PTE template · Framework

PTE Core Write Email Template: opener, body and closer for full marks

Write Email is a PTE Core task (not on PTE Academic). You read a short workplace situation on screen and have 9 minutes to write an email response of 80 to 120 words. Pearson scores Content first, then Form (word count plus basic email conventions), and if both pass, then Email Conventions, Organisation, Grammar, Vocabulary and Spelling. Email Conventions is a specific trait: you need a proper greeting, sign-off, and appropriate register throughout. The framework below gives you a 4-part skeleton that satisfies Email Conventions automatically. Content and register come from the prompt.

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Quick answer

A PTE Core Write Email template is a 4-part skeleton: greeting (matched to the recipient's formality), 1 to 2 sentence opener stating the purpose, 2 to 4 sentence body handling the situation's specifics, and a closing sentence plus sign-off. Aim for 95 to 110 words, stay inside 80 to 120, and match the register of the person you are writing to (formal to a manager, semi-formal to a colleague, still polite to a customer).

Read this first

Content is scored first on Write Email. A generic email that ignores the specifics of the workplace situation on screen will score 0 on Content and zero the whole item, regardless of how neat your email conventions are. The frame below is a skeleton – the actual purpose, requests, apologies or explanations must all come from the prompt. Never leave a stock body paragraph in.

The framework

How the framework works

Read the sections in order. Each one is a step of the framework, with adaptable sentence starters you fill from the actual prompt.

The 4-part email skeleton

1. GREETING (2 to 5 words): - Formal / manager / senior colleague: 'Dear [Name],' or 'Dear Mr/Ms [Surname],' - Semi-formal / peer colleague: 'Hi [Name],' or 'Hello [Name],' - Customer or external: 'Dear [Name],' or 'Hello [Name],' 2. OPENER (12 to 20 words): state the purpose in the first sentence. - 'I am writing to [confirm / request / apologise for / follow up on] [specific thing from the prompt].' - Second opener sentence if needed: brief context or thanks. 3. BODY (50 to 75 words, 2 to 4 sentences): handle every specific point the prompt asks you to address. Every prompt has 2 to 3 explicit tasks – answer each one in its own sentence or clause. 4. CLOSING + SIGN-OFF (12 to 20 words): - Closing sentence: 'Please let me know if you need any further information.' / 'Looking forward to your reply.' / 'Thank you for your time.' - Sign-off (matched to greeting formality): 'Kind regards,' / 'Best regards,' / 'Thanks,' / 'Sincerely,' - Your name on the next line. Total target: 95 to 110 words.

Reading the prompt: the 3 things to extract before you write

Every Write Email prompt gives you three pieces of information you MUST use in your response: 1. THE RECIPIENT. Are you writing to your manager, a colleague, a customer, a vendor? This sets your register (formal, semi-formal, polite-external). 2. THE PURPOSE. Is the email a request, an apology, a confirmation, a decline, a follow-up? Your opener sentence must state this explicitly. 3. THE 2 TO 3 EXPLICIT TASKS. The prompt will list specific things you must address: apologise for X AND propose an alternative Y, or confirm Z AND request W. Every listed task must appear in your body. Missing a task means missing Content marks.

Register: matching your tone to the recipient

FORMAL (writing to a manager, senior colleague, or client you do not know well): - Full sentences, no contractions ('I am' not 'I'm', 'do not' not 'don't'). - 'Dear [Name],' greeting and 'Kind regards,' or 'Sincerely,' sign-off. - Precise vocabulary: 'attend' not 'come', 'confirm' not 'say yes', 'apologise for' not 'sorry about'. SEMI-FORMAL (writing to a peer colleague you work with regularly): - Contractions acceptable ('I'll', 'we're'). - 'Hi [Name],' or 'Hello [Name],' greeting and 'Best,' or 'Thanks,' sign-off. - Warmer verbs: 'let me know', 'happy to help'. POLITE-EXTERNAL (writing to a customer): - No contractions, but warmer than pure formal. - 'Dear [Name],' greeting and 'Kind regards,' sign-off. - Reassurance verbs: 'we appreciate', 'thank you for your patience'.

What Pearson scores on Write Email (PTE Core Score Guide)

Scoring is TWO-PASS, per Pearson's PTE Core Score Guide: Pass 1 – Content (0 to 3): did you address every explicit task the prompt asked for? Zero on Content zeros the whole item. Pass 2 – Form (0 to 2): are you inside the 80 to 120 word window AND does the email have the basic conventions (greeting + body + sign-off)? Zero on Form zeros the whole item. If both pass, the remaining traits are scored: - Email Conventions (0 to 2): appropriate greeting/sign-off, register consistent with the recipient, paragraph structure that reads as an email not a monologue. - Organisation (0 to 2): opener before body before closing, logical flow between sentences. - Grammar (0 to 2): sentence-level correctness – agreement, tense, article use. - Vocabulary (0 to 2): precision and appropriateness for the workplace context. - Spelling (0 to 1): every word spelled correctly (UK or US, be consistent).

The most common Write Email mistakes

- Forgetting a task from the prompt. If the prompt says 'apologise AND propose an alternative', both must appear. Missing one usually costs Content and drops the whole item's score sharply. - Wrong register. Writing 'Hey!' to a manager, or 'Dear Sir/Madam,' to a peer colleague. Email Conventions drops. - Missing greeting or sign-off. Both are required for basic Form and Email Conventions. - Going under 80 or over 120 words. Instant 0 on Form, item scores 0. - Ignoring the recipient's name. If the prompt names 'Sarah', do not write 'Dear colleague,' – write 'Hi Sarah,' or 'Dear Sarah,'. - Using PTE Academic essay register ("In conclusion, it is imperative that stakeholders..."). Emails are personal and specific, not abstract.

Word count targets

- Under 80 words: 0 on Form, item scores 0. Add another sentence. - 80 to 90 words: acceptable but tight. Check every task from the prompt is covered. - 95 to 110 words: the sweet spot. Enough for full Content, easy to keep grammatical. - 110 to 120 words: fine, but count carefully. - Over 120 words: 0 on Form, item scores 0. Cut a modifier or merge two short sentences.

Worked examples

The framework applied

Same framework, different prompts. Each answer is filled with real content, not a memorised script.

Example 1

You work at a marketing agency. Your manager, Sarah, asked you to attend a client presentation next Thursday at 2pm, but you have a doctor's appointment that afternoon that you cannot reschedule. Write an email to Sarah that: (1) apologises for not being able to attend, (2) explains the reason briefly, and (3) proposes a colleague who could attend in your place.

Framework-filled answer

Hi Sarah, I am writing to let you know I will not be able to attend the client presentation next Thursday at 2pm. I have a specialist medical appointment that afternoon which cannot be rescheduled at short notice. I have already spoken to Priya, who is familiar with this account and would be happy to cover the meeting on my behalf. She has confirmed she is available at 2pm on Thursday and can present our current draft. I will send her the deck by end of day tomorrow so she has time to prepare. Please let me know if this works for you. Best regards, Alex

Why this scores: 108 words. Semi-formal register matches writing to a manager you work with regularly. All three explicit tasks addressed: apology (sentence 1), reason (sentence 2), proposed cover (paragraph 2). Practical detail (sending the deck) shows organisation and reduces Sarah's coordination burden – that lifts Content above baseline.

Example 2

You booked a hotel room for a two-night stay through an online travel site. When you arrived, the hotel had no record of your booking and no rooms available. You had to book a more expensive room at a different hotel nearby. Write an email to the online travel site's customer service that: (1) explains what happened, (2) attaches (mention only) your original booking confirmation, and (3) requests a full refund plus reimbursement for the price difference at the second hotel.

Framework-filled answer

Dear Customer Service Team, I am writing regarding a serious issue with a booking I made through your site for a two-night stay on 4 and 5 July at the Riverside Hotel, Sydney (reference RH-2026-8842). On arrival, the hotel had no record of my reservation and had no rooms available. I was forced to book a comparable room at the Harbour Inn nearby, which cost $180 more in total. I have attached my original booking confirmation and the Harbour Inn receipt. Please refund the original booking in full and reimburse the $180 price difference. I look forward to your prompt response. Kind regards, Jordan Chen

Why this scores: 110 words. Formal register matches writing to an external customer service team you do not know. All three tasks addressed: explanation (paragraph 1 and 2), attachment mention (paragraph 3, first sentence), refund + reimbursement request (paragraph 3, second sentence). Specific booking reference and dollar amount lift Content above a generic complaint email.

Frequently asked questions

What is the best PTE Core Write Email template?

A 4-part skeleton: greeting (matched to recipient formality), 1 to 2 sentence opener stating the purpose, 2 to 4 sentence body addressing every explicit task in the prompt, closing sentence plus sign-off. Aim for 95 to 110 words inside the 80 to 120 word window.

How long should a PTE Core Write Email be?

80 to 120 words. Under 80 or over 120 scores 0 on Form, which zeros the whole item. The 95 to 110 word sweet spot leaves headroom on both sides and gives you room to cover all the explicit tasks from the prompt without padding.

How much time do I have for Write Email in PTE Core?

9 minutes per Write Email item, per Pearson's PTE Core Score Guide. Aim for 1 minute reading and planning (identify the recipient, purpose, and 2 to 3 explicit tasks), 5 to 6 minutes writing, and 2 to 3 minutes proofreading for word count, spelling and register.

What traits are scored on PTE Core Write Email?

Content and Form are scored first as gates. If both pass, the response is then scored on Email Conventions, Organisation, Vocabulary, Grammar, and Spelling. Content 0 or Form 0 (word count outside 80 to 120, or missing greeting or sign-off) zeros the entire item.

Is Write Email on PTE Academic?

No. Write Email is a PTE Core task only. PTE Academic has Write Essay (200 to 300 words, 20 minutes) instead. If you are preparing for PTE Academic, use the Essay template. If you are preparing for PTE Core (for Canadian PR or workplace English certification), use this template.

Should I use contractions in a PTE Core Write Email?

It depends on the recipient. In formal emails (to a manager, senior colleague, external customer) avoid contractions. In semi-formal emails (to a peer colleague you work with regularly) contractions are natural and appropriate. Match the register to the person named in the prompt.

Do I need to invent a name to sign off with?

Yes. Pick a neutral first name (or first and last name for formal emails) that matches the persona implied by the prompt. If the prompt does not name you, invent something plausible – Alex, Jordan, Sam, Chris. Consistent naming is part of Email Conventions.