Aptis Writing Part 4: C1 Formal Email Template

You have a formal email to write, a short time to write it, and no idea how to organise it. It is easy to lose time here. A fixed structure helps. This article gives you a four-paragraph plan, three register rules and a full model email. Start from the home page for more guides.

The four-paragraph structure for 120-150 words

In Part 4 of Aptis Writing you use the rest of the 50 minutes of the Writing paper. About 30 minutes remain if you keep to the recommended times for Parts 1-3. You write two texts:

• a short, informal email to a friend (40-50 words);
• a longer, formal email to an authority, a committee or a management team (120-150 words).

Do not spend exam time deciding how to organise the formal email. Use four fixed blocks:

• Paragraph 1 (30-40 words): formal greeting and a clear statement of purpose ("I am writing to express my dissatisfaction regarding...").
• Paragraph 2 (40-45 words): explain the problem and how it affects members or users.
• Paragraph 3 (25-40 words): offer a constructive solution and a realistic alternative, using indirect polite phrases ("I would be grateful if you could consider...").
• Paragraph 4 (15-25 words): ask for a reply and use a formal closing ("Yours faithfully,").

Three rules for formal register

The Part 4 band descriptors refer to register. The three rules below are our tips, not official rules. The word counts per paragraph are also our guide, not an official split. In a formal email, avoid these three problems.

1. No contractions. Always write the full form. Never write I'm, don't, can't, won't, it's. In formal register, write I am, do not, cannot, will not, it is.

2. Indirect politeness, not orders. In formal English, direct sentences with must or have to can sound rude. Use conditional structures.

• Weak: "You must change the schedule because we don't like it."
• Better: "I would be most grateful if the committee could take into consideration the possibility of modifying the current schedule."

3. Nouns and precise vocabulary. C1 level shows when you turn simple verbs into formal noun groups. Instead of "I am writing to complain because prices went up", write "I am writing to express my concern regarding the recent price increase".

Do you want to know if your text meets the C1 rubric? AI feedback by criteria is only an estimate. The official exam score is one holistic score.

Model email (131 words)

This is a model answer for a typical exam task: "The sports club has decided to cancel all weekend activities. Write an email to the club manager expressing your feelings and suggesting alternatives."

Model text (aimed at C1, 131 words including greeting and signature):

Dear Sir or Madam,

I am writing to express my profound disappointment regarding the recent announcement to suspend all weekend activities at the club. As a long-standing member, I believe this decision will severely disrupt the routines of numerous participants.

While I fully acknowledge the financial constraints mentioned in your statement, weekend sessions represent the only opportunity for full-time workers and students to make use of the sports facilities. Consequently, withdrawing these services will inevitably lead to widespread dissatisfaction and potential cancellations.

Taking all this into consideration, I would be most grateful if management could consider introducing reduced weekend hours or implementing an advance booking system as a feasible compromise.

Thank you in advance for your time and consideration. I look forward to receiving your prompt response.

Yours faithfully, Alex Taylor

Why this text is a useful model for Part 4:

• Length: it is inside the ideal range of 120-150 words.
• Advanced linking phrases: While I fully acknowledge, Consequently, Taking all this into consideration.
• Formal vocabulary: profound disappointment, suspend, financial constraints, feasible compromise, prompt response.
• Formal frame: it opens with Dear Sir or Madam and closes with the matching Yours faithfully.

C1 linking phrases for the formal email

Learn these phrases so you can avoid relying only on basic links.

• To state the aim: I am writing with reference to / I am writing to express my concern regarding...
• To accept a point: While I understand the rationale behind this decision,...
• To show consequences: Consequently, / As an inevitable result,...
• To introduce your proposal: Taking all these factors into account, I would like to propose...
• To ask politely for action: I would appreciate it if you could clarify...

Try it in a mock exam

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