

I hope the move goes smoothly. Let me know if I can help with anything else next week.

Best wishes,

Lan

Apology outline: say sorry (I am sorry that... / I apologize for...), give each reason the prompt asks for, then show you care or offer an alternative.

Thanks outline. Avoid openings like "I am writing to express my sincere gratitude for...". It has the same shape as the generic apology in the previous lesson: "sincere" plus an abstract noun, followed by a slot anything could fill. Use one of these instead:

• Thank you for [the thing in the prompt]. I would like to let you know how much it helped.
• I am writing to thank you for [the thing in the prompt] and to tell you what happened afterwards.

The test is simple: the opening sentence must already contain something specific from the prompt. If the sentence would still work after the prompt changed, it is the kind of sentence to avoid. Then say what the person did and how it helped, and finish with thanks and a next step.

Thanks and congratulations: club election results. You are the club president announcing the results. Points: congratulate the winners, organize a celebration, ask members to support the new leaders. (105 words)

Dear Members,

I am writing to announce the results of our club election and to thank everyone who took part.

First, I would like to offer my warmest congratulations to the winners and to thank every candidate for the effort that made this election such a success.

Moreover, to celebrate the result and rally support behind our new leaders, we will hold a party with food and drinks this Friday from 7:00 to 9:00 PM.

Furthermore, I hope we will all work with the new committee to build a friendly and lively club.

Please let me know if you have any questions.

Kind regards,

Lan

Adapting an outline so it fits the prompt

Split every outline sentence into two parts:

• Fixed part (reusable): transitions that have nothing to do with the situation, such as I am writing to... or Please let me know if...
• Content slots (must change): anything describing the specific problem, time, person or reason. These must come from the prompt.

Four steps:

1. Mark the 2–3 specific points in the prompt.
2. Choose the outline for the matching scenario.
3. Put each point in its own body paragraph, linked with To begin with / Moreover / Furthermore.
4. Check: delete the outline sentences. Does what remains still answer the prompt? If yes, your content is real. If no, you are leaning on empty phrases.

How much risk do templates carry? Pearson has published research on AuDITR, an automated system for detecting inauthentic, templated responses in essay-type tasks. The paper reports that it is in operational use, with 100 precision and 58.2 recall on its test set: when it flags a response, it is very rarely wrong, but it misses a good share. So not being flagged does not mean a template is safe. The paper also describes detection rates rising after each model update and falling again as new templates spread among test takers. The practical point: the more widely a template is shared, the easier it is to learn and detect.

The zero band for content reads "May not deal properly with the prompt due to significant amounts of pre-prepared/memorized material". What it penalizes is failing to answer the prompt because of memorized material, not the use of a standard phrase. An outline filled with details from the prompt still deals with the prompt. No one, including Pearson, can tell you in advance whether a particular email will be judged templated, so this course will not tell you any wording is "safe". What reliably helps: the more of your email belongs to this prompt, and the fewer sentences could be moved to another prompt unchanged, the lower the risk and the higher your content and vocabulary scores. Those two goals point the same way.

Rotating your closing line

Repeating the same closing line in every email adds to the fixed frame. Choose the close by what you want the reader to do:

The last two contain slots in brackets. That is the point: the closing line carries information too, instead of just filling space.

From first draft to revision: three worked examples

Teacher-written model answers. Scores are a teacher estimate, not an official Pearson score. Each example shows a first draft with typical faults, the revised email, and what changed. The trait check asks one question per trait: would it get full marks on the seven-trait checklist? For the outline sentences behind each scenario, see the frames lesson. Word counts include the greeting, sign-off and name, as they do in the official samples.

Thanks: a colleague who covered your shift

Prompt

Last Saturday your colleague Priya worked your shift at the hotel reception so that you could attend your sister's graduation. Write an email to Priya. In your email:

1. Say what she covered for you.
2. Explain how it helped you.
3. Say how you will return the favour.

First draft (89 words)

Hi Priya,

I am writing to express my sincere gratitude for your kind help. It was really nice of you, and I appreciate it very much.

You worked my shift at the reception desk last Saturday from 8:00 AM to 4:00 PM, even though it was your day off.

Because of you, I could attend my sister's graduation ceremony and take photos with my family. It was a very important day for all of us.

Thank you again for everything. I hope you have a great week.

Best wishes,

Revised email (92 words)

Hi Priya,

Thank you for covering my shift at the hotel reception last Saturday. I would like to let you know how much it helped.

You worked from 8:00 AM to 4:00 PM on your day off and even handled two late check-ins that I had forgotten to mention.

Because of you, I could attend my sister's graduation and sit with my parents when she received her degree.

To return the favour, I will cover one of your weekend shifts next month. Just tell me which date suits you.

Best wishes,

Tom

What changed and why

1. "I am writing to express my sincere gratitude for your kind help" became "Thank you for covering my shift at the hotel reception last Saturday". The draft still passes the vocabulary check because of words like "shift", "reception desk" and "day off", but its opener fits any prompt and spends 24 words before saying what Priya did. The new one names the shift in its first sentence, which is where a reader looks for it.
2. The draft never said how the writer would return the favour, so point 3 was missing. The revision adds "I will cover one of your weekend shifts next month" (content).
3. The draft ended with "Best wishes," and no name. The revision adds "Tom" after the sign-off (email conventions).

Trait check

Application: volunteering at the public library

Prompt

Your local public library is looking for volunteers. Write an email to the library. No name is given. In your email:

1. Say which volunteer role you would like and why.
2. Explain when you are available.
3. Describe your relevant experience.

First draft (96 words)

Dear Manager,

I am writing to apply for a volunteer position at your library. I would like to help with the children's reading hour because I enjoy reading stories to young children and want to build my confidence in English. I am available every Saturday from 10:00 AM to 1:00 PM and on Wednesday evenings after 6:00 PM. Last summer I help at a reading camp, where I read with groups of eight children. My friends says I am patient and good at keeping children interested. I look forward to hearing from you.

Kind regards,

Mei

Revised email (97 words)

To whom it may concern,

I am writing to apply for a volunteer position at your library.

I would like to help with the children's reading hour, because I enjoy reading stories aloud and want to build my confidence in English.

I am available every Saturday from 10:00 AM to 1:00 PM and on Wednesday evenings after 6:00 PM.

Last summer I helped at a reading camp, where I read with groups of eight children. The organizers said I was patient and good at keeping children interested.

I look forward to hearing from you.

Kind regards,

Mei

What changed and why

1. "Dear Manager" became "To whom it may concern". No name is given, and "Dear + job title" is not on the official greetings list (email conventions).
2. The draft put all three points in one block. The revision gives the role, the availability and the experience a paragraph each (organization).
3. "Last summer I help" became "Last summer I helped" (tense), and "My friends says" became "The organizers said" (agreement, and a source that matters more to a library). Two errors drop grammar to 1 (grammar).

Trait check

Request: rescheduling a dental appointment

Prompt

You have an appointment at your dental clinic, but you can no longer attend. Write an email to the receptionist, Ms. Rossi. In your email:

1. Give the details of your current appointment.
2. Explain why you cannot attend.
3. Suggest two new times.

First draft (82 words)

Dear Ms. Rossi,

I am writing about my appointmant at your clinic.

Firstly, I have a check-up with Dr. Lee next Monday at 9:00 AM.

Moreover, unfortunatly my manager has asked me to attend a training course that morning, so I cannot come.

Furthermore, I would like to move the appointment to next week sometime if it is possible for the clinic.

Please let me know if this is posible. Thank you very much for your help and understanding.

Kind regards,

Ahmed

Revised email (91 words)

Dear Ms. Rossi,

I am writing to reschedule my check-up with Dr. Lee, which is booked for next Monday at 9:00 AM.

Unfortunately, my manager has asked me to attend a full-day training course that day, and the date cannot be changed.

Could I move the appointment to one of these times instead: Wednesday at 4:00 PM or Friday at 8:30 AM? Either day works for me, so please choose whichever suits the clinic better.

Please let me know which time is available. Thank you for your help.

Kind regards,

Ahmed

What changed and why

1. "Firstly... Moreover... Furthermore" was removed. The three points are not parallel items: they are the appointment, the reason and a request, so "Unfortunately" and a direct question carry the logic instead (organization).
2. "appointmant" and "unfortunatly" are spelled correctly in the revision, and the sentence with "posible" was rewritten. Three misspellings drop spelling to 1 (spelling).
3. "to next week sometime" became "Wednesday at 4:00 PM or Friday at 8:30 AM". The prompt asks for two new times, and a vague week is not a time (content).

Trait check

Practice Write Email questions

A 9-minute plan and self-check

If time runs short, protect three things: complete content, a word count inside 50–120, and a greeting plus sign-off. The first two are gates; the third is a trait of its own. Do not skip the spelling check either. Per the Score Guide, up to two spelling or typing errors keeps full marks, three or four drops to one point, and errors numerous enough to make reading hard score zero.

Practice:

• Copy out the outline sentences for all six scenarios and mark which parts are fixed and which are content slots.
• Write two emails for different scenarios, 9 minutes each.
• Delete the outline sentences from each and check that what remains answers the prompt.
• Score each with the checklist from the previous lesson.

Self-check: both emails finished within 9 minutes, 80–110 words each (a buffer inside the official 50–120, so a miscount on test day does not push you out of range), each with a greeting and sign-off, and content you can confirm would not score zero.