How to Write a TOEFL® iBT Email Response That Scores 4+ (With Example)

The TOEFL iBT Writing section includes a task where you read a short email and write a reply. It looks simple, but it's one of the easiest tasks to lose points on — not because the English is hard, but because most responses are too short, skip part of what was asked, or don't sound like a real email. Here's exactly what raters are looking for, and a full example you can study.

What the task actually asks for

You'll see a short email from someone — a professor, an administrator, a company — describing a situation and usually asking you to do 2–3 specific things: answer a question, make a request, propose a solution, or explain a decision. Your reply needs to address every one of those points, not just the general topic.

What raters are actually scoring

Based on the official scoring guidelines, your response is judged on a combination of these areas:

• Task completion — did you address everything the email asked, not just part of it?
• Organization & format — does it read like a real email, with a greeting, a clear body, and a closing?
• Development — is each point actually explained, or just mentioned in one short sentence?
• Grammar & mechanics — consistent capitalization, punctuation, no fragments or run-ons.
• Vocabulary & tone — appropriately formal/professional word choice for an email.

Notice that grammar is only one of five things being judged. A grammatically perfect response that's 40 words long and doesn't explain anything will still score low — length and development matter just as much as accuracy.

A simple structure that works for almost every prompt

1. Greeting — "Dear Mr. Alvarez," or "Dear Professor Kim,"
2. Opening line — briefly acknowledge why you're writing.
3. One paragraph per point — address each thing you were asked about, and explain your reasoning (use words like "because," "since," "for example" — this is what separates a 3 from a 4-5).
4. Closing — a short wrap-up line, then "Best regards," and your name.

Full example

This response technically touches all three points, but each one is a single, undeveloped sentence. It doesn't explain why the idea would work, doesn't confirm attendance clearly, and reads more like a text message than a professional email.

The difference isn't vocabulary — it's development. Every point gets a full explanation, the tone is consistently professional, and it reads like something a real person would send.

Three mistakes to avoid

• Writing under 100 words. There's no hard minimum, but very short responses almost never develop their points enough to score well.
• Skipping the greeting or closing. It's a small thing, but it's part of "organization & format," and it's free points if you remember it.
• Restating the prompt instead of responding to it. "You said there will be a beach cleanup" isn't a response — react to it, decide something, explain your reasoning.