How to Write a Formal IELTS Letter: A Comprehensive Guide 2025

Richard | Love to Learn English

Introduction

Writing a formal letter is a crucial skill for the IELTS General Training Writing Task 1. This guide will help you structure your response, use appropriate language, and improve your grammar and vocabulary to achieve a high band score.

By the end of this guide, you will:

• Learn how to identify a formal letter.

• Understand how to plan and structure your response.

• Discover useful phrases and vocabulary.

• Get a checklist to ensure your letter meets all requirements.

• Receive tips to enhance your grammar and writing skills.

Identifying a Formal Letter

Before writing, determine whether the letter is formal, semi-formal, or informal. You can do this by considering:

• Who you are writing to: If you don’t know their name (e.g., "Dear Sir/Madam"), it is formal.

• The purpose of the letter: If you are writing for professional reasons (e.g., job applications, complaints, or requests), it is formal.

Example Situations for Formal Letters:

• Applying for a job

• Complaining about a service

• Requesting information from an institution

• Resigning from a position

• Contacting an insurance company

Planning Your Letter

A well-structured letter is essential for clarity and coherence. Follow this format:

1. Salutation:

• If you don’t know the name: "Dear Sir/Madam,"

• If you know the name: "Dear Mr./Ms. [Last Name],"

2. Introduction (Purpose of the Letter):

• Clearly state why you are writing. Example: "I am writing to express my dissatisfaction with..."

3. Body Paragraphs: Each paragraph should address one of the bullet points given in the task.

• Paragraph 1: Explain the situation.

• Paragraph 2: Provide details relevant to the question.

• Paragraph 3: State the action you want the recipient to take.

4. Conclusion (Polite Closing Statement):

• Example: "I look forward to hearing from you at your earliest convenience."

5. Sign-off:

• If you don’t know the recipient: "Yours faithfully, [Your Full Name]"

• If you know the recipient: "Yours sincerely, [Your Full Name]"

Useful Vocabulary and Phrases

Using appropriate language enhances your score. Here are some useful phrases for different sections of a formal letter:

Opening Statements:

• "I am writing to inquire about..."

• "I am writing with regard to..."

• "I wish to express my concern regarding..."

Making Requests or Suggestions:

• "I would appreciate it if you could..."

• "I would be grateful if you would..."

• "Could you please provide further details on..."

• "I would like to suggest that..."

Expressing Dissatisfaction or Complaints:

• "I am writing to formally complain about..."

• "I was extremely disappointed with..."

• "This has caused significant inconvenience to me..."

• "I hope this matter can be resolved promptly."

Closing Statements:

• "I look forward to your prompt response."

• "I appreciate your time and assistance."

• "Please let me know if you require any further information."

• "Thank you for your attention to this matter."

IELTS Letter Writing Checklist

Before submitting your letter, ask yourself the following:

1. Have I read and understood the instructions?

2. Is my letter appropriately formal?

3. Have I planned my response?

4. Did I cover all three bullet points?

5. Have I used appropriate language and tone?

6. Is my letter structured in paragraphs?

7. Are my ideas clear and easy to understand?

8. Did I vary my vocabulary and avoid repetition?

9. Have I checked for grammar and spelling errors?

10. Is my letter within the 150-200 word limit?

Improving Grammar and Vocabulary

To enhance your writing skills, focus on:

• Tense Usage: Use a mix of past, present, and future tenses appropriately.

• Sentence Variety: Avoid simple sentence structures; use complex and compound sentences.

• Advanced Vocabulary: Replace basic words with more sophisticated alternatives (e.g., "assist" instead of "help").

• Error-Free Writing: Proofread your letter for grammar and spelling mistakes.

Sample Band 9 Formal Letter

Task:

On a recent holiday, you lost a valuable item. Fortunately, you have travel insurance to cover the cost. Write a letter to the manager of your insurance company. In your letter:

• Describe the item you lost.

• Explain how you lost it.

• Tell the insurance company what you would like them to do.

Dear Sir/Madam,

I am writing to inform you that I recently lost my digital camera while on vacation in Vietnam.

The camera is a black Canon 70D, which I purchased last month for $1,550. It features a 20-megapixel resolution, a Canon 67mm lens, and was kept in a brown leather case with my name on it.

The incident occurred while I was having coffee with my husband at Highlands Coffee on Pham Ngu Lao Street, Ho Chi Minh City. We had been at the café for approximately 45 minutes when I noticed the camera was missing.

As I have comprehensive travel insurance, I am entitled to file a claim for the lost item. Kindly provide me with the necessary documents and procedures to proceed with the claim.

I look forward to your prompt response.

Yours faithfully,
John Smith

Conclusion

Writing a formal letter for IELTS General Training requires careful planning, structured writing, and appropriate language. By following the strategies outlined in this guide, you can improve your grammar, vocabulary, and coherence, ultimately achieving a higher band score.

Practice writing different types of letters and review your work against the checklist. With regular practice, you will master the art of formal letter writing for IELTS!

Happy writing!