The key idea
Answer every question and request in the received email, in the same order, with useful details.
What is it for?
To write a complete email reply that answers every question and request clearly.
What you need to know
- A friendly opening that thanks the sender.
- A clear answer to every question and request.
- Useful details about times, places, plans or reasons.
- One paragraph for each main point.
- A final sentence that explains the next step.
1. Read the email before you reply
Read the whole email first. Mark every question and request. Make a short list of the points you must answer. Check the list again before you finish.
- Look for question words such as when, where, what and why.
- Look for requests, such as asking you to bring something.
- Write one short note for each point.
When will you arrive?
You must give an arrival time.
Could you bring a board game?
You must say whether you can bring one.
2. Open the reply clearly
Start with a friendly greeting. Thank the sender for the email. Then show that you are answering their questions. This helps the reader follow your reply.
- Use a greeting that suits your relationship.
- Thank the sender when it feels natural.
- Use a short sentence to introduce your answers.
Thanks for your email about Saturday.
This names the reason for writing.
You asked about our plans for the weekend.
This introduces the main topic.
3. Answer every point in order
Follow the order of the questions in the first email. Give each main point its own paragraph. This makes your reply easier to read. Add a detail when it helps the reader understand your answer.
- Answer the first question before moving to the next.
- Use a new paragraph for each main point.
- Include useful details, such as a time or place.
- Do not add details that do not help.
As for the time, I should arrive at six.
This answers a question about arrival.
I can bring a word game that we played last month.
This answers a request and adds a useful detail.
4. Finish with the next step
End with a short sentence about what happens next. You can ask the reader to confirm a plan or invite them to send more information. Then add a suitable closing.
- Check whether you need an answer from the reader.
- Use a clear phrase to invite a reply.
- Choose a closing that suits your relationship.
Let me know if the time changes.
This explains what information you need.
See you on Saturday!
This ends a friendly email naturally.
How to do it, step by step
- Greet the sender and thank them.
- Introduce the reason for your reply.
- Answer each question in the original order.
- Add details that help the reader understand your plans.
- Explain the next step and close the email.
Formulas and key language
| Use it for | Example | Another example |
|---|---|---|
| Thanks for your email about + topic. | Thanks for your email about the school trip. | Thanks for your email about Saturday's lunch. |
| You asked about + topic. | You asked about the meeting time. | You asked about my travel plans. |
| As for + noun, + answer. | As for the time, I will arrive at six. | As for lunch, I would prefer pasta. |
| I should arrive at + time. | I should arrive at half past five. | I should arrive at the station at noon. |
| I can bring + item. | I can bring a card game. | I can bring some extra cups. |
| I also wanted to say + information. | I also wanted to say that my train is direct. | I also wanted to say that I have a spare ticket. |
| The reason is that + explanation. | The reason is that my bus leaves early. | The reason is that I have work that morning. |
| Let me know if + sentence. | Let me know if you need anything else. | Let me know if the meeting time changes. |
| I look forward to + noun or verb ending in -ing. | I look forward to the visit. | I look forward to seeing everyone. |
UK / US: Both British and American English use these reply phrases. Some spelling and everyday word choices differ, but the email structure stays the same.
Level up: Replace basic words (good, very, nice) with stronger ones. See our A2 to B1 upgrades page.
Model text
A Received Email and a Complete Reply
Received email
Hi Alex, I'm planning a picnic on Sunday. What time can you arrive? Would you prefer sandwiches or pasta? Could you bring a game for everyone? We can meet near the lake if the weather stays clear. Please tell me by Friday, so I can buy the food. It would be great to see you again. Best, Mia
This email asks three questions or requests. The reply must answer all three.
Reply: Opening
Hi Mia, thanks for your email about the picnic. You asked about my arrival time, lunch and the game.
The opening thanks Mia and names every point.
Reply: Answers
As for the time, I'll arrive at eleven on Sunday. I'd prefer sandwiches because they're easy to eat outside. I can bring a word game that works well for groups. I'll check the weather before I leave, so I'll message you if my plans change.
The reply answers each point in order and adds useful details.
Reply: Closing
Let me know if you need anything else. I'm looking forward to the picnic! See you Sunday, Alex
The ending invites another message and confirms the plan.
Common mistakes
✗ You asked about my arrival time. I will arrive at eleven.
✓ You asked about my arrival time. I will arrive at eleven on Sunday.
The day helps the reader understand your plan.
✗ Thanks for your email. I can bring a game. See you.
✓ Thanks for your email. I can bring a word game. See you Sunday.
A specific item and day make the reply more useful.
✗ As for lunch, I prefer sandwiches. As for the game, I can bring cards.
✓ As for lunch, I prefer sandwiches. I can also bring a card game.
Use linking phrases when they help, not in every sentence.
✗ Let me know you need anything else.
✓ Let me know if you need anything else.
Use if to ask whether something is needed.
✗ Hi Mia, Thanks for your email.
✓ Hi Mia, thanks for your email.
Keep the first word after a greeting lowercase when the sentence continues.
✗ I look forward to see you.
✓ I look forward to seeing you.
Use a verb ending in -ing after look forward to.
Plan it, then check it
Plan
- Read the email and list every question and request.
- Put the points in the same order as the original email.
- Choose one paragraph for each main point.
- Add useful details and plan a clear ending.
Check
- Did I answer every question and request?
- Did I follow the original order?
- Did I add useful details without extra information?
- Did I include a clear next step and a suitable closing?
- Did I check names, times, spelling and punctuation?
Practice
Choose the Complete Reply
Read the email. Choose the reply that answers every question or request.
1.Email: What time will you arrive? What would you like to eat? Can you bring a game?
The second reply gives the time, food choice and game.
2.Email: Where shall we meet? Can you come by bus?
The first reply answers both the place and travel questions.
3.Email: Do you need a ticket? When will you arrive?
The third reply answers the ticket and arrival questions.
4.Email: What should I buy? Can you help me cook?
The second reply gives a shopping list and offers help.
5.Email: Can you bring your camera? How long can you stay?
The first reply answers both the request and the time question.
6.Email: Which train will you take? Would you like me to collect you?
The third reply names the train and answers the offer.
Build the Reply Sentence
Put the words in the correct order. Use every word.
1.Put the words in order:
yourforthanksemail
This is a clear and friendly opening.
2.Put the words in order:
theyoutimeaskedabout
This sentence introduces a question from the first email.
3.Put the words in order:
sixarriveatI'll
This sentence gives a clear arrival time.
4.Put the words in order:
Icanagamebring
This sentence answers a request directly.
5.Put the words in order:
needifelseletyouknowanythingme
This ending invites the reader to ask for more.
Complete the Reply
Complete each sentence with one suitable reply phrase.
1. your email about the picnic. (Thank the sender.)
Thanks for is a common way to begin a friendly reply.
2.You about the arrival time.
You asked about introduces a question from the first email.
3.As the food, I'd prefer sandwiches.
As for introduces a particular topic.
4.I can a card game for everyone.
Bring tells the reader what you can take with you.
5.Let me know you need anything else.
If introduces a question about a possible need.
6.I look forward to you on Sunday. (see)
Use a verb ending in -ing after look forward to.
Fix One Small Mistake
Correct the single mistake in each sentence.
1.Thanks of your email.
Use for after thanks in this phrase.
2.You asked about the time, so I'll arrive on six.
Use at with a clock time.
3.I can bringing a card game.
Use the base verb after can.
4.Let me know you need anything else.
Use if to ask whether the reader needs something.
5.I look forward to see you on Sunday.
Use a verb ending in -ing after look forward to.
Now write
Your task
You received this email from your friend Sam: "Hi! I'm planning dinner at my home on Saturday. What time will you arrive? What would you like to eat? Can you bring a game for everyone? Please reply by Thursday, so I can plan the evening." Write your reply in 8-10 sentences. Thank Sam, answer all three questions, and add useful details. Keep the same order as the questions. End with a clear next step and a friendly closing. Use made-up details.
Word bank
Thanks for your emailYou asked aboutAs for the timeat half past sixI'd preferbecause it's easy to shareI can bringa card gameI also wanted to sayLet me know iflooking forward toSee you on Saturday
Sentence starters
- Thanks for your email about...
- You asked about...
- As for the time, ...
- I'd prefer ... because ...
- I can bring ...
- Let me know if...