The importance of tone in IELTS letter writing
A very important aspect of writing a letter in the General Writing test is paying attention to tone.
In fact, using the wrong tone in a letter can have a negative overall effect on your writing, and lower the band score.
Marking Criteria
Using tone in an appropriate and consistent manner gives you a chance of achieving Band 7 in Task Achievement.
It’s important to consider the structure and vocabulary and also consider the opening and closing sentences. These will often affect the tone of your writing.
I’m going to look at structured sentences, purpose and suitable salutations. If you can practice and remember these tips, they will improve the tone of your writing.
Here is a typical IELTS General Task 1 prompt.
Write a letter to your college library.
You have borrowed some library books but cannot return them before the return due date.
- Say what these book are
- Say why you cannot return the books before the due date
- Suggest what you would like the library to do
One of the first things you should do, as a writer, is decide on the appropriate tone of the letter
Before you start
First, work out if the letter should be formal, neutral or informal.
In this case, you are writing to the library so it will be a formal letter because you are dealing with an official.
Make a note of the number of things you need to mention in the letter and decide what you want the library to do.
Notice there are three prompts in this task which are; name the books, give a reason and make a suggestion.
Writing Plan
A formal letter really must have a clear structure.
There should be an
- Opening: explaining who you are and your purpose for writing
- Body: providing the necessary information
- Closing: making any action point clear – what do you want the reader to do?
Tone for opening and closing the letter
Remember to open and close the letter appropriately.
If you know the name of the person you are writing to (e.g. John Gray) then begin with
Dear Mr Gray
and end the letter with
Yours sincerely
If you do not know the name of the person you are writing to, then open the letter with
Dear Sir/Madam
and end the letter with
Yours faithfully
You do not have to use your real name or information in the answer and you don’t have to write any address. You are free to choose any personal information you wish, it does not have to be true.
The writing used for opening and closing a letter
This really depends on the purpose of the letter and the prompt that needs to be answered
The IELTS test may present any number of letter prompts, for example, you might be asked to write a
- a letter of complaint
- a letter of request
- a letter of application
- an invitation
- a recommendation
- an enquiry
Obviously, the tone for each letter will be different, for example a letter of complaint is very different to an invitation.
Using Model Verbs to improve tone
You can also think of tone as how polite, friendly or direct your writing is.
Certain modals can add politeness to a letter.
For example, if you are writing to someone in authority, like a professor or a colleague, use modal verbs so you don’t appear too direct.
Using modals such as might, may, could, can, and would can also help your writing appear friendly and polite.
Likewise, avoid using ‘must’ and ‘have to’ even in letters of complaint as this may make the tone too strong and therefore too rude and pushy.
In this example, you should not be too strong in your tone of writing, as you are hoping the library will agree to your suggestions. Modal verbs, such as could, would and might may be appropriate.
The content is your choice
Whatever you plan to write and the content of the letter is your choice.
A feature of letter writing, especially more formal letters, is that writing conventions are often followed.
It is very common to use opening and closing sentences depending on the purpose of the letter.
For example, if you are writing to complain, a possible opening sentence could be
- I am writing to complain about the service I received etc
- l wish to complain about the service I received
and a closing sentence could be
- I hope that you deal with my complaint within a suitable time period
- I trust that you will resolve this matter speedily
It’s always a good idea to look at a selection of examples and try to remember the basic writing structures, so you can use them in the exam.
Here are some examples that you can use in the test but remember the content is always your own, and in response to the prompt.
1 – IELTS General Training –
Writing Task 1 (Letters of Application)
Dear Sir/Madam,
PARAGRAPH 1: Reason for writing
I am writing with regard to your advertisement..
I am writing to apply for the post/job/position of/ which I saw advertised in…..
PARAGRAPH 2: Qualifications/training/previous experience/skills/personal qualities
For the past year I have been working as….
I graduated in 2019 with a degree in….
I am organised, a team player, work well under pressure…
FINAL PARAGRAPH: Closing remarks
Please contact me regarding any queries you may have.
I look forward to hearing from you in due course.
I enclose my CV and would happily attend an interview at a time convenient to you.
Yours faithfully,
2 – IELTS General Training –
Writing Task 1 (Letters of Invitation)
Dear Roland,
PARAGRAPH 1: reason for writing (to invite)
I’m writing to invite you to…
I’d love it if you could come to…
We’re organising a surprise party/gathering/birthday party/a meal…. and would love it if you could come.
PARAGRAPH 2: details/directions
In case you don’t know the way, I’ll give you some directions.
Here are a few directions so you don’t get lost.
FINAL PARAGRAPH: closing remarks
Look forward to seeing you then.
I hope you’ll be able to make it.
Please let me know as soon as possible if you are able to come.
Love, Kind Regards,
3 – IELTS General Training –
Writing Task 1 (Letters of Complaint)
Dear Sir/Madam,
PARAGRAPH 1: reason for writing
I am writing to complain about/regarding/because of/on the subject of…..
I am writing to you in connection with……
PARAGRAPH 2: complaints and justification
Although I have only used the air conditioning unit once, it no longer works. I have called your shop twice but you have not taken any action.
FINAL PARAGRAPH: suggested actions to be taken and closing remarks
I assume you will replace the air conditioning unit. I hope the matter will be resolved promptly.
Yours faithfully
Can I be penalised for Formulaic Sentences?
Don’t worry too much about formulaic sentences.
Unlike task 1 Charts and Tables or an essay in Task 2, you are unlikely to get penalised for using formulaic sentences in a letter.
The reason is that letter writing often follows certain rules and conventions in terms of structure and tone. Often this depends on who you are writing to, and for what reason.
It’s common to see structures such as ‘ I am writing to complain’ or ‘ I wish to request’ and ‘I hope to receive a response as soon as possible’ and more.
Remember the greeting and salutation!
Dear Sir/Madam / Yours faithfully, David Mustafa
Dear Mr Jones / Yours sincerely, David Mustafa
Dear Jim / Kind Regards, Jonathan
Dear Lottie / Love Bill
Write a letter to your college library.
You have borrowed some library books but cannot return them before the return due date.
- Say what these book are
- Say why you cannot return the books before the due date
- Suggest what you would like the library to do
Sample answer
Dear Sir/Madam,
My name is Steven James and I am a student at the University of Boston. My student ID is 667898.
I recently borrowed two books from the library, Introduction to Economics and Global and American Economics. I am writing to inform you that, unfortunately, I will not be able to return them by the due date of 19th of September.
I have just received an email to say a family member is unwell and I am planning to return home. I will be leaving later this evening and will not return until the 1st of October.
Since I will not be able to return the books I would like to know if it is possible for the loan to be extended for one week. Can you change the due date to the 7th of October so I can return the books without receiving a late fine.
I would appreciate if you could email me your decision using my university email address [email protected]
Thank you in advance.
Yours faithfully,
Steven James
(150 words)
Wonderful