SHL Email Writing Examples

What the SHL Email Writing Assessment Looks For

The task: write a professional email based on a short brief (bullets, notes, or a scenario). Your score depends on how well you convert those notes into a clear, action-oriented message.

Core criteria typically evaluated

• SHL OPQ Personality Test Preparation
• SHL Assessment Test
• SHL Situational Judgement
• SHL Numerical Reasoning

5-Step Structure for High-Scoring Emails

1. Subject line: Specific and outcome-oriented.
2. Opening purpose: One sentence that states the reason you’re writing.
3. Key information: Two to five short lines or bullets that cover the brief.
4. Clear ask / next step: What you need, by when, and how to respond.
5. Professional close: Polite sign-off with contact info if relevant.

SHL-Style Email Writing Examples (U.S. Business Tone)

Each example includes: a compact brief, a model email, and a quick “why it works.”

1) Customer Delay Update (External)

Brief: Order #78422 delayed 3 days due to supplier issue; offer free expedited shipping; provide revised delivery date (May 9); invite reply with questions.

Model Email

Subject: Update on Your Order #78422 and Expedited Shipping

Hi Ms. Carter,

I’m writing to update you on order #78422. Due to an unexpected supplier delay, your package will arrive on May 9. To make this right, we’ve upgraded you to expedited shipping at no cost.

If you prefer an alternative option, reply to this email and I’ll assist right away.

Best regards,
Avery Morgan
Customer Operations

Why it works: Hits every required point, keeps tone apologetic yet confident, and ends with a clear path to resolution.

2) Internal Project Status (Cross-Functional)

Brief: Project Orion sprint 14; completed data pipeline; testing starts Wednesday; risk: third-party API limits; mitigation: caching; need product sign-off by Friday.

Model Email

Subject: Orion – Sprint 14 Update and Friday Sign-Off Needed

Hi team,

Quick update on Sprint 14:

• Completed: data pipeline build.
• Next: QA testing begins Wednesday.
• Risk: third-party API rate limits; Mitigation: caching layer in place.

Action needed: Product sign-off on the updated specs by Friday EOD so QA can proceed without delay.

Thanks,
Jordan

Why it works: Skimmable bullets, explicit risk/mitigation, and a dated ask.

3) Interview Scheduling (Recruiting)

Brief: Invite candidate to virtual interview; provide two time blocks (Tue 10–12 ET, Wed 2–4 ET); mention Zoom link to follow; request resume PDF.

Model Email

Subject: Interview Availability – Marketing Analyst

Hi Taylor,

We’d like to schedule your virtual interview for the Marketing Analyst role. Are you available Tuesday 10:00–12:00 ET or Wednesday 2:00–4:00 ET? I’ll send a Zoom link once we confirm.

Please reply with your preferred time and a PDF of your latest resume.

Best,
Renee
Talent Acquisition

Why it works: Clear choices, timezone specified, and a concrete request.

4) Deadline Extension Request (Upward)

Brief: Need 2 extra business days on Q2 report; reason: new data set requires reconciliation; offer partial draft by original date.

Model Email

Subject: Q2 Report – Request for 2-Day Extension

Hi Alex,

To incorporate the newly received data set and ensure accuracy, I’m requesting a two-business-day extension on the Q2 report. I can share a partial draft by the original date and deliver the final on Thursday.

Let me know if this works or if you’d like a shorter interim update.

Thank you,
Sam

Why it works: Gives a reason, proposes a specific new date, and offers a compromise.

5) Clarifying an Ambiguous Request (Peer)

Brief: Product manager asked for “the latest numbers”; clarify scope: revenue or traffic; time window; segment; deadline.

Model Email

Subject: Quick Clarification on “Latest Numbers”

Hi Priya,

To send the correct data, could you confirm:

• Are you looking for revenue, traffic, or both?
• Which time window (last 7 days, month-to-date)?
• Any specific segment (e.g., U.S. only)?
• Deadline for the report?

Once I have these, I’ll deliver the file the same day.

Thanks,
Chris

Why it works: Targets the ambiguity directly and accelerates delivery.

6) Handling a Complaint (External)

Brief: Client reports recurring login errors; apologize; explain root cause under investigation; provide workaround; promise next update tomorrow 11 a.m. ET.

Model Email

Subject: Login Issue – Workaround and Next Update

Hi Mr. Nguyen,

I’m sorry for the repeated login errors you’ve experienced. Our team is investigating the root cause. In the meantime, the following workaround is working consistently: clear cache and log in via app.company.com/login.

I’ll send a status update by tomorrow at 11:00 a.m. ET.

Appreciate your patience,
Dana
Customer Success

Why it works: Apology, interim solution, and a dated follow-up promise.

7) Sales Follow-Up Summary (External)

Brief: Summarize call; key benefits: reduce processing time by 35%, SOC-2 compliance; next step: pilot in two stores starting June 3; request confirmation.

Model Email

Subject: Next Steps from Today’s Call – Pilot Starting June 3

Hi Alicia,

Great speaking today. As discussed, our solution can cut processing time by ~35% and maintains SOC-2 compliance. For next steps, we propose a pilot in two stores starting June 3.

Please reply “Confirmed” to lock the pilot start date, and we’ll send the SOW.

Regards,
Marcus

Why it works: Tight recap, measurable benefit, and a one-click action.

8) Apology and Corrective Action (Internal)

Brief: Missed a dependency causing a one-day slip; apologize; outline corrective actions: shared checklist, daily sync; new delivery date.

Model Email

Subject: Timeline Slip and Corrective Actions

Hi team,

I missed a dependency in the handoff, which caused a one-day slip. I’m sorry for the impact. To prevent recurrence, I’ve added the dependency to our shared checklist and scheduled a daily 10-minute sync for the remainder of the sprint.

Revised delivery: tomorrow by 4 p.m.

Thanks,
Lena

Why it works: Owns the issue, lists concrete fixes, sets a new date.

9) Executive Escalation (Upward)

Brief: Budget overrun risk due to vendor rate increase; options: reduce scope by 10% or add $40k; request decision by Friday noon ET.

Model Email

Subject: Decision Needed: Scope Reduction vs. +$40k Budget

Hi Jordan,

Vendor rates increased mid-contract, creating a budget overrun risk. Two options:

1. Reduce scope by 10% (keeps budget).
2. Increase budget by $40k (keeps scope).

Please advise on your preference by Friday 12:00 p.m. ET so we can finalize the SOW.

Thanks,
Priyanka

Why it works: Presents clear choices with trade-offs and a firm deadline.

10) Data Request (Cross-Team)

Brief: Need weekly revenue by state for last 8 weeks; CSV format; due Thursday 3 p.m. ET; destination folder: /Finance/Weekly.

Model Email

Subject: Request: Weekly Revenue by State (Last 8 Weeks)

Hi Data Team,

Could you export weekly revenue by U.S. state for the last eight weeks in CSV and place it in /Finance/Weekly by Thursday 3:00 p.m. ET?

If any fields are extra work, let me know and I’ll adjust.

Thank you,
Elijah
Finance

Why it works: Specific fields, format, location, and deadline—all in one place.

High vs. Low Scoring: One Prompt, Two Answers

Prompt: Inform a vendor that their delivery was short by 22 units; request replacement by Friday; include PO #99215; attach photo evidence; maintain relationship.

High-Scoring

Subject: PO #99215 – Request to Replace 22 Shorted Units

Hi Aria,

On PO #99215, yesterday’s shipment arrived 22 units short. I’ve attached photos from receiving. Could you send replacements to our Dallas DC to arrive by Friday?

We appreciate the partnership and want to keep the schedule on track.

Best,
Noah

Why it scores well: Includes PO number, shortage count, attachment mention, destination, and deadline—polite but firm.

Low-Scoring

Subject: Missing stuff

Hi,

We got less than we ordered. Send the rest ASAP.

Thanks.

Why it scores poorly: Vague, no numbers, no PO, no deadline, and not relationship-minded.

Templates You Can Reuse

Inform + Ask Template

• Subject: [Topic] – [Action Needed] by [Date/Time]
• Hi [Name],
• I’m writing about [topic/purpose].
• Key points: [A], [B], [C].
• Request: Please [action] by [date/time].
• Thanks,
• [Your name]

Apology + Remedy Template

• Subject: Update on [Issue] and Next Steps
• Hi [Name],
• I’m sorry about [issue]. We’ve identified [root cause].
• Immediate fix: [workaround/remedy].
• Next update: [date/time].
• Best,
• [Your name]

Common Mistakes That Lower Scores

• Missing required details from the brief (numbers, dates, IDs).
• Weak subject lines that don’t preview the outcome.
• Walls of text—no bullets, no white space.
• Soft asks (“Let me know”) with no deadline.
• Informal tone or slang in external emails.
• Typos and formatting errors (especially names, dates, and PO numbers).

Final 10-Point Checklist (Use Before You Submit)

1. Strong, specific subject line
2. Direct purpose in sentence one
3. All mandatory details included
4. Logical order and short paragraphs
5. Bullets for 3+ items
6. Clear ask with date/time
7. Professional, U.S.-appropriate tone
8. Names, numbers, and links verified
9. Clean sign-off with your name/title
10. Spellcheck and read aloud once

Timed Practice Drills (Free Practice Prompts)

Try writing each email in 6–8 minutes:

1. Vendor Notice: Shipment damaged; 5% of units unusable; request credit or replacement by next Monday; attach photos.
2. Stakeholder Update: Beta sign-ups exceeded target by 18%; two bugs remain; hotfix ETA Thursday; ask to keep launch date.
3. Customer Outreach: Price increase of 3% effective July 1; existing contracts honored; offer 12-month renewal at current rate if signed by June 15.
4. HR Follow-Up: Employee submitted incomplete benefits form; missing dependent info; deadline Friday; offer help session link.
5. IT Ticket Escalation: VPN failures for remote sales team; started after patch; request rollback window tonight 8–10 p.m. ET.

FAQs

1) How long should my SHL email be?
Aim for 120–180 words unless the brief requires more. Prioritize clarity over length.

2) Do bullets help or hurt my score?
Used sparingly for lists, bullets improve readability and usually help.

3) Should I mirror the brief’s wording?
Cover every point, but rewrite in clean, natural business English. Don’t copy verbatim.

4) How formal should the tone be?
External emails: more formal. Internal emails: crisp and friendly, but still professional.

5) How do I handle missing info?
State what’s missing and propose next steps. Example: “Please confirm the timeframe (last 7 days vs. month-to-date).”

6) What if there are numbers and IDs?
Repeat them exactly and place them where readers expect (subject and first paragraph).

7) What’s the fastest way to boost my score?
Start with a results-focused subject line, include every required detail, and end with a dated, actionable request.