PTE Core Email Writing gives you nine minutes to write an email of 80–120 words. Start by identifying the recipient, your purpose and all the points the prompt requires. Then choose a structure that lets you address those points naturally.
Use the templates as flexible starting points. Replace the bracketed text, adjust the grammar and count the complete email, including its greeting and closing. The filled examples below are practice answers rather than sentences to use for every situation.
The prompts are adapted or newly written exercises. Their names, dates and other details are illustrative; keep any details and word range supplied in your own question.
Choose a template by purpose
| Purpose | Typical situations |
|---|---|
| Request information | Presentation arrangements, equipment, participant numbers or online booking procedures |
| Report a problem | Neighbour noise, hot water, poor lighting, parking or waste |
| Offer suggestions | Workplace energy saving, remote work policies, club parties, community events, fitness participation or gardening advice |
| Make a reservation | A restaurant booking that cannot be completed through the usual online form |
| Request leave | Dates, reasons, work coverage and contact arrangements |
| Decline or apologize | Being unable to help a friend or attend an agreed activity |
| Invite someone | A birthday party or community gathering |
| Ask about lost property | Describing an item, explaining where it was left and arranging contact |
| Announce or congratulate | Election results, thanks to participants and an event to support new leaders |
1. A professional email structure
Use a courteous, direct tone with a manager, coordinator, landlord or service provider. Use the recipient's name or role when the prompt supplies it.
Dear [name or role],
I'm writing to [specific purpose]. [Give the background needed to understand the message].
[Address the first required point with a useful detail]. [Address the second required point with a useful detail].
[Address the third required point]. Could you please [specific action or confirmation]?
Thank you for your help. I look forward to your reply.
Kind regards, [Your name]
Expand the required points rather than adding a long generic introduction. If a point asks for an apology or a reason, include that content explicitly.
2. An informal email structure
Use this with a friend or another person you know well. Informal language can still be complete, polite and carefully written.
Hi [name],
[Open naturally and state the purpose]. [Give the relevant background].
[Cover the first required point]. [Cover the second point and add a useful detail].
[Cover the final point or propose the next step]. Let me know [what you need the reader to confirm].
[Appropriate friendly closing].
Best, [Your name]
Choose the relationship from the prompt, not from the subject alone. A birthday booking sent to a restaurant manager usually needs a professional tone even though the event itself is informal.
3. Request information
Dear [recipient],
I'm writing to ask about [event, service or arrangement]. [Explain your situation, including the relevant time or date].
Could you please confirm [first information needed]? I would also like to know [second information needed] because [reason].
Finally, please let me know [third point or required next step]. [Explain how this will help you prepare].
Thank you for your assistance.
Kind regards, [Your name]
Practice prompt: You will give a presentation at a friend's company next Tuesday at 2 p.m. Explain the arrangement, ask about a computer and projector, and confirm the number of participants.
Hi Daniel,
I'm writing about the presentation I'll give at your company next Tuesday at 2 p.m. As I haven't visited the office before, could you send me the room location and any instructions for checking in?
Please also confirm whether a computer and projector will be available. I can bring my laptop if necessary, but I would need to know which connection to use.
Finally, how many people are expected to attend? This will help me prepare enough handouts and plan the discussion activity.
Thanks for helping me organize everything. I look forward to seeing you.
Best, Alex
For an online reservation enquiry, ask how the system works, whether special requests can be entered and how confirmation and advance booking are handled. These are different questions from asking the restaurant to make a particular reservation.
4. Report a problem or make a complaint
Dear [recipient],
I'm writing about [specific problem] at [location]. [Explain what has happened and when].
This has affected me by [specific effect]. [Describe another problem or relevant detail, if required].
Could you please [practical action]? I would appreciate an update on [timing or next step]. [Offer access or information if useful].
Thank you for looking into this.
Kind regards, [Your name]
Practice prompt: Write to your landlord, Morgan, about repeated hot water failures and late-night noise from the apartment above. Explain their effects and request action on both problems.
Dear Morgan,
I'm writing about two recurring problems in my apartment. The hot water has stopped working again, leaving me unable to shower comfortably before work. There is also loud music from the apartment above mine late at night, which has been disturbing my sleep.
Could you please arrange an inspection of the hot water system and remind the upstairs residents to keep the noise down at night? I would appreciate confirmation of when these issues can be addressed. I can provide access to my apartment after five on weekdays.
Thank you for your help.
Kind regards, Alex
When the prompt names several problems, give each one attention. A neighbour dispute about noise, parking and rubbish needs all three issues addressed. For poor stairway lighting, explain the location and practical difficulty, then cover every requested improvement: additional lights, brighter bulbs and motion sensors if all three are specified.
5. Offer suggestions or advice
Dear [recipient],
I'd like to suggest a few ways to [goal].
First, [suggestion one]. This would [specific benefit]. We could also [suggestion two] to [purpose]. Finally, [suggestion three], which would help [relevant person or outcome].
[Offer practical support or propose a next step]. Please let me know what you think of these ideas.
Kind regards, [Your name]
Practice prompt: Suggest ways for your manager, Ms. Patel, to reduce office energy use. Cover lights, computers, and heating and air conditioning.
Dear Ms. Patel,
I'd like to suggest a few ways to reduce energy use in the office without disrupting our work.
First, we could place reminders beside light switches and ask the last person leaving each room to turn the lights off. We should also shut down computers at the end of the day instead of leaving them running overnight. Finally, setting consistent heating and air conditioning schedules could prevent empty rooms from being heated or cooled unnecessarily.
I would be happy to help prepare the reminders and share the proposed routine with the team. Please let me know your thoughts.
Kind regards, Alex
Use advice that fits each requested theme. A gardening email, for example, needs actual guidance about soil, watering and methods rather than three sentences saying those topics are important.
The same structure can organize several kinds of suggestion prompt:
| Situation | Points to develop when requested |
|---|---|
| Remote work policies | Communication guidelines, flexible hours, and training or resources |
| A sports club party | Music, food and games |
| A community event | Activities, social media promotion and cooperation with local businesses |
| Fitness participation | A community challenge, local business partnerships and flexible class times |
| Gardening advice | Suitable soil, watering techniques and practical growing methods |
Use each row as a coverage check. Choose specific ideas that answer the actual question; listing the three topics alone does not develop them.
6. Make a reservation or special arrangement
Dear [recipient],
I'd like to arrange [booking] for [number of people] on [date] at [time]. [Explain the occasion and relevant requirements].
[Describe any limitation with the usual booking method]. Could you please [specific booking request]?
I would also appreciate information about [required facility or special request]. Please confirm [availability and any necessary next step].
Kind regards, [Your name]
Practice prompt: Request a restaurant booking for a friend's birthday next Friday at 7 p.m. There will be 20 guests, but the online form allows only six. Explain the celebration and ask about parking for four cars.
Dear Restaurant Manager,
I'd like to reserve tables for twenty people next Friday at 7 p.m. We are celebrating a friend's birthday and hope to sit together for dinner and a birthday cake.
Your online form only allows bookings for six guests, so could you arrange the larger reservation by email? Please let me know whether the requested time is available and if a deposit is required.
We will be arriving in four cars. Could you also confirm whether parking is available in the building or nearby?
Thank you for your assistance. I look forward to your reply.
Kind regards, Alex
Keep dates, times and group sizes consistent. If an online limit is part of the prompt, explain it directly rather than leaving the reader to infer why you are writing.
7. Request leave
Dear [manager],
I'd like to request leave from [start date] to [end date], returning on [date]. [Explain the reason at the level of detail the prompt requires].
During my absence, [colleague or arrangement] will cover [responsibilities]. I will [describe preparation or handover]. For urgent matters, you can contact me [method].
Please let me know whether these arrangements can be approved.
Kind regards, [Your name]
Practice prompt: Request two weeks of leave from your manager, Dani. Include exact dates, the reason, who will cover your work and how you can be reached.
Dear Dani,
I'd like to request two weeks of leave from June 1 through June 14, returning on June 15. I plan to visit my family, whom I haven't seen for several months.
During my absence, Sam has agreed to monitor the project inbox and handle urgent client enquiries. I will complete the current reports before leaving and prepare a handover note with deadlines and contact details. If an urgent issue needs my input, you can reach me by replying to this email.
Please let me know whether these arrangements are suitable. Thank you for considering my request.
Kind regards, Alex
The dates should match the stated duration. Avoid calling a longer period “two weeks” without checking the calendar interval.
8. Decline, apologize and offer an alternative
Hi [name],
Thank you for [invitation or request]. I'm sorry, but I won't be able to [planned activity]. [Explain the required reason or reasons].
I know [acknowledge the inconvenience or importance of the event]. Could I [alternative way to help or alternative arrangement]? [Add a useful detail].
Please let me know whether that would work for you.
Best, [Your name]
Practice prompt: You cannot help a friend move this weekend. Thank them for asking, apologize, explain work, transport and family constraints, and offer another form of help.
Hi Chris,
Thanks for asking me to help with your move. I'm sorry, but I won't be able to come this weekend. I have to work on Saturday, and the buses from my office to your area are not running that afternoon. On Sunday, I also have a family commitment that I cannot change.
I know moving takes a lot of effort, so could I help you pack on Friday evening instead? I can bring some spare boxes and label everything with you. I'm also happy to help unpack next week.
Let me know what would be most useful.
Best, Alex
For a declined invitation, thank the person and apologize explicitly. If the prompt also asks you to express appreciation, add a natural acknowledgement such as “I appreciate you thinking of me.” Give the requested reason for being unavailable. A friendly opening alone does not fulfil those requirements.
9. Invite someone to an event
Hi [name] / Dear [group],
I'd like to invite [person or group] to [event]. It will take place on [date] from [time] at [location].
We will provide [food or refreshments]. Activities will include [relevant plans], and [useful detail].
Please let me know [attendance confirmation or other information needed] by [deadline, if appropriate]. [Add a welcoming closing].
Best, [Your name]
Practice prompt: Invite classmates' parents to bring their children to your child's birthday party. Include when and where it will happen, the food and the activities.
Dear Parents,
I'd like to invite your children to Jamie's birthday party on July 10, from two to five in the afternoon, at the Riverside Community Hall.
We will serve sandwiches, fruit, juice and birthday cake. Please tell me about any food allergies so I can arrange suitable alternatives. The children will enjoy a treasure hunt, some team games and a short magic show. Parents are welcome to stay and join us for refreshments.
Could you please confirm whether your child can attend by July 5? Jamie is looking forward to celebrating with everyone.
Best regards, Alex
10. Ask about lost property
Dear [recipient],
I'm writing to ask whether [lost item] has been found at [location]. I visited on [date or time] and was [specific location or circumstances].
The item is [clear description] and contains [identifying contents, if required]. [Add another distinguishing detail if useful].
If it has been found, please contact me [method]. I would appreciate information about [collection arrangements].
Thank you for checking.
Kind regards, [Your name]
Practice prompt: You may have left a bag at a restaurant yesterday. Explain who you were with and where you sat, describe the bag and its contents, and tell the manager how to contact you.
Dear Restaurant Manager,
I'm writing to ask whether a bag was found after our visit yesterday evening. I had dinner with two friends between six and eight, and we sat beside the window near the entrance.
The missing item is a small blue backpack with a silver zip. It contains a notebook, a folded umbrella and a grey jacket. There is also a green key ring attached to the front pocket.
If your staff have found it, please reply to this email and let me know when I can collect it.
Thank you for checking. I appreciate your help.
Kind regards, Alex
11. Announce results and congratulate participants
Dear [group],
I'm pleased to announce [result or development]. Congratulations to [people concerned], and thank you to [participants] for [their contribution].
To [purpose], we will hold [event or next step] on [date or time]. [Explain what members can do].
I encourage everyone to [specific support or action]. [Close with a relevant shared goal].
Best regards, [Your name]
Practice prompt: As club president, announce election results, congratulate the winners, thank all candidates, invite members to a gathering and encourage support for the new leaders.
Dear Members,
I'm pleased to announce that Priya and Ben have been elected as our new club coordinators. Congratulations to both winners, and thank you to every candidate for taking part and sharing ideas for the club.
We will hold a welcome gathering in the club room on Friday at six. Please come along to congratulate the new coordinators and discuss activities you would like us to organize.
I encourage everyone to support the new team by volunteering, offering constructive suggestions and helping new members feel included. Together, we can make the club more welcoming and active.
Best regards, Alex
Make the template fit the prompt
Read each required point as an action you must perform. If it says explain, provide an explanation. If it asks when, give a time or date. If it asks you to suggest, offer something concrete.
The wording of a prompt point also tells you how to build the sentence:
| Form of the prompt point | How to turn it into a response | Example |
|---|---|---|
| An action or verb phrase, such as apologize or suggest another date | Perform the action directly; do not repeat the instruction. | “I'm sorry I cannot attend. Could we meet on Friday instead?” |
| A noun or topic, such as lighting or transport | Explain the relevant problem, detail or suggestion. A noun by itself does not tell you to make a suggestion. | “The entrance is too dark. Could you install a brighter light?” |
| An open question, such as when you visited or what was in your bag | Answer it with a complete statement and the requested information. | “I visited yesterday evening. My bag contained a notebook and an umbrella.” |
Useful grammatical patterns include “I would like to request [noun phrase],” “Could you confirm whether [complete clause]?” and “I suggest [noun phrase or -ing form].” You can also use “I suggest that [complete clause].”
Avoid “discuss about”; write “discuss the arrangements” or “talk about the arrangements.” Avoid attaching the same generic benefit to every point. A request to repair hot water needs a relevant explanation, not a claim that every action will improve the entire community.
Check the complete email
Before submitting, confirm that every required point is covered, the tone suits the recipient and the full response contains 80–120 words. Check names, dates, times, quantities, grammar, spelling and punctuation.
The reader should understand why you wrote and what needs to happen next. If the email is too long, remove repetition or unnecessary pleasantries before cutting an essential detail.
