Formal letters in the General Test

In IELTS Writing paper Task 1 you may be asked to write a formal letter to someone you do not know well. This means that your language should be more formal and polite (e.g. avoid contractions such as ‘I’m’, ‘I’d‘ or ‘can’t‘ and try to increase the use of modal verbs, like ‘could’ and ‘would’).

Answering a Formal question 

Take a look at this task, then check out our advice on how to answer the question and finally our sample answer.

Task

You should spend no more than 20 minutes on this task.

You borrowed some books from your school or college library. Unfortunately, you have to go away to visit a sick relative and cannot return the books in time.

In your letter to the library.

• Explain what has happened
• Give details of the books
• Tell them what you want to do about it.

You should write at least 150 words.

You DO NOT need to write your own address.

Begin your letter as follows: Dear………,

Remember you must

• Answer the number of prompts, ideally in seperate paragraphs
• Expand on each prompt to display a variety of grammar and vocabulary
• Open and close the letter with appropriate formality
• Use language that distances the reader and writer
• Use formal grammar structures
• Use long forms of contracted words
• Use formal vocabulary 

Remember you shouldn’t

• Use informal punctuation i.e , contracted words
• Use vocabulary and collocations associated with friends, family and close colleagues
• Use language that distances the reader and writer
• Use formal terms of address
• Use formal grammar structures
• Use long forms of contracted words
• Use formal vocabulary 

Advice on how to complete this task

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 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.

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?

 

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. You are free to choose any personal information you wish.

You should spend no more than 20 minutes on this task.

You borrowed some books from your school or college library. Unfortunately, you have to go away to visit a sick relative and cannot return the books in time.

In your letter to the library.

• Explain what has happened
• Give details of the books
• Tell them what you want to do about it.

You should write at least 150 words.

Sample answer 1

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 19^th of September.

I 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 1^st 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 7^th of October so that 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)

Sample answer 2

You are studying part-time at a university and have the opportunity for additional work experience but do not have enough time for all your classes. You want to postpone an optional class until the next semester.

Write a letter to your professor. In your letter

• say why you want to want to do
• say why you are postponing the class
• say what you intend to do to make up the missed classes

Write at least 150 words.

You do NOT need to write any addresses.

Begin your letter as follows:

Dear……         

Dear Professor Patel

I am writing to request the postponement of an ‘optional’ class I am taking this semester. As you are aware, I enrolled on Lng3452, Introduction to French as an additional class to further my experience at the University of Bristol. So far, I have been enjoying the class and have learnt a lot of practical language. However, I have to temporially withdraw from this class as I have been offered another opportunity more directly related to my studies.

I have been given the chance to work as an Intern for the next 6 weeks, at an agency based in London. Because of the distance involved, it would be unfair on other students if were to arrive late for the evening French classes and I am also likely to be quite tired. In addition, I am hoping there is an opportunity to extend the intern into the summer vacation period. I do hope you understand.     

I have spoken to the tutor and she has agreed to let me have the class materials for the sessions I miss.  I intend to use these in my own time so that I am up-to-date with the class when I rejoin in six weeks time.

Yours faithfully

Clara Smicht   

Sample answer 3

You live in a rented apartment. You are happy with the apartment, but you would like your landlord to make an improvement to it.

Write a letter to your landlord. In your letter

• say why you are happy with the apartment
• describe the improvement that you would like
• explain why the improvement would be a good thing

Write at least 150 words.

You do NOT need to write any addresses.

Begin your letter as follows:

Dear . . . . . . . . . . . . . . . ,

Dear Mr Ashcroft

I am just writing to say how happy I am with the apartment my wife and I have let from you. The location of the Metro is so convenient,  it means getting to the city and to work is much better than our previous flat. When we viewed the apartment for the first time, we asked about the possibility of redecoration and you didn’t seem to think this would be a problem. 

I trust you are happy with us as tenants so far, and as we have signed a long lease, we wondered if you would agree to redecorate the hall and living room of the apartment. The paint is looking a little tired and dated and would benefit from a fresh coat of neutral colour. In addition, some of the gloss paint is chipped and it would be worth doing this at the same time. 

I think it would be a good investment and will bring the flat up-to-date as a neutral colour is much more contemporary and improves the light and the value of the property. In addition, when you come to relet the property it will make it much more appealing to a prospective new tenant.

Yours faithfully

Mr and Mrs Mucha

Sample answer 4

There is a problem with the changing rooms in the sports centre that you visit. You have complained several times, but without success.

Write a letter to the manager of the sports centre. In your letter

• describe the problem with the changing rooms
• say what happened when you complained
• explain what you want the manager to do

Write at least 150 words.

You do NOT need to write any addresses.

Begin your letter as follows:

Dear Sir or Madam,

Dear Sir or Madam

I am writing this letter to complain about the condition of the locker rooms and the state of the lockers. My membership number is JKS 23457.

On numerous occasions the litter bins have been full and lockers have not been emptied. In addition, there is often a problem with the lockers. Some are not operational and often they are very difficult to use for anyone with a disability or an injured arm. 

I have mentioned this to the attendant a number of times with no action being taken. Finally, a few months ago , I complained to the front desk when I had to assist someone who could not unlock their locker. Unfortunately, it seems nothing has been done in response to my complaints, in fact a few lockers have since been taken out of use. 

As a full paying member, I feel that you should really act on my complaint as soon as possible. I feel that you have enough income to carry out this maintenance and have had enough time to respond. If you did this, it would improve overall experience at the sports centre and would attract new members. Would you please put in writing what you intend to do regarding the situation within the next 6 weeks or I may have to reconsider my current membership.

Yours sincerely 

Brian Eno