Explanation
Exercises
B2 Pre-Advanced Writing · Lesson 12

Write a Professional Email Responding to a Problem

Professional problem responses build trust by acknowledging responsibility, separating verified facts from assumptions, and making the follow-up clear.

B2 Pre-AdvancedProfessional response email35 min190–200 words
Lesson progress
Explanation · 1 / 4
Study the model carefully: both practice exercises ask questions about this exact text.
Learning objective

You will learn to acknowledge a reported issue, explain confirmed causes, outline corrective and preventive actions, give timelines, and provide a clear follow-up route.

Model text

Dear Ms Alvarez, Thank you for letting us know that several participants were unable to access yesterday’s online training session. We have reviewed the registration records and confirmed that an automated update sent some attendees an outdated meeting link. I apologise for the disruption, particularly because the session included material needed for next week’s assessment. We have now corrected the link in the registration system and tested it from three external accounts. All affected participants will receive a new message this afternoon containing the correct link, a recording of the missed session, and the presentation slides. In addition, we have extended the assessment deadline from Monday to Wednesday so that nobody is disadvantaged by the technical problem. Our technical team is also changing the update process so that old links are removed automatically when a session is rescheduled. We expect this change to be completed by Friday, and we will confirm completion in a short follow-up message. Please ask any participant who still has difficulty accessing the materials to reply directly to this email. I will monitor responses personally until the issue is fully resolved. Kind regards, Thomas Reed Training Coordinator

How to write

1
Acknowledge the reported problem promptly
2
Explain the cause factually without becoming defensive
3
State what has already been corrected
4
Describe practical support and a fair adjustment for affected people
5
Give a timeline and a clear route for further contact

Useful language

Thank you for letting us know...We have reviewed... and confirmed...I apologise for...We have now corrected...In addition,...Please ask... to reply directly...

B2 Pre-Advanced focus: Develop ideas with specific evidence, varied linking, precise vocabulary, and a register appropriate to the text type.

Exercises:
1
2
3
Exercise 1 · Language in the model text

Write a Professional Email Responding to a Problem

Read the model text closely. Analyse the exact grammar, vocabulary, linking, stance, and register choices.

Answer questions about this lesson’s unique model text.
Exercise 1 · 2 / 4
You need at least 5 correct answers out of 6.
Why is “Thank you for letting us know” effective at the start?
What does “confirmed” add in “We have reviewed the registration records and confirmed...” ?
Why does the apology mention the assessment?
What is the purpose of “In addition” before the extended deadline?
Why is “We expect this change to be completed by Friday” useful?
Which phrase best preserves a professional but helpful tone?
Exercise 2 · Structure and development

Write a Professional Email Responding to a Problem

Read the model text closely. Analyse how its ideas are ordered, developed, connected, and concluded.

Answer questions about this lesson’s unique model text.
Exercise 2 · 3 / 4
You need at least 5 correct answers out of 6.
Why does the email explain the cause before listing solutions?
Which paragraph contains the immediate corrective actions?
Why are the recording, slides, and deadline extension grouped together?
What is the structural purpose of the paragraph about changing the update process?
Why does the writer offer to monitor replies personally?
Which order best represents the email?
Exercise 3 · Independent writing

Write a Professional Email Responding to a Problem

Apply the writing skills you analysed in this lesson’s model text.

Complete the writing task independently.
Exercise 3 · 4 / 4
Write 190–200 words. Up to 210 words is accepted.
Your task

Respond professionally to a reported problem by acknowledging it, explaining verified causes, and giving corrective and preventive actions. Use your own ideas and examples; do not copy the model text.

  • Use an appropriate professional greeting
  • Acknowledge the reported problem
  • Explain a verified or carefully stated cause
  • Describe corrective actions already taken
  • Give prevention, a timeline, or a fair adjustment
  • Provide a clear follow-up route and professional closing
Thank you for letting us know...We have reviewed... and confirmed...I apologise for...We have now corrected...In addition,...Please ask... to reply directly...
Your writing
0 words · Target: 190–200

Your draft is saved automatically on this device.

Quick check
•Write about 190–200 words
•Use an appropriate professional greeting
•Acknowledge the reported problem
•Explain a verified or carefully stated cause
•Describe corrective actions already taken
•Give prevention, a timeline, or a fair adjustment
•Provide a clear follow-up route and professional closing
•Use at least 8 clear sentences
AI feedback

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