Writing an Inquiry Email about a Short-Term Certificate Program (Intermediate)
Patterns for Inquiry Emails
In this question format, you are given a situation in which you attempted to complete a task but encountered a problem along the way. The issue may involve a technical error, a system problem, or human error. You are then required to write an email to the person or department in charge.
Depending on the prompt, your email should include some or all of the following elements:
- A brief introduction that maintains appropriate formality and explains the background
- A clear description of the problem you experienced
- A request for assistance or a solution
- A request for confirmation or clarification, if necessary
In real life, inquiry emails cover a wide range of situations, and the same is true in TOEFL tasks. Topics may include anything from school admissions to hotel reservations.
Maintain Formality
The level of formality in an email depends on the context and the relationship between the sender and the recipient. In general, inquiry mail is sent to stranger to you, meaning that certain level of formality should be maintained for politeness.
For this reason, avoid using casual or colloquial expressions when writing an inquiry email. A clear, polite, and neutral tone is the safest and most appropriate choice.
Practice Question
Email Prompt
You will read some information and use the information to write an email. You will have 7 minutes to write the email.
You are planning to apply for a short-term business certificate program offered by a professional institute. The program description on the website provides general information about the course content and tuition fee. However, it does not clearly state whether participants will receive official documentation upon completion or how the final evaluation will be conducted.
You would like to request additional details before submitting your application.
Write an email to the admissions office. In your email, do the following:
- Mention which program you are interested in.
- Explain what specific information you would like to know.
- Ask how you can obtain further details if necessary.
Write as much as you can and in complete sentences.
Your Response:
To: Admissions Office
Subject: Inquiry Regarding Certificate Program Details
Model Answer
To: Admissions Office
Subject: Inquiry Regarding Certificate Program Details
Dear Admissions Office,
I am considering applying for your short-term business certificate program and have been reviewing the information available on your website. The course outline and fee structure are clear, but I could not find details about how participants are assessed or whether an official certificate is issued upon completion.
Could you please clarify how final performance is evaluated and what form of documentation successful participants receive? I would also appreciate any brochures or additional materials that explain the program in more detail.
Thank you for your assistance. I look forward to your response.
Best regards,
Joe
Sharing Background and Presenting the Problem
When you realize that the task requires an inquiry email, it’s generally better to begin by explaining the background and adding a brief compliment. In the model response, the opening sentence fulfills this purpose:
I am considering applying for your short-term business certificate program and have been reviewing the information available on your website.
This sentence clearly shows your interest and intention to apply for the program. Once the context is established, you can move on to the issue you encountered. However, directly pointing out a problem may sound overly critical, so it’s important to first include a positive comment before mentioning the concern.
The course outline and fee structure are clear, but I could not find details about how participants are assessed or whether an official certificate is issued upon completion.
In this sentence, the writer first gives a compliment, “the course outline and fee structure are clear,” and then smoothly introduces the problem facing. This structure helps maintain a polite and professional tone.
In TOEFL Writing, as well as in real-life communication, directly criticizing or pointing out flaws can sound impolite. For this reason, it’s usually better to present concerns in a balanced and indirect manner.
Seeking Additional Information and Details
The prompt requires you to request specific information and ask how to obtain further details beyond what is provided on the website.
According to the instruction, you need to inquire about the following points:
- Whether participants will receive official documentation upon completion
- How the final assessment will be conducted
- How prospective applicants can obtain further details about the program
These three elements should be incorporated into the email.
Since a polite opening has already been established in the previous paragraph, you can move directly to your specific inquiries. In the model email, this is expressed as follows:
Could you please clarify how final performance is evaluated and what form of documentation successful participants receive?
In addition to asking about assessment and certification, it is also appropriate to request further materials. Most professional programs provide brochures or supplementary documents that contain more detailed information.
I would also appreciate any brochures or additional materials that explain the program in more detail.
