Here is a model email that covers all four points in 160 words (163 with the subject line).
Subject: My friend’s visit
Hi Alex,
How are you? I’m writing to tell you about my friend Ben, who is visiting your city next week. Thank you so much for agreeing to show him around — I really appreciate it.
Ben is sixteen and quite tall, with short dark hair and glasses. He usually wears jeans and a blue jacket, and he’ll probably be carrying a black camera, so he’s easy to recognise. He’s friendly and talkative, although he can be a bit shy at first. He loves meeting new people and usually makes them laugh. He’s also quite organised, so he won’t forget to thank you! In his free time, he’s interested in photography and street food. He enjoys taking photos of interesting buildings and trying local dishes, so I’m sure you’ll find plenty to do together.
Could you meet him at the station at ten on Monday? If you have any questions, just text me.
Thanks again for your help!
Best wishes, Sam
How to build a similar email
- Open with a friendly greeting and purpose: “I’m writing to tell you about…”
- Describe appearance clearly: height, hair, glasses and typical clothes. Add one identifying detail, such as a camera.
- Describe personality with examples: “friendly and talkative”, “a bit shy at first”, “makes people laugh”.
- Mention interests: photography and street food, then explain what he enjoys doing.
- Arrange practical details and thank your cousin: suggest a meeting place and time, then finish with “Thanks again for your help!”
Check: all four bullet points are covered, the tone is friendly and informal, and the email is within the required 150–170 words.