Writing · Free lesson
TOEFL email tone: write for the reader
The facts can stay the same while the relationship changes. A message to a friend and a message to a booking office need not sound identical.
Professor Scott MendozaThe short answer
For an unfamiliar office reader, state the purpose and make a clear, considerate request: “Could you confirm whether Room 12 is available on Friday afternoon?” Tone depends on the whole message, not on adding please to an order.
Keep the purpose clear and the relationship appropriate.
You need information about room availability; you are not announcing a confirmed reservation. Could you confirm whether makes that purpose clear without ordering the reader to act immediately. A friend might accept a shorter “Is Room 12 free on Friday afternoon?” Both can be grammatical; audience and purpose decide the better fit.
Same information need, different relationship
Hi Maya, is Room 12 free on Friday afternoon?
Could you confirm whether Room 12 is available on Friday afternoon?
Thank you for your help.
A greeting alone does not fix an abrupt request. “Dear Booking Team” followed by an unnecessary command can still sound demanding.
Reader, purpose, request
Identify the reader
The campus booking office.
Identify the purpose
Check whether a room is available.
Make the request
Could you confirm whether Room 12 is available on Friday afternoon?
Try it now
Match audience and purpose
Read all answers and explanations
You do not know the booking officer. Ask whether a room is free; do not assume it is reserved.
Could you confirm whether Room 12 is available on Friday afternoon?The first asks for information considerately. The second assumes confirmation; the third adds an unsupported demand for immediate action.
Which observation about the shorter message to Maya is accurate?
A shorter question can fit a familiar relationship.Familiarity can make a brief question appropriate. Neither length nor one fixed greeting determines politeness.
You need to know where to collect a replacement student ID. Which request states that purpose?
Could you tell me where I can collect my replacement student ID?The last requests the collection location. The other choices invent blame or a past delivery.
Put it into practice
Keep the request, improve the tone
Write to an unfamiliar campus office. You need the location for collecting your replacement ID, not immediate delivery.
Send my replacement ID to me now.
See a model answer
Could you tell me where I can collect my replacement student ID?
The revision improves tone while also restoring the intended purpose.
A little more clarity
Common questions
A few useful details before you move on.
Does please make every request appropriate?
No. The content, urgency and relationship still matter. A considerate request should also ask for the right thing.
Could you confirm whether the room is available?
Is there one required greeting for every email?
No. Use a greeting that fits the reader and situation. Follow any specific task instructions; do not assume one memorized opening solves the whole task.
Dear Booking Team, / Hi Maya,
Take it into your day
Appropriate tone keeps both the request and the relationship clear.
Your next step · Available on Udemy
Build the sentence foundations for clear requests.
The English Grammar and English Speaking Master Course develops general sentence-building and communication foundations. It can support clearer requests while the dedicated TOEFL course is coming soon; it is not a complete TOEFL writing course.
Explore the course English Master Course: English Grammar and English Speaking