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TOEFL · Writing · Email · Campus Services

TOEFL Write an Email: Campus Services — Practice Prompts & Strategies 2026

Campus services emails are among the most common scenarios in the TOEFL 2026 Write an Email task. You may need to contact IT support, the housing office, the library, or university administration about issues that affect your student life. This guide provides practice prompts inspired by TOEFL patterns, a sample email with commentary, writing strategies, and mistakes to avoid.

Practice prompts inspired by TOEFL patterns · By the LingoLeap Research Team

Time limit

~7 min

Score scale

0–5

Topic

Campus Services

Start TOEFL PracticeAll Email Topics →

What are campus services emails on the TOEFL?

Campus services emails are the highest-tone register on the Write an Email task — closer to a professional service ticket than a peer message. The recipient is a staff member you've never met, evaluating a request from someone outside their day-to-day workflow. That changes the rubric weight: task completion turns on three concrete moves you can checklist before submitting — (1) state the problem with location and timeframe, (2) make the impact tangible (a missed deadline, a missed class, a billed but unused service), and (3) name the action you want, ideally with a verifiable next step. Skip any of these three and the response loses points even if the language is otherwise clean.

Campus Services Emails: Overview

Campus services emails are a distinct branch of the Write an Email task. Unlike emails to a professor (where the relationship is academic and ongoing) or to a classmate (where the register is informal), campus services emails are written to staff in a transactional service relationship — IT, housing, library circulation, registrar, financial aid, dining services. The reader's job is to take action on tickets like yours all day, so a well-built request gets resolved while a vague one ends up at the bottom of a queue. Practicing this branch specifically trains you for the scoring profile that staff-recipient prompts reward.

These prompts typically involve three elements: (1) describing the issue or situation clearly, (2) explaining how it affects you or why it matters, and (3) making a specific request or asking for a resolution. Your email is scored on a 0–5 scale based on task completion, clarity, tone, and language accuracy.

Common campus services recipients include IT support departments, housing and dormitory offices, the university library, student affairs, and facilities management. The tone should be formal to semi-formal — polite, clear, and professional.

30 Practice Prompts

The following prompts are practice scenarios inspired by common TOEFL task patterns. Use them to practice writing timed emails under test-like conditions. Expand each prompt to view a sample email response.

1

Slow Wi-Fi in Baker Hall — Room 312

Your dormitory Wi-Fi has been extremely slow every evening for the past two weeks, making it nearly impossible to submit assignments online or join virtual study sessions.

Write an email to the campus IT Help Desk. In your email:

  • Describe the connectivity problem and when it occurs
  • Explain how it is affecting your coursework and deadlines
  • Request that the IT team investigate and resolve the issue
Show Sample Email
To: IT Help Desk Subject: Slow Wi-Fi in Baker Hall — Room 312 Dear IT Help Desk, I am writing to report an ongoing internet connectivity issue in my dormitory room (Room 312, Baker Hall). For the past two weeks, the Wi-Fi connection has been extremely slow during the evening hours and frequently disconnects without warning. This problem has significantly affected my ability to complete online coursework and participate in virtual study group sessions. Last week, I was disconnected twice during a live assignment submission, which nearly caused me to miss the deadline. I would greatly appreciate it if your team could investigate the issue and, if possible, schedule a time to check the network equipment in our building. Please let me know if you need any additional information. Thank you for your assistance. Sincerely, Alex Chen
2

Locked Email Account — Urgent Access Needed

You have been locked out of your university email account for two days after several failed login attempts. You rely on this account for all course communication.

Write an email to the campus IT Help Desk. In your email:

  • Explain what happened with your login attempts
  • Describe why restoring access is urgent for your studies
  • Ask for help resetting or unlocking your account
Show Sample Email
To: IT Help Desk Subject: Locked Email Account — Urgent Access Needed Dear IT Help Desk, I am writing because I have been unable to access my university email account (jlee@university.edu) since Monday morning. I believe the account was locked after I entered an incorrect password several times. This is causing significant problems because I rely on my university email to receive assignment notifications, communicate with professors, and access course materials. I have already missed several important messages from my advisor regarding my thesis deadline. Could you please help me reset my account credentials or unlock my access? I am available to verify my identity at the IT office any time this week. Thank you for your prompt attention to this matter. Best regards, Jin Lee
3

Request for SPSS Software License — PSY 301

Your Research Methods course requires SPSS Statistics software, but the university license must be authorized by IT before you can install it on your laptop.

Write an email to the campus IT Help Desk. In your email:

  • State which software you need and for which course
  • Explain your deadline and why timely installation matters
  • Ask how to obtain the university license
Show Sample Email
To: IT Help Desk Subject: Request for SPSS Software License — PSY 301 Dear IT Help Desk, I am a second-year psychology student, and my Research Methods course (PSY 301) requires the use of SPSS Statistics for our data analysis assignments. I understand the university holds a site license for this software. Our first assignment using SPSS is due in ten days, so I would like to install it on my laptop as soon as possible. Without it, I will not be able to complete the required coursework on time. Could you please let me know how to obtain access to the university license and whether I need to visit the IT office in person for installation? I appreciate your help with this. Thank you, Maria Santos
4

Broken Projector in Humanities Building Room 204

The ceiling projector in Room 204 of the Humanities Building has not worked for two weeks. Your study group of eight students meets there every Thursday to review presentation slides.

Write an email to the campus IT Help Desk. In your email:

  • Describe the projector malfunction and its location
  • Explain how the broken equipment is affecting your study group
  • Request a repair or a temporary replacement
Show Sample Email
To: IT Help Desk Subject: Broken Projector in Humanities Building Room 204 Dear IT Help Desk, I am writing to report that the ceiling projector in Room 204 of the Humanities Building has not been functioning for the past two weeks. The device powers on but does not display any image on the screen. Our study group of eight students meets in this room every Thursday evening to review presentation slides for our Communications course. Without a working projector, we have been unable to practice effectively for our upcoming group presentations. Could you please arrange for a technician to repair the projector or provide a portable replacement until the repair is completed? We would be very grateful for any help. Sincerely, David Park
5

Request for Additional Printing Credits

You have used your entire semester printing quota at the campus computer lab, but final exams are next week and you still need to print research papers and study guides.

Write an email to the campus IT Help Desk. In your email:

  • Explain that your printing quota has run out
  • Describe what you still need to print and why
  • Request a quota increase and ask how to arrange it
Show Sample Email
To: IT Help Desk Subject: Request for Additional Printing Credits Dear IT Help Desk, I am writing to request an increase to my campus printing quota. I have used all of my allocated pages for this semester, but I still have three major research papers and several study guides to print before final exams begin next week. As a history major, my courses require extensive printed source materials for annotation. I estimate I will need approximately 150 additional pages to complete my remaining assignments. Would it be possible to add extra printing credits to my student account? I am happy to visit the IT office to arrange this in person if necessary. Thank you for considering my request. Best regards, Sarah Kim
6

Broken Heating Unit — Elm Residence Hall, Room 215

The heating unit in your dormitory room has been malfunctioning for a week. The radiator clicks loudly but produces very little heat, and the temperature drops sharply at night.

Write an email to the Housing Office. In your email:

  • Describe the heating problem and how long it has lasted
  • Explain how the cold is affecting your sleep and studying
  • Request that a maintenance technician be sent to repair it
Show Sample Email
To: Housing Office Subject: Broken Heating Unit — Elm Residence Hall, Room 215 Dear Housing Office, I am writing to report that the heating unit in my room (Room 215, Elm Residence Hall) has not been functioning properly for the past week. The radiator makes a loud clicking noise but produces very little heat, and the room temperature drops noticeably after 8 PM. This has made it very difficult to sleep comfortably and to concentrate on my studies in the evenings. I have been wearing multiple layers indoors, but the cold is still disruptive, especially during late-night study sessions. Could you please arrange for a maintenance technician to inspect and repair the heating unit at the earliest convenience? I am available any morning this week. Thank you, Emma Johnson
7

Room Change Request Due to Noise Issues

Your roommate frequently has loud visitors late at night, disrupting your sleep and study time. You have already spoken with your roommate and your resident advisor, but the situation has not improved.

Write an email to the Housing Office. In your email:

  • Explain the noise problem and how it disrupts your routine
  • Describe the steps you have already taken to resolve it
  • Ask about the process for transferring to a different room
Show Sample Email
To: Housing Office Subject: Room Change Request Due to Noise Issues Dear Housing Office, I am writing to inquire about the possibility of changing my dormitory room. My current roommate frequently invites friends to our room late in the evening, and their conversations and music continue past midnight on most weeknights. I have spoken with my roommate twice about this issue and also contacted our resident advisor, but the situation has not improved. The noise is seriously affecting my sleep and my ability to prepare for morning classes. Could you please let me know what steps I need to take to apply for a room transfer? I am open to any available single or shared room in a quieter building. Thank you for your help. Sincerely, Liam Torres
8

Urgent: Water Leak in Oak Hall Bathroom — Room 108

Water has been dripping from the ceiling of your dormitory bathroom near the shower for four days. The leak is getting worse and the floor is frequently slippery.

Write an email to the Housing Office. In your email:

  • Describe the leak and where exactly it is occurring
  • Express your concern about safety and potential mold
  • Request an urgent repair
Show Sample Email
To: Housing Office Subject: Urgent: Water Leak in Oak Hall Bathroom — Room 108 Dear Housing Office, I am writing to report a water leak in the bathroom of my dormitory room (Room 108, Oak Hall). Water has been dripping from the ceiling near the shower for the past four days, and the leak has been getting worse. I am concerned about safety because the bathroom floor is frequently wet and slippery, which could cause someone to fall. Additionally, I worry that the prolonged moisture could lead to mold, which would be a health hazard. Could you please send a maintenance worker to inspect and fix the leak as soon as possible? I have placed a bucket under the drip, but a permanent solution is needed urgently. Thank you for your attention, Nadia Okafor
9

Broken Desk Chair Replacement — Maple Hall, Room 407

The desk chair provided in your dormitory room has a cracked leg and wobbles dangerously whenever you sit on it. You have been studying on your bed instead, which is causing back pain.

Write an email to the Housing Office. In your email:

  • Describe the damage to the chair
  • Explain how it is affecting your ability to study at your desk
  • Request a replacement and offer to help with logistics
Show Sample Email
To: Housing Office Subject: Broken Desk Chair Replacement — Maple Hall, Room 407 Dear Housing Office, I am writing to request a replacement for the desk chair in my dormitory room (Room 407, Maple Hall). One of the chair legs has a large crack and the chair wobbles significantly whenever I sit in it. Because the chair feels unstable, I have been unable to use my desk for studying and have had to work on my bed instead, which is uncomfortable and hurts my back during long study sessions. Could you please arrange for a replacement chair to be delivered to my room? I am available most afternoons this week. I would also be happy to bring the broken chair to a collection point if that is easier. Best regards, Oliver Martinez
10

Early Move-In Request for Orientation Program

You have been selected for the International Student Orientation Program, which starts two days before the official dormitory move-in date. You need early access to your room.

Write an email to the Housing Office. In your email:

  • Explain the orientation event and its dates
  • Describe why commuting from off campus is not practical
  • Request permission to move in early and ask about any fees
Show Sample Email
To: Housing Office Subject: Early Move-In Request for Orientation Program Dear Housing Office, I am writing to request permission to move into my dormitory room two days before the official move-in date of September 1. I have been selected to participate in the International Student Orientation Program, which begins on August 30 and requires on-campus attendance. The orientation schedule includes full-day sessions on both August 30 and 31, making it impractical for me to commute from off campus. Having access to my room beforehand would allow me to settle in and attend all sessions on time. Could you please let me know if early move-in is possible and whether there is an additional fee? I have attached my orientation confirmation for your reference. Thank you, Yuki Tanaka
11

Appointment Request — Persistent Symptoms

You have had persistent headaches, a low-grade fever, and fatigue for four days that have not improved with over-the-counter medication. You need to see a campus doctor but have a required lecture every Wednesday morning.

Write an email to the Campus Health Center. In your email:

  • Briefly describe your symptoms and how long you have had them
  • Mention your Wednesday morning scheduling conflict
  • Ask what appointment times are available this week
Show Sample Email
To: Campus Health Center Subject: Appointment Request — Persistent Symptoms Dear Campus Health Center, I am writing to request an appointment as I have been feeling unwell for the past four days. I have had persistent headaches, a low-grade fever, and general fatigue that have not improved with over-the-counter medication. I would like to see a doctor as soon as possible. However, I have a required lecture every Wednesday morning from 9 to 11 AM, so I would prefer an appointment outside that time. I am available on all other weekday mornings and afternoons. Could you please let me know what times are available this week? I would appreciate any opening you can offer. Thank you, Rachel Adams
12

Request for Medical Absence Note — March 5-6

You visited the campus health center on March 5 for flu symptoms and were told to rest for two days. Your biology professor now requires official medical documentation to excuse your absences on March 5 and 6.

Write an email to the Campus Health Center. In your email:

  • Reference your visit date and the diagnosis
  • Explain why you need official documentation and the professor's deadline
  • Ask how to receive the note (in person or by email)
Show Sample Email
To: Campus Health Center Subject: Request for Medical Absence Note — March 5-6 Dear Campus Health Center, I visited the health center on March 5 for flu symptoms and was advised to rest for at least two days. As a result, I missed classes on March 5 and 6. My biology professor requires an official medical note to excuse these absences. Could you please provide a letter confirming my visit and the recommended rest period? The note should include the dates I was unable to attend classes. My professor has asked me to submit it by March 12. I can pick up the document in person, or if it is possible to receive it by email, that would also be convenient. Thank you very much for your help. Sincerely, Tom Nguyen
13

Possible Allergy Symptoms — Consultation Request

Since arriving on campus three weeks ago, you have been experiencing frequent sneezing, itchy eyes, and nasal congestion. These symptoms did not occur at your previous home, and you suspect a new environmental allergen.

Write an email to the Campus Health Center. In your email:

  • Describe your symptoms and when they started
  • Ask whether the health center offers allergy testing
  • Request an appointment at your earliest convenience
Show Sample Email
To: Campus Health Center Subject: Possible Allergy Symptoms — Consultation Request Dear Campus Health Center, Since arriving on campus three weeks ago, I have been experiencing frequent sneezing, itchy eyes, and nasal congestion. These symptoms were not an issue at my previous home, so I suspect they may be related to something in my new environment. I would like to schedule an appointment to discuss these symptoms with a doctor. Additionally, could you let me know whether the health center offers allergy testing, or if I would need a referral to an off-campus specialist? I am available most weekday afternoons and would appreciate any appointment you can offer this week or next. Thank you for your time. Best regards, Clara Bennett
14

Prescription Refill Assistance — Asthma Medication

You take a daily prescription medication for asthma and have only a one-week supply left. Your regular doctor is in your hometown, several hours away, and you need to arrange a refill on campus.

Write an email to the Campus Health Center. In your email:

  • Explain which medication you need and how much you have left
  • Mention that your regular doctor is not local
  • Ask whether the health center can process a refill and what to bring
Show Sample Email
To: Campus Health Center Subject: Prescription Refill Assistance — Asthma Medication Dear Campus Health Center, I am writing to ask about the process for refilling a prescription medication on campus. I take a daily medication for asthma, and I only have a one-week supply remaining. My regular physician is in my hometown, which is several hours away. Could you please let me know whether the health center can assist with prescription refills? If so, I would like to schedule an appointment at your earliest convenience. I can bring my current prescription bottle and my doctor's contact information. Please let me know what other documents or details I should prepare for the visit. Thank you for your help. Sincerely, Kevin Morales
15

Inquiry About Mental Health Counseling Services

You have been feeling unusually stressed and anxious this semester because of a heavy course load. You would like to explore the mental health counseling services available on campus.

Write an email to the Campus Health Center. In your email:

  • Briefly explain why you are seeking counseling
  • Ask about availability, cost, and whether it is covered by your student health fee
  • Request information on how to schedule a first session
Show Sample Email
To: Campus Health Center Subject: Inquiry About Mental Health Counseling Services Dear Campus Health Center, I am writing to inquire about the mental health counseling services available to students. I have been experiencing increased stress and anxiety this semester due to a demanding course load, and I feel that speaking with a professional counselor would be very helpful. Could you please provide information about how to schedule an initial counseling session? I would also like to know whether these services are covered by the student health fee or if there is an additional cost. I am available most afternoons and would appreciate an appointment within the next week or two if possible. Thank you for your time and support. Best regards, Aisha Patel
16

Resume Review Appointment — Summer Internship Applications

You are a second-year marketing student preparing applications for summer internships. Several deadlines are in early April, and you want a career counselor to review your resume before you apply.

Write an email to the Career Services Office. In your email:

  • Explain that you are applying for summer internships
  • Mention your application deadline and why a review matters
  • Ask how to schedule a resume review appointment
Show Sample Email
To: Career Services Office Subject: Resume Review Appointment — Summer Internship Applications Dear Career Services Office, I am a second-year marketing student, and I am currently preparing applications for summer internships. Several application deadlines are in early April, so I would like to have my resume reviewed by a career counselor before then. This is my first time applying for professional internships, and I want to make sure my resume effectively highlights my relevant coursework and extracurricular experience. I would appreciate any suggestions on formatting and content. Could you please let me know how to schedule a resume review appointment? I am available on most weekday afternoons. Thank you for your assistance. Best regards, Daniel Wright
17

Seeking Internship Search Guidance — Environmental Science

You are a third-year environmental science major looking for a summer internship, but you are unsure where to find opportunities in your field or whether the university maintains a database of listings.

Write an email to the Career Services Office. In your email:

  • Explain your major and that you are looking for a summer internship
  • Ask whether the office has a job board or database for science students
  • Request a meeting to discuss search strategies
Show Sample Email
To: Career Services Office Subject: Seeking Internship Search Guidance — Environmental Science Dear Career Services Office, I am a third-year environmental science major, and I am interested in finding an internship for this coming summer. However, I am not sure where to begin my search or which organizations in my field typically offer student internships. Does the career services office maintain a database or job board listing internship opportunities for science students? I would also appreciate any advice on professional organizations or websites that specialize in environmental internship postings. I would be happy to schedule a meeting to discuss this further. I am available on Tuesday and Thursday afternoons. Thank you for your help. Sincerely, Megan Liu
18

Mock Interview Request — Data Analyst Position

You have been invited to interview for a junior data analyst position at a local technology firm next Wednesday. This is your first professional interview, and you would like to do a practice session beforehand.

Write an email to the Career Services Office. In your email:

  • Describe the position and interview date
  • Ask whether the office offers mock interview sessions
  • Request an appointment before your real interview
Show Sample Email
To: Career Services Office Subject: Mock Interview Request — Data Analyst Position Dear Career Services Office, I have been invited to interview for a junior data analyst position at a local technology firm next Wednesday. This is my first professional interview, and I would like to prepare thoroughly. Does the career services office offer mock interview sessions for students? If so, I would greatly appreciate the chance to practice before my actual interview. The position involves data analysis and presentation, so I expect both technical and behavioral questions. Could you please let me know if a practice session is available this Friday or Monday? I am flexible with timing on both days. Thank you very much for your support. Best regards, James Okoye
19

Career Fair Details and Preparation Tips

You have heard the university is hosting a career fair next month but cannot find the details online. You are especially interested in companies in the business and finance sectors.

Write an email to the Career Services Office. In your email:

  • Ask for the date, time, and location of the career fair
  • Request a list of participating companies, especially in your field of interest
  • Ask for tips or resources on how to prepare
Show Sample Email
To: Career Services Office Subject: Career Fair Details and Preparation Tips Dear Career Services Office, I understand that the university will be hosting a career fair sometime next month, but I have been unable to find the specific details on the university website. Could you please confirm the date, time, and location of the event? I am also interested in knowing which companies and organizations will be participating, particularly those in the business and finance sectors. If a list of employers is available, I would appreciate receiving a copy. Additionally, do you have any tips or resources on how students should prepare for the career fair? I want to make a strong impression. Thank you for your time. Sincerely, Sophia Hernandez
20

Cover Letter Help — Academic Research Assistant Application

You are applying for a research assistant position with Professor Williams in the Biology Department. The application requires a cover letter, and you are unsure how to write one for an academic role.

Write an email to the Career Services Office. In your email:

  • Explain the position you are applying for
  • Ask for advice on structuring a cover letter for an academic role
  • Request an appointment to have a counselor review your draft
Show Sample Email
To: Career Services Office Subject: Cover Letter Help — Academic Research Assistant Application Dear Career Services Office, I am applying for a research assistant position with Professor Williams in the Biology Department. The application requires a cover letter, and since this is an academic rather than a corporate role, I am not sure how to tailor my letter appropriately. Could you please advise me on how to structure a cover letter for an academic research position? I would also like to schedule an appointment to have a counselor review a draft before I submit my application next Friday. I am available on Monday, Wednesday, and Friday afternoons. Thank you for your guidance and support. Best regards, Andrew Chang
21

Merit Scholarship — Deadline and Requirements

You are interested in applying for the university merit scholarship but cannot find the deadline or required documents on the website. You would also like to attend an information session if one is available.

Write an email to the Financial Aid Office. In your email:

  • Ask for the application deadline
  • Request a list of documents you need to submit
  • Ask whether there is an information session you can attend
Show Sample Email
To: Financial Aid Office Subject: Merit Scholarship — Deadline and Requirements Dear Financial Aid Office, I am writing to inquire about the university merit scholarship for the upcoming academic year. I am interested in applying, but I could not find the specific application deadline or document requirements on the university website. Could you please let me know when the application is due and what materials I need to prepare? I would also like to know whether the office is hosting any information sessions where I can learn more about the selection criteria. I want to ensure that I submit a complete application on time. Thank you for your help, and I look forward to your response. Sincerely, Isabella Rossi
22

Question About Reduced Spring Financial Aid Package

Your financial aid package for the spring semester is significantly lower than what you received in the fall. Your family's financial situation has not changed, and you are worried about covering tuition.

Write an email to the Financial Aid Office. In your email:

  • Ask why your aid amount was reduced
  • Explain that your family's financial situation has not improved
  • Ask whether there is an appeals process
Show Sample Email
To: Financial Aid Office Subject: Question About Reduced Spring Financial Aid Package Dear Financial Aid Office, I recently received my financial aid package for the spring semester and noticed that the grant amount is significantly lower than what I received in the fall. I was not expecting this reduction and am concerned about how I will cover the remaining tuition balance. Could you please explain why the aid amount changed? My family's financial situation has not improved, and this reduction creates a genuine hardship. I would also like to know whether there is a formal appeals process I can follow to request a review of my package. I appreciate your time and any guidance you can provide on next steps. Thank you, Carlos Rivera
23

Work-Study Program — Eligibility and Application

You would like to join the university work-study program to help cover your living expenses. You are a full-time sophomore available to work up to fifteen hours per week.

Write an email to the Financial Aid Office. In your email:

  • Express your interest in the work-study program
  • Ask about eligibility requirements and available positions
  • Request details on how to apply
Show Sample Email
To: Financial Aid Office Subject: Work-Study Program — Eligibility and Application Dear Financial Aid Office, I am writing to express my interest in the university work-study program. I am looking for a way to help cover my living expenses while maintaining my studies, and I believe a campus work-study position would be an ideal fit. Could you please provide information about the eligibility requirements for the program? I would also appreciate a list of currently available positions, if one exists, and details on how to submit an application. I am a full-time sophomore with a strong academic record and am available to work up to fifteen hours per week. Thank you for your assistance. Best regards, Fatima Al-Hassan
24

Request for Tuition Installment Payment Plan

An unexpected family expense means you cannot pay your full tuition by the April 15 deadline. You have heard the university offers monthly installment plans and would like to enroll in one.

Write an email to the Financial Aid Office. In your email:

  • Explain that you cannot pay the full balance by the deadline
  • Ask about available payment plan options and any associated fees
  • Request guidance on how to enroll
Show Sample Email
To: Financial Aid Office Subject: Request for Tuition Installment Payment Plan Dear Financial Aid Office, I am writing because I am unable to pay my full tuition balance by the posted deadline of April 15. Due to an unexpected family expense, my family needs more time to gather the remaining funds. I have heard that the university offers monthly installment payment plans for students in situations like mine. Could you please provide details about the available options, including any fees or interest that may apply? I would like to enroll in a payment plan as soon as possible to avoid any late penalties. Please let me know the steps I need to take. Thank you for your understanding and support. Sincerely, Bryan Foster
25

Emergency Financial Assistance Inquiry

A recent family medical emergency has placed an unexpected financial burden on your household, and you cannot afford your textbooks and course supplies this semester.

Write an email to the Financial Aid Office. In your email:

  • Briefly explain the nature of your financial hardship
  • Ask about emergency grants or short-term loan programs
  • Request a meeting with a financial aid counselor
Show Sample Email
To: Financial Aid Office Subject: Emergency Financial Assistance Inquiry Dear Financial Aid Office, I am writing to ask about emergency financial assistance options available to students. A recent family medical emergency has placed an unexpected financial burden on my household, and I am currently struggling to afford the textbooks and supplies I need for my courses. I have been managing my expenses carefully, but this unforeseen situation is beyond what I can handle alone. I am hoping the university may have emergency grants or short-term loan programs that could help. Could I please schedule a meeting with a financial aid counselor to discuss my options? I am available any weekday this week. Thank you for your compassion and support. Sincerely, Grace Mensah
26

Room Reservation for Photography Club — Weekly Meetings

You are the president of the Photography Club and need to reserve a room with audio-visual equipment for weekly meetings next semester. Your group meets every Tuesday evening and has 15 to 20 members.

Write an email to the Student Affairs Office. In your email:

  • Describe your club, meeting schedule, and expected attendance
  • Ask about the procedure for recurring room reservations
  • Mention your need for a projector and screen
Show Sample Email
To: Student Affairs Office Subject: Room Reservation for Photography Club — Weekly Meetings Dear Student Affairs Office, I am the president of the Photography Club, and I am writing to request a room reservation for our weekly club meetings next semester. We meet every Tuesday evening from 6 to 8 PM and typically have 15 to 20 members in attendance. Could you please let me know the procedure for reserving a room on a recurring basis? We would prefer a space equipped with a projector and screen, as our meetings often involve reviewing photos and discussing techniques. I am happy to complete any required forms or provide additional details about our club. Thank you for your help with this arrangement. Best regards, Natalie Chen
27

Funding Request for End-of-Year Cultural Festival

The International Student Association is planning an end-of-year cultural festival on May 10 with an expected attendance of 200 to 300 people. You need approximately $800 for food, decorations, and a sound system rental.

Write an email to the Student Affairs Office. In your email:

  • Describe the event and its expected attendance
  • Explain how the event benefits the campus community
  • Request financial support and ask how to submit a formal application
Show Sample Email
To: Student Affairs Office Subject: Funding Request for End-of-Year Cultural Festival Dear Student Affairs Office, The International Student Association is planning an end-of-year cultural festival on May 10, and I am writing to request funding to help cover event expenses. We anticipate 200 to 300 attendees and will feature food, music, and performances representing over a dozen cultures. This event promotes cross-cultural understanding and brings together students from diverse backgrounds. We estimate we need approximately $800 for food, decorations, and a portable sound system rental. Could you please let us know whether student activity funding is available for this type of event and how to submit a formal request? We would appreciate any support. Thank you. Sincerely, Amir Kazemi
28

Concern About Reduced Evening Shuttle Service

The campus shuttle service recently changed its evening schedule so the last shuttle leaves at 7 PM instead of 10 PM. Students with evening classes or late library sessions no longer have a safe ride back to the off-campus dormitories.

Write an email to the Student Affairs Office. In your email:

  • Describe the schedule change and its impact on students
  • Explain the safety concerns of walking alone at night
  • Request that the previous evening schedule be restored
Show Sample Email
To: Student Affairs Office Subject: Concern About Reduced Evening Shuttle Service Dear Student Affairs Office, I am writing to express concern about the recent change to the campus shuttle schedule. The last evening shuttle now departs at 7 PM, two hours earlier than the previous 10 PM departure. This has created a significant problem for many students. Students who attend evening classes that end at 8 or 9 PM now have no shuttle option for returning to the off-campus dormitories. Walking alone at night raises safety concerns, and not everyone has access to a car or ride-sharing services. I respectfully request that the student affairs office work with the transportation department to restore the evening shuttle service to its previous 10 PM schedule. Thank you for your consideration. Sincerely, Jessica Owens
29

New Student Organization Registration — Sustainability Club

You and twelve classmates want to start a new student club focused on sustainability and environmental awareness. A faculty advisor has already agreed to support the group, and you need to register officially.

Write an email to the Student Affairs Office. In your email:

  • Introduce the club and its mission
  • Ask about the registration process, required forms, and deadlines
  • Mention that you already have members and a faculty advisor
Show Sample Email
To: Student Affairs Office Subject: New Student Organization Registration — Sustainability Club Dear Student Affairs Office, A group of fellow students and I are interested in starting a new student organization focused on sustainability and environmental awareness on campus. We have a core group of twelve members and a faculty advisor who has agreed to support us. Could you please provide information about the process for officially registering a new student club? Specifically, I would like to know what forms need to be submitted, whether there is a minimum membership requirement, and if there is a deadline for the current semester. We are eager to begin organizing campus clean-up events and educational workshops. Thank you for your guidance. Best regards, Ethan Brooks
30

Permission to Use Campus Quad — Charity Concert April 18

The Music Society is organizing an outdoor charity concert on the campus quad on Saturday, April 18, from 2 to 6 PM. All proceeds will go to the Riverside Children's Hospital, and you expect about 150 attendees.

Write an email to the Student Affairs Office. In your email:

  • Describe the event, its date and time, and the charitable cause
  • Provide details about expected attendance and setup
  • Ask about required permits and any regulations to follow
Show Sample Email
To: Student Affairs Office Subject: Permission to Use Campus Quad — Charity Concert April 18 Dear Student Affairs Office, The Music Society is planning an outdoor charity concert on Saturday, April 18, from 2 to 6 PM, and I am writing to request permission to use the main campus quad for this event. All proceeds will be donated to the Riverside Children's Hospital. We expect approximately 150 attendees. The event will feature acoustic performances by student musicians, a small refreshments stand, and an information booth about the charity. We will ensure the area is cleaned up by 7 PM. Could you please let me know what permits or approvals we need and any regulations we should follow? Thank you for your support of this community event. Sincerely, Laura Simmons

These are practice prompts inspired by TOEFL task patterns, not actual test questions.

How to Write a Campus Services Email

1. Identify the recipient and set the tone

Determine which department you are writing to and use an appropriate greeting. Campus services emails should be formal — use "Dear [Department Name]" rather than casual greetings. This immediately signals professionalism to raters.

2. State the problem clearly and specifically

In your first body paragraph, describe what is wrong, where the issue is occurring, and how long it has been happening. Include specific details like room numbers, dates, or times. Vague descriptions make it harder for the reader — and the rater — to understand your message.

3. Explain the impact on your daily life or studies

Connect the problem to how it affects you. Are you unable to study? Is it disrupting your sleep? A concrete example is more persuasive than a general statement. This also demonstrates your ability to develop an idea with supporting detail.

4. Make a clear, specific request

End with a direct but polite request for action — ask them to investigate, schedule a repair, extend hours, or outline the process. A vague "please help" is weaker than "I would appreciate it if you could send a technician to check the heating unit."

Common Mistakes to Avoid

Missing parts of the prompt

Campus services prompts usually ask you to do three things: describe the problem, explain its impact, and request an action. Skipping any one of these is the fastest way to lose points. Before submitting, mentally check that you have addressed every element the prompt mentions.

Using an overly casual tone

Writing "Hey, the internet sucks" to a campus IT department will hurt your score. Even if the scenario feels familiar, maintain a professional register. Use polite expressions like "I would appreciate," "Could you please," and "Thank you for your attention to this matter."

Being vague about the problem

Saying "There is a problem in my dorm" without specifying what the problem is, where exactly it is happening, or how long it has been going on weakens your email. Specific details show clarity of thought and make your email more effective.

Forgetting to close the email properly

An abrupt ending without a closing line or sign-off makes your email feel incomplete. Always include a brief closing such as "Thank you for your time" or "I look forward to hearing from you," followed by a sign-off like "Sincerely" or "Best regards."

Score 3 vs Score 5: Same Email Scenario

Two LingoLeap-authored sample replies to the same campus-services email scenario, with rubric annotations explaining what separates a competent reply from a high-scoring one.

Scenario (incoming email)

From: Campus Library — Subject: Items overdue. "Dear student, our records show that two reference books and one DVD borrowed on March 1 are now overdue. Please return them within 48 hours or pay the late fee." Write a reply requesting an extension.

Score 3 reply

Dear Library, Hello. I want to ask for more time for my books. I am working on my final paper and I need them. Please give me one more week. I will return them after I finish my paper. Also I am sorry for being late. Thank you. Best, Student

Why this scores 3

The email is polite and the basic request is clear, but the response is generic. Only one reason is given ("final paper") with no specifics — no titles, no due date, no situation. The reply addresses two of the three items (the books) but ignores the DVD entirely, leaving the recipient to follow up. No alternative is offered, no acknowledgment of the late-fee policy. The opening "Dear Library" is too informal for an institutional email.

Score 5 reply

Dear Library Staff, Thank you for the reminder regarding the overdue items. I'm writing to request a one-week extension on the two reference books, which I'm using for a major research paper due April 18; the DVD I will return to the front desk by 5 p.m. today. To explain: the books — Sources of the Self and Reasons and Persons — are central to a chapter I'm writing on the philosophy of personal identity, and the library's only other copies are checked out for the rest of the month. If a one-week extension is not possible, would I be able to renew them at the reduced-loan rate, or place them on a 24-hour reserve I can use within the library? I understand the late-fee policy and am willing to pay if neither alternative is workable. Either way, the DVD will be back today. Best regards, [Student name]

Why this scores 5

Three communicative moves land cleanly: (1) thanks the sender and immediately states the request, with a partial concession (DVD returned today); (2) gives concrete justification (specific book titles, specific paper deadline, library-availability fact); (3) offers two alternatives if the primary request fails (renewal at reduced rate, in-library reserve). Tone matches institutional register throughout. Subject-line details show real engagement with the situation. Sentence variety is strong (em-dash list, semicolon split, parenthetical detail).

What separates the two

A high-scoring email negotiates rather than just pleads. It opens with what you want, justifies it with specifics, then offers alternatives that make it easy for the recipient to say yes. The Score 3 asks for a favor; the Score 5 makes the librarian's job easier — and that's the move that demonstrates communicative effectiveness, the criterion the rubric weights most heavily for email tasks.

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Frequently Asked Questions

What kinds of campus services emails appear on the TOEFL Write an Email task?+
Campus services prompts typically involve writing to IT support about internet or technology issues, contacting the housing office about room repairs or room changes, emailing the library or administration about hours or policies, or reaching out to student services about facility problems. The scenarios mirror real situations university students encounter.
How formal should a campus services email be on the TOEFL?+
Campus services emails should use a formal to semi-formal tone. Address the recipient professionally (e.g., Dear IT Support Team, Dear Housing Office), explain your issue clearly, and close politely. Avoid slang or overly casual language — you are writing to university staff, not a friend.
How long should my email be for the TOEFL Write an Email task?+
There is no strict word count, but aim for 80–120 words. You have about 7 minutes, so focus on covering all points in the prompt with clear, concise sentences rather than writing as much as possible. A well-organized short email scores better than a long, rambling one.
What is the biggest mistake students make on campus services email prompts?+
The most common mistake is failing to address all parts of the prompt. Campus services prompts usually ask you to describe the problem, explain its impact, and request a specific action. Missing any of these elements will lower your score, even if your grammar is perfect.
Can I use a template for TOEFL campus services emails?+
Having a flexible structure in mind is helpful — greeting, state the problem, explain the impact, request action, polite closing. However, avoid memorizing rigid templates. Raters look for natural, task-specific responses that address the unique details of each prompt.
How can I practice TOEFL campus services email writing?+
LingoLeap offers AI-powered TOEFL Writing practice with realistic campus services email prompts, timed writing conditions, and instant feedback on tone, grammar, organization, and task completion. Practicing under timed conditions builds the speed and confidence you need for test day.

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