CELPIP Writing Task 1 requires you to compose a clear, organized, and polite email in response to a given scenario. Whether you’re making a request, filing a complaint, or seeking information, nailing the right tone and structure is crucial. Below is a six-part template to guide you from a simple greeting to a confident conclusion, complete with sample sentences and an expanded vocabulary list for every part of your email.
1. Greeting & Context
Begin your email with a polite hello and a brief statement of why you’re writing. This is where you set the tone—formal, semi-formal, or casual, depending on the prompt.
What to Do
- Greet the person, company, or department.
- Immediately mention the context or reason for contacting them.
Sample Lines
- “Hello [Name], I hope you’ve been doing well. I’m reaching out regarding [topic].”
- “Dear [Mr./Ms./Dr. + Last Name], I trust this message finds you in good health. I’m writing about [topic].”
- “Hi [Name], thank you for your prompt reply last week. I’d like to discuss [issue/plan].”
- “Greetings [Department], I appreciate your time and want to share some important details concerning [matter at hand].”
- “Hello [Name], I’m reaching out because I have an inquiry about [product/service].”
2. Introduce the Main Topic
After your greeting, clearly state the main objective of your email. Explain enough background so the reader understands the issue or request but keep it concise.
What to Do
- Provide any relevant facts (e.g., dates, purchase details, references).
- Show how it ties to the scenario in the prompt.
Sample Lines
- “I’m writing to inform you of an issue with the product we received on [date].”
- “The reason for my email is to confirm the details of our upcoming workshop.”
- “As you may recall, we discussed your interest in sponsoring our local fundraiser.”
- “Our team recently encountered a technical glitch in module X of your software.”
- “I wanted to follow up on the shift schedule you mentioned in your last message.”
3. Provide Supporting Details
Next, give more substance. Elaborate on the context, potential impacts, or any evidence you have. If you’re complaining, describe the problem calmly. If requesting assistance, clarify why it’s needed.
What to Do
- Add examples, specific numbers, or reasons explaining the importance.
- Emphasize how it affects you or your organization.
Sample Lines
- “We placed this order on April 10, expecting delivery by April 15, but it hasn’t arrived.”
- “Our charity assists over 200 local families each month, making sponsorship vital to our operations.”
- “Since your software is integral to our daily tasks, these crashes cause significant delays.”
- “Because of the short notice, our volunteers need clear instructions to coordinate effectively.”
- “The extra cost has already exceeded $500, mostly due to unanticipated shipping fees.”
4. Make Your Specific Request (or Desired Outcome)
Clearly outline what you want from the recipient—be it a refund, more information, or a solution. Use polite but direct language so they know exactly how to respond or assist.
What to Do
- State the request plainly (e.g., “Could you please provide a full refund?”).
- Include a timeframe if necessary.
Sample Lines
- “Could you please arrange a replacement for the faulty device as soon as possible?”
- “We would be grateful for any financial contribution your company can offer toward our event.”
- “May I request that you confirm the new shift hours by Thursday?”
- “Would it be possible to extend the deadline by a week, so we can finalize our plans?”
- “I’d appreciate it if you could send a revised invoice reflecting the correct total.”
5. Conclude with a Polite Closing
Wrap up by reinforcing the main point, expressing gratitude, and inviting any further communication. You can also mention how they can reach you or next steps.
What to Do
- Summarize or restate your request.
- Thank them for their time and cooperation.
- Offer to provide more details or answer questions.
Sample Lines
- “Thank you in advance for your cooperation. I look forward to your timely response.”
- “I appreciate any assistance you can provide and will gladly offer more information if needed.”
- “Should you have any questions, feel free to reach me at [contact info].”
- “Thank you for considering our request; your support would mean a great deal.”
- “I’m optimistic we can resolve this promptly. Thanks for your attention.”
6. Sign Off
Close with a friendly, respectful parting phrase and your name. If needed, include your job title or department.
What to Do
- Match your sign-off to the formality level.
- Include your name and, if relevant, contact details or position.
Sample Lines
- “Sincerely, [Your Name]”
- “Kind regards, [Your Name], [Position/Organization]”
- “Warmly, [Your Name]”
- “Best regards, [Your Name], [Contact Info]”
- “With appreciation, [Your Name]”
Extra Vocabulary for a More Powerful Email
Strong vocabulary helps convey clear meaning and professionalism. Here’s a wide range of words and phrases you can use in any part of your email:
Polite/Professional Expressions
- I’d appreciate it if… (to politely request)
- I was wondering if… (softens a request)
- Could you please… (direct, polite ask)
- Kindly note that… (drawing attention politely)
- At your earliest convenience… (suggests urgency but politely)
- Would you mind… (gentle introduction to a favor)
Clarifying or Elaborating
- To elaborate: provides further detail on a point
- Specifically: zeroes in on an exact aspect
- In other words: rephrases or clarifies a statement
- For clarification: signals additional explanation
Emphasizing Importance
- It’s crucial that… indicates high significance
- I cannot stress enough… shows strong emphasis
- Of utmost importance: highlights top priority
- Requires urgent attention: states pressing need
Handling Complaints
- I regret to inform you that… polite opener for bad news
- I am dissatisfied with… clearly states a complaint
- I would appreciate a swift resolution… politely asks for quick action
- Has caused considerable inconvenience… shows impact
Offering or Suggesting Alternatives
- One possible solution could be… puts forward an idea
- I propose that we… direct recommendation
- Alternatively: introduces a second option
- We could also consider… expands possibilities
Time & Deadlines
- by [Date/Day]: sets a clear timeframe
- no later than: strong emphasis on a firm due date
- as soon as possible (ASAP): politely urgent
- in the near future: soon, but not immediately
Expressing Gratitude & Closing
- Thank you for your cooperation… standard courtesy line
- Your assistance is highly valued… polite sign-off with appreciation
- I’m grateful for any insights you can provide… invites ideas or help
- Your prompt response would be most helpful… encourages a quick reply
Final Tips
- Stay On Topic: Keep referring back to the prompt to ensure you address all bullet points (e.g., request, explanation, desired outcome).
- Word Count: Aim for the 150–200 words range typically required, unless the prompt states otherwise.
- Paragraphing: Usually 3–4 paragraphs is enough—introduction, details, request, and conclusion.
- Proofread: Reserve a minute or two to scan for typos, grammar errors, and clarity. Reading your email aloud (quietly) can help catch awkward phrasing.
- Be Polite but Direct: A friendly tone plus a clear request is ideal in Canadian business or formal contexts.
By following this six-part template—and leveraging the expanded vocabulary—you can create a purposeful, well-structured email. With practice, you’ll produce Writing Task 1 responses that are polished, persuasive, and precisely on point. Good luck, and happy writing!