TOEFL Write an Email: Scheduling & Rescheduling — Practice Prompts & Strategies 2026

You are a university student. A mandatory chemistry lab section was just added to your schedule on Wednesday afternoons, which now conflicts with your professor's regular office hours from 2:00 to 3:30 PM. You still need to meet with Professor Davis to discuss your research paper.

Write an email to Professor Davis. In your email, do the following:

• Explain why you can no longer attend the regular Wednesday office hours.
• Propose two specific alternative times when you are available to meet.
• Express your willingness to adjust to whatever time works best for the professor.

Write as much as you can and in complete sentences.

To: Professor Davis

Subject: Request to reschedule office hours meeting

You are a graduate student. You had a scheduled advising appointment with your academic advisor, Dr. Thompson, next Monday at 10:00 AM. You just received notice of a required orientation session for incoming teaching assistants at the same time.

Write an email to Dr. Thompson. In your email, do the following:

• Explain why you cannot attend the scheduled Monday appointment.
• Propose two alternative days and times when you are available.
• Ask which option works best for the advisor.

Write as much as you can and in complete sentences.

To: Dr. Thompson

Subject: Request to reschedule advising appointment

You are a graduate student preparing for your thesis defense. Your thesis committee meeting was originally scheduled for Friday, March 27, but one committee member, Dr. Ellis, has a conference that week and cannot attend.

Write an email to Professor Nakamura. In your email, do the following:

• Explain why the original date no longer works for the committee.
• Propose two new dates that fall within the departmental deadline.
• Ask for guidance on how to proceed with the schedule change.

Write as much as you can and in complete sentences.

To: Professor Nakamura

Subject: Rescheduling thesis committee meeting

You are a university student. You have a one-on-one feedback meeting with Professor Klein scheduled for April 8 at 3:00 PM, but you have just received a summons for jury duty on that same day.

Write an email to Professor Klein. In your email, do the following:

• Explain the reason you cannot attend the scheduled meeting.
• Suggest two specific alternative dates and express your flexibility.
• Apologize for the inconvenience caused by the change.

Write as much as you can and in complete sentences.

To: Professor Klein

Subject: Need to reschedule feedback meeting — jury duty conflict

You are doing an independent study with Professor Okafor. The professor has moved a guest lecture by Dr. Reyes to Thursday at 11:00 AM, which is the same time as your weekly independent study check-in.

Write an email to Professor Okafor. In your email, do the following:

• Acknowledge the guest lecture and explain why you want to attend it.
• Propose two alternative days or times for your check-in meeting.
• Confirm that you will have your progress report ready for the new time.

Write as much as you can and in complete sentences.

To: Professor Okafor

Subject: Moving this week's independent study check-in

You are part of a biology study group that has been meeting on Sunday evenings. Two members, Priya and Marcus, have recently started part-time jobs on Sundays and can no longer attend at that time.

Write an email to Study Group Members. In your email, do the following:

• Explain why the current Sunday meeting time no longer works for the group.
• Suggest two alternative days and times that work for you.
• Ask everyone to share their availability by a specific deadline.

Write as much as you can and in complete sentences.

To: Study Group Members

Subject: Finding a new meeting day for our study group

Your study group agreed to meet at 8:00 AM on Saturdays. You live in off-campus housing with a one-hour commute, making the early start time difficult for you to attend consistently.

Write an email to Study Group Members. In your email, do the following:

• Explain why the current 8:00 AM start time is difficult for you.
• Propose a specific later time that would still allow a full morning session.
• Express openness to other suggestions from the group.

Write as much as you can and in complete sentences.

To: Study Group Members

Subject: Request to move Saturday study session to a later time

Finals are three weeks away and your study group currently meets once a week on Thursdays. You think the group would benefit from adding a second weekly session to prepare more thoroughly.

Write an email to Study Group Members. In your email, do the following:

• Explain why you think an additional weekly session would be helpful.
• Propose two possible days and times for the extra meeting.
• Ask the group to share their preferences by a specific date.

Write as much as you can and in complete sentences.

To: Study Group Members

Subject: Adding an extra study session before finals

A member of your economics study group, Diego, has a family commitment for the next two Wednesdays and cannot attend your regular sessions. You want to decide as a group whether to keep the same time or shift temporarily.

Write an email to Study Group Members. In your email, do the following:

• Explain that Diego will miss the next two sessions and why.
• Present two options: keeping the current time or shifting to a different day.
• Ask everyone to share their preference by a specific time.

Write as much as you can and in complete sentences.

To: Study Group Members

Subject: Adjusting our schedule for the next two weeks

Your study group meets every Wednesday in Study Room 204 at the library, but you just learned it will be closed for renovations for the next two weeks. You need to find an alternative location.

Write an email to Study Group Members. In your email, do the following:

• Inform the group that the usual meeting room is unavailable and explain why.
• Suggest two or three specific alternative locations on campus.
• Ask the group which option they prefer or if they have other ideas.

Write as much as you can and in complete sentences.

To: Study Group Members

Subject: Library room closed — alternative locations for our sessions

You are the president of the International Film Club, which has about 12 members. Your club needs a meeting room in the student union for weekly planning sessions this semester, starting the week of February 3.

Write an email to Student Union Office. In your email, do the following:

• Explain who you are and why the club needs a recurring reservation.
• Specify your preferred day, time, and room requirements.
• Offer an alternative time in case your first choice is unavailable.

Write as much as you can and in complete sentences.

To: Student Union Office

Subject: Request for recurring room reservation — Film Club

You reserved Seminar Room B for a career development workshop next Saturday from 10:00 AM to 1:00 PM. You just confirmed that one of your presenters needs to share slides and play video clips, so you need a room with audiovisual equipment.

Write an email to Campus Events Office. In your email, do the following:

• Describe your current reservation and the event details.
• Explain why you need a room with audiovisual equipment.
• Ask to be switched to a suitable room and express flexibility.

Write as much as you can and in complete sentences.

To: Campus Events Office

Subject: Room change request — need AV equipment for workshop

Your department asked you to book a conference room for an end-of-semester celebration. The only available room is on Friday, December 13, but several students have final exams that day and cannot attend.

Write an email to Ms. Carter. In your email, do the following:

• Explain the scheduling conflict with the only available date.
• Propose two alternative dates that appear to have open time slots.
• Ask the coordinator to confirm a preferred date so you can finalize the reservation.

Write as much as you can and in complete sentences.

To: Ms. Carter

Subject: Alternative dates for department celebration

You represent the Horizon Theater Ensemble and need to reserve a rehearsal space in the performing arts building for a dress rehearsal on Friday, April 4, from 4:00 to 9:00 PM. Your production requires specific stage and sound equipment.

Write an email to Mr. Jenson. In your email, do the following:

• State the date, time, and purpose of the reservation.
• Describe the specific space and equipment requirements for the rehearsal.
• Express flexibility and ask about available options.

Write as much as you can and in complete sentences.

To: Mr. Jenson

Subject: Rehearsal space reservation request — April 4

You booked Computer Lab 3 for a coding workshop on Wednesday, March 19, from 2:00 to 5:00 PM and received a confirmation two weeks ago. You just discovered the engineering department has also booked the same lab at the same time.

Write an email to IT Services Coordinator. In your email, do the following:

• Explain the double-booking situation and provide your confirmation details.
• Ask for help resolving the scheduling conflict.
• Suggest alternative labs or times you would accept.

Write as much as you can and in complete sentences.

To: IT Services Coordinator

Subject: Double booking in Computer Lab 3 — March 19

You have a health center appointment on Tuesday, March 25, at 9:30 AM. Your history class presentation has just been moved to that exact time, and it counts toward your final grade.

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

• Explain why you need to change your appointment.
• Propose alternative times when you are available.
• Apologize for the short notice and express flexibility.

Write as much as you can and in complete sentences.

To: Campus Health Center

Subject: Request to reschedule appointment — class conflict

You have a career counseling appointment on Thursday, April 3, at 1:00 PM. Your work-study supervisor just informed you that your shift has been moved to Thursday afternoons, creating a direct conflict. You need to meet before the spring career fair on April 10.

Write an email to Career Services. In your email, do the following:

• Explain the work-study schedule change that created the conflict.
• Suggest two specific alternative times for the appointment.
• Mention why meeting soon is important (upcoming career fair).

Write as much as you can and in complete sentences.

To: Career Services

Subject: Rescheduling career counseling appointment

You have an appointment with a general writing tutor at the Writing Center on Monday, March 31, at 11:00 AM. You now realize your main concern is structuring the literature review for your senior thesis, so you need a research paper specialist instead.

Write an email to Writing Center. In your email, do the following:

• Explain why you would like to switch to a different tutor.
• Ask whether a research writing specialist is available.
• Offer flexibility on the time and day if needed to accommodate the change.

Write as much as you can and in complete sentences.

To: Writing Center

Subject: Request to change tutor assignment — research writing

You scheduled a campus tour for your younger sister on Friday, April 11, at 10:00 AM. Her flight has been changed and she will now arrive on Friday evening instead of Thursday night.

Write an email to Admissions Office. In your email, do the following:

• Explain the travel change that created the conflict.
• Request a new tour date and suggest specific alternatives.
• Apologize for the inconvenience.

Write as much as you can and in complete sentences.

To: Admissions Office

Subject: Request to move campus tour to Saturday

You have a financial aid appointment on Wednesday, April 16, at 2:00 PM. Your statistics midterm exam has just been rescheduled to Wednesday from 1:30 to 3:00 PM, directly conflicting with your meeting. You need to discuss scholarship renewal documents before the April 25 deadline.

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

• Explain the exam rescheduling that created the conflict.
• Suggest two alternative days for the appointment.
• Mention the upcoming deadline to explain why meeting soon is important.

Write as much as you can and in complete sentences.

To: Financial Aid Office

Subject: Rescheduling appointment — exam conflict

Your student organization is hosting a charity fundraiser on Saturday, April 19, in the student union ballroom from 6:00 to 9:00 PM. You expect approximately 80 guests and need to coordinate food delivery and setup times with the catering company.

Write an email to Sunshine Catering. In your email, do the following:

• Confirm the date, time, location, and expected number of guests.
• Ask about the catering team's arrival and setup time requirements.
• Inquire about food delivery timing and cleanup logistics.

Write as much as you can and in complete sentences.

To: Sunshine Catering

Subject: Confirming event details and setup time — April 19 fundraiser

Your department's guest speaker lecture by Dr. Gupta is scheduled for Thursday, April 10, the same afternoon as the university-wide spring career fair. You are concerned attendance will be low.

Write an email to Dr. Morales. In your email, do the following:

• Describe the scheduling conflict and explain your concern about attendance.
• Suggest moving the lecture to a specific new date.
• Offer an alternative date in case the first suggestion does not work.

Write as much as you can and in complete sentences.

To: Dr. Morales

Subject: Possible date conflict — guest lecture and career fair

You are coordinating the fall orientation for incoming graduate students, which runs from August 25 to 27. You have reserved a two-hour slot on Tuesday, August 26, from 1:00 to 3:00 PM for a technology setup workshop led by the IT department.

Write an email to IT Training Team. In your email, do the following:

• Describe the workshop purpose and the reserved time slot.
• Ask the IT team to confirm their availability for that date and time.
• Inquire about any specific equipment or room setup they will need.

Write as much as you can and in complete sentences.

To: IT Training Team

Subject: Confirming technology workshop — graduate orientation Aug 26

Your student club's annual showcase night was scheduled for Saturday, April 26, from 6:00 to 10:00 PM. The venue just informed you the space is only available from 4:00 to 8:00 PM, requiring everything to shift two hours earlier.

Write an email to Club Members. In your email, do the following:

• Inform everyone about the venue's time change and the new schedule.
• Ask members to adjust their preparation and arrival times accordingly.
• Request that anyone with a conflict let you know by a specific deadline.

Write as much as you can and in complete sentences.

To: Club Members

Subject: Important time change for showcase night — two hours earlier

You are organizing a panel discussion on climate policy on Friday, May 2, from 3:00 to 5:00 PM in Room 301. One panelist, Dr. Langston, will join remotely from Vancouver and needs video conferencing equipment.

Write an email to Tech Support Team. In your email, do the following:

• Describe the event details and explain which panelist will join remotely.
• Specify the equipment you need (display, webcam, microphones).
• Ask when the tech team can have the equipment tested and ready.

Write as much as you can and in complete sentences.

To: Tech Support Team

Subject: Video conferencing setup needed — May 2 panel discussion

Two of your required courses — Introduction to Linguistics (LING 201) and Statistics for Social Sciences (STAT 210) — have both been moved to Mondays and Wednesdays from 11:00 AM to 12:15 PM. Neither has an alternative section this semester.

Write an email to Registrar's Office. In your email, do the following:

• Explain the specific scheduling conflict between the two courses.
• Ask for help exploring options to resolve it.
• Offer to visit the office in person if that would be helpful.

Write as much as you can and in complete sentences.

To: Registrar's Office

Subject: Class schedule conflict — two required courses at the same time

You work a Thursday afternoon shift at the library front desk from 1:00 to 5:00 PM. Your sociology professor just assigned a semester-long group project, and your team's only overlapping free time is Thursdays from 2:00 to 4:00 PM.

Write an email to Ms. Patterson. In your email, do the following:

• Explain the academic conflict with your current shift schedule.
• Propose two specific alternatives for your work hours.
• Emphasize your commitment to fulfilling your work-study hours.

Write as much as you can and in complete sentences.

To: Ms. Patterson

Subject: Request to adjust Thursday shift — group project conflict

You signed up for a community garden cleanup volunteer event on Saturday, April 5, from 9:00 AM to 1:00 PM. A family commitment has come up that same morning and you cannot attend.

Write an email to Volunteer Coordinator. In your email, do the following:

• Explain why you can no longer attend the scheduled session.
• Ask whether you can switch to a specific alternative date.
• Offer to volunteer at any other upcoming event if needed.

Write as much as you can and in complete sentences.

To: Volunteer Coordinator

Subject: Switching volunteer session to a different date

You are on both the basketball team and the debate team. Due to a gymnasium renovation, basketball practice has been moved to Tuesdays and Thursdays at 4:00 PM, which now overlaps with your debate team rehearsals.

Write an email to Coach Williams. In your email, do the following:

• Explain how the facility closure created a scheduling overlap.
• Suggest two specific schedule adjustments that could resolve the conflict.
• Emphasize your commitment to the team and willingness to help find a solution.

Write as much as you can and in complete sentences.

To: Coach Williams

Subject: Practice time conflict — basketball and debate overlap

You are about to start a summer internship at Greenfield Labs. The mandatory orientation on May 9 at 10:00 AM conflicts with your organic chemistry final exam review session, which runs from 9:30 to 11:30 AM.

Write an email to Ms. Huang. In your email, do the following:

• Express your excitement about the internship.
• Explain the specific conflict with your exam review session.
• Ask whether a virtual option or an alternative orientation date is available.

Write as much as you can and in complete sentences.

To: Ms. Huang

Subject: Orientation conflict — requesting virtual or alternative option