IELTS Writing Task 1 General Training: How to Write Formal Letters

The IELTS General Training Writing Task 1 is all about your ability to write letters. You will be asked to respond to a situation by writing a letter in English. Depending on the context, the letter could be formal, semi-formal, or informal. Among these, formal letters are particularly important, as they test your ability to write in a clear, polite, and professional tone.

This guide explains how to write formal letters in IELTS Writing Task 1 General Training, step by step, with useful structures, vocabulary, and examples to help you achieve a high band score.

1. Understanding Formal Letters in IELTS GT

In IELTS General Training Task 1, you are given a situation and asked to write a letter with a minimum of 150 words.

• Formal letters are written to someone you do not know personally or to an authority figure.

• Examples include: writing to a company, applying for a job, complaining to customer service, requesting official information, or writing to a government office.

The main characteristics of a formal letter are:

1. Polite and professional tone

2. Structured layout (greeting, introduction, body, closing)

3. Complex grammar and precise vocabulary

4. No contractions (use cannot instead of can’t, I am instead of I’m)

2. The Structure of a Formal Letter

A well-structured letter is crucial for a good score. Examiners look for clear organization. Here is the ideal structure:

a) Salutation (Greeting)

• Use “Dear Sir/Madam,” when you don’t know the name.

• Use “Dear Mr. Smith,” or “Dear Ms. Johnson,” if the name is provided.

• Avoid informal greetings like Hi or Hello.

b) Opening Paragraph (Purpose of the Letter)

• State the reason for writing clearly.

• Example:

  • I am writing to apply for the position of Marketing Assistant advertised on your website.

  • I am writing to express my dissatisfaction with the service I received at your store.

c) Body Paragraphs (Details and Explanation)

• Usually two or three paragraphs.

• Provide details in a logical order.

• Use formal linkers: Furthermore, In addition, However, Therefore.

d) Closing Paragraph (Request or Final Statement)

• Politely request action or state your expectation.

• Example: I would appreciate it if you could provide the necessary details at your earliest convenience.

e) Formal Closing

• Use:

  • Yours faithfully, (if you don’t know the name)

  • Yours sincerely, (if you know the name)

3. Key Language for Formal Letters

To make your writing formal and professional, use appropriate vocabulary and structures.

Useful Phrases

• I am writing to enquire about…

• I would like to express my concern regarding…

• I regret to inform you that…

• I would be grateful if you could…

• I am looking forward to your response.

Polite Requests

• Instead of Can you send me…? → Could you please provide me with…?

• Instead of I want… → I would like to request…

Formal Vocabulary

• Informal: a lot of → Formal: a great deal of

• Informal: kids → Formal: children

• Informal: buy → Formal: purchase

4. Task Achievement: How to Meet the IELTS Criteria

To score Band 7 or higher, your letter must cover all bullet points in the task. Examiners check:

1. Task Achievement – Have you answered all parts of the task?

2. Coherence and Cohesion – Is your letter logically organized?

3. Lexical Resource – Are you using a wide range of vocabulary?

4. Grammatical Range and Accuracy – Are you using correct grammar with complex structures?

Example of Covering Bullet Points

If the task says:

*“You saw an advertisement for a course and would like more information. Write a letter to the course organizer. In your letter:

• describe which course you are interested in

• ask for details about the course

• explain why you are interested in it”*

Your response should include all three bullet points in separate parts of the letter. Missing one will lower your score.

5. Step-by-Step Writing Example

Task:
*You recently bought a laptop from an online store. The product is faulty. Write a letter to the store manager. In your letter:

• describe the problem with the laptop

• explain what happened when you tried to return it

• say what you would like the manager to do.*

Sample Answer (Band 8+)

Dear Sir/Madam,

I am writing to express my dissatisfaction with a laptop I purchased from your online store on 10th July 2025. Unfortunately, the product has been faulty since the day of delivery.

The main issue is that the device shuts down unexpectedly every 15 minutes, which makes it impossible to use for work. Additionally, the keyboard malfunctions, and several keys do not respond when pressed.

When I attempted to return the laptop through your website, I was unable to generate a return label. I also contacted your customer service department by phone, but the representative advised me to wait for an email confirmation, which I have not yet received.

I would appreciate it if you could arrange an immediate replacement or provide a full refund. Kindly let me know how I should proceed with returning the faulty product.

Thank you for your prompt attention to this matter. I look forward to your reply.

Yours faithfully,
John Smith

6. Common Mistakes to Avoid

1. Using informal language – Avoid contractions, slang, or casual expressions.

2. Ignoring the bullet points – Missing one requirement will reduce your score.

3. Writing too few words – Write at least 150 words; aim for 170–190.

4. Overcomplicating sentences – Keep grammar correct and clear.

5. Incorrect closing – Always match your greeting with the correct ending (Dear Sir/Madam → Yours faithfully).

7. Tips to Improve Your Formal Letter Writing

• Practice with real IELTS questions – Familiarize yourself with common topics.

• Memorize useful phrases – But do not copy entire model answers.

• Time management – Spend around 20 minutes on Task 1.

• Check your work – Leave 2–3 minutes to proofread grammar and spelling.

• Read professional letters – Study examples from newspapers, companies, or official websites.

8. Final Thoughts

Formal letters in IELTS General Training Writing Task 1 are about clarity, politeness, and structure. By following the correct format, using formal language, and addressing all bullet points, you can significantly boost your score.

Practice regularly with sample tasks, pay attention to tone, and review your work carefully. With these strategies, you will feel confident and prepared on test day.

FAQ:IELTS Writing Task 1 General Training: How to Write Formal Letters

What is the expected tone for a formal letter in IELTS General Training Task 1?

The tone should be respectful, objective, and professional. Avoid slang, emojis, and contractions (write “I am” instead of “I’m,” “cannot” instead of “can’t”). Use precise verbs and neutral adjectives, and prefer indirect, polite forms for requests (e.g., “I would appreciate it if you could…”). Do not express strong emotions unless the task requires a complaint, and even then, remain measured and solution-focused. Aim for clarity and purpose rather than storytelling or casual conversation.

How should I structure a formal letter for the exam?

Use a clear, conventional structure: salutation, opening paragraph stating purpose, two to three body paragraphs handling the bullet points in order, a short closing paragraph with a request or expected next step, and a formal sign-off. This helps the examiner see that you fully addressed the task and organized your ideas logically. Maintain paragraph unity, avoid overly long blocks of text, and ensure each paragraph develops one main idea.

Which greeting and closing should I use: “Yours faithfully” or “Yours sincerely”?

If you do not know the recipient’s name (Dear Sir/Madam), end with “Yours faithfully.” If you know the name (Dear Mr Smith / Dear Ms Johnson), end with “Yours sincerely.” Keep capitalization and punctuation consistent: use a comma after the greeting and closing, and place your full name on the next line after the closing. Do not mix styles (e.g., “Dear Sir/Madam” with “Yours sincerely”).

How many words should I write, and how much time should I spend?

The minimum is 150 words. Writing fewer than 150 risks a penalty for Task Achievement. A practical target is 170–190 words: long enough to cover all bullet points with examples, but short enough to manage within roughly 20 minutes. Leave two to three minutes to proofread for grammar, spelling, and tone, ensuring balanced coverage instead of an overly detailed single point.

How do I ensure I cover all the bullet points clearly?

Underline or mentally highlight the three bullet points in the prompt. Map one short paragraph to each bullet (or combine two short points in one paragraph if they are closely related). Use signposting to guide the reader: “First,” “Regarding…,” “In addition,” and “Finally.” Add one or two supporting details or examples per point. Before signing off, briefly restate a requested action to reinforce the task focus.

What kind of vocabulary suits formal letters?

Choose precise, formal lexis: “enquire,” “request,” “inform,” “regret,” “circumstances,” “assistance,” “arrangements,” “replacement,” and “refund.” Replace informal words with formal equivalents (e.g., “buy” → “purchase,” “a lot” → “a great deal,” “help” → “assistance”). Use collocations common in professional contexts: “I would be grateful if…,” “I would like to request…,” “I am writing to express…,” “Please find attached…,” and “at your earliest convenience.”

What grammar features help me reach a higher band?

Demonstrate range with complex sentences and accurate control. Use subordinate clauses (“Although I submitted the form, I have not received a response”), passive forms (“The goods were delivered damaged”), conditionals for polite negotiation (“If possible, I would appreciate an extension”), and nominalization where natural (“upon receipt,” “following your confirmation”). Keep subject-verb agreement consistent, maintain appropriate verb tenses, and avoid run-on sentences.

How can I make polite requests and complaints effectively?

Be specific about the action you want and the timeline, while remaining courteous. For requests: “Could you please confirm the start date and fees?” For complaints: state the issue, evidence, and desired remedy without emotional language: “The device shuts down every 15 minutes; therefore, I would appreciate a replacement or a full refund.” Avoid threats; instead, stress cooperation and a constructive resolution.

Should I include addresses, dates, or a subject line?

The exam does not require full postal formatting. Focus on the body content, tone, and organization. A date or subject line is not necessary unless the prompt explicitly asks for it. Use the space to develop your bullet points and provide clear, relevant details. However, referencing a date from the scenario (e.g., purchase date) can add credibility and completeness to your explanation.

What are common mistakes that reduce scores in Task 1 letters?

Frequent issues include using informal tone, ignoring one bullet point, writing fewer than 150 words, mismatching greeting/closing, and overusing memorized templates without adapting to the task. Other pitfalls are vague requests (“Please help”), excessive detail unrelated to the prompt, chronology confusion, and proofreading errors (punctuation, capitalization of names/titles). Address these by planning briefly and checking systematically.

How do I adapt to different formal letter purposes (request, complaint, application)?

Match the purpose to a typical move structure. For requests: purpose → context → specific questions → polite call to action. For complaints: situation → problem description → impact/evidence → proposed remedy. For applications: motivation → relevant qualifications/experience → availability/logistics → closing expectation. Each type benefits from targeted vocabulary (e.g., “enquire,” “refund,” “qualifications”) and a clear, solution-oriented tone.

Can I use bullet lists or should I write only paragraphs?

Paragraphs are safer and more natural in letters. Short lists can be acceptable if the task requires multiple specific questions or items, but do not rely on lists to replace full sentences. If you use a list, introduce it with a sentence (“I would be grateful if you could confirm the following:”) and keep list items grammatically parallel and concise. Ensure cohesion before and after the list.

How can I show coherence and cohesion without sounding formulaic?

Use varied linking devices sparingly: “Furthermore,” “However,” “Consequently,” “As a result,” “In addition,” and pronoun reference (“this issue,” “these arrangements”). Repeat key nouns for clarity when needed, but avoid mechanical repetition. Maintain logical order: background first, then detail, then action. Conclude with a forward-looking sentence that mirrors your purpose, such as requesting confirmation or outlining the next step.

What level of detail is appropriate for examples and evidence?

Offer concrete but concise details that directly support the bullet points: dates, times, order numbers, course names, or meeting references. One or two specifics per point are sufficient. Avoid storytelling or unrelated anecdotes. If the prompt involves a problem, describe impact (“This caused a two-hour delay to our work schedule”) and attach a reasonable remedy (“a replacement within seven days would be appreciated”).

How should I handle names, titles, and gendered honorifics?

If the task provides a full name, use “Dear Mr Smith” or “Dear Ms Johnson.” If only initials or an unclear name is given, default to “Dear Sir/Madam.” Avoid guessing gender. Do not use first names in formal letters. Maintain professional capitalization of titles and departments (“Admissions Office,” “Customer Services Department”) and avoid colloquialisms (“Dear team,” “Hi there”).

What sign-off line is best after the closing?

After “Yours faithfully,” or “Yours sincerely,” write your full name on the next line. You may optionally add a brief identifier if relevant to the task (e.g., “Order #A67421” or “Applicant ID 39214”) beneath your name, but do not include personal contact details unless the prompt asks for them. Keep spacing neat and consistent with the overall presentation.

How do examiners assess Task Achievement in formal letters?

They check whether you fully addressed the purpose and all bullet points, used an appropriate tone throughout, and provided enough supporting detail to make your requests or explanations credible. Clear, actionable endings and consistent formality signal control of the task. Partial coverage, missing information, or tone shifts (formal to casual) will limit your score, even with strong grammar.

What quick planning method works well under time pressure?

Use a one-minute “PPP” plan: Purpose (opening sentence), Points (map each bullet to a paragraph with one concrete detail), and Polite close (desired action + timeline). Jot keywords only. This micro-plan prevents omissions, supports logical flow, and saves time during proofreading. It also reduces dependence on templates and encourages flexible, task-specific language.

How can I proofread efficiently in two minutes?

Scan in three passes: tone (no contractions, formal lexis), accuracy (subject–verb agreement, tense consistency, articles/prepositions), and mechanics (spelling, punctuation, names, greeting/closing match). Check that each bullet point appears clearly. Finally, confirm word count is comfortably above 150 without unnecessary filler. If needed, tighten wordy phrases to improve clarity.

Can I reuse memorized sentences, or will that lower my score?

Memorized phrases are useful (“I would appreciate it if you could…”), but memorized sentences that do not fit the task can sound unnatural and may reduce Task Achievement. Examiners value appropriacy, specificity, and coherence. Adapt any memorized language to the exact scenario, insert precise details, and prioritize meaningful communication over fixed templates.

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