TIPS FOR FORMAL LETTER WRITING IN IELTS GT

IELTS GT consists of letter writing in task 1 which can be further categorized into formal, semi-formal, and informal letters. Here, we are going to discuss the formal letter type first.

Formal letters are generally written for official purposes to higher authorities, seniors, dignitaries, and not to any personal contact like friends or family. Most importantly, these letters are written to a person whom you are not familiar with but hold a higher designation than you. Basically, the following letters fall in the category of formal letter type:

• COMPLAINT LETTERS
• FOR APPLYING ANY POST
• RESIGNATION LETTERS
• APOLOGY LETTERS
• LETTERS DEMANDING FOR MAKING ARRANGEMENTS

NOTE: This does not necessarily mean that these letters will always be formal sometimes these could come under the category of semi-formal type as well depending upon your acquaintance with the person you are writing to.

The formal letter is generally written for one of the following reasons:

1. For complaining about any service product
2. For applying or resigning from a certain designation
3. For making a request
4. To apologize
5. For expressing thank or appreciation
6. Asking for recommendation, assistance or even compensation

An important point to be taken care of while writing a formal letter is the style and tone of the language as both of these aspects are highly required to be professional and polite tone is strongly recommended. The word selection needs to be formal. Some examples of everyday used words and their formal versions are given below:

• Carry out- conduct
• Need- require
• Obtain- acquire
• Ask for- request for/ appeal for
• Write- To compose
• Sorry- apology
• Please- kindly
• Take part- participate

SAMPLE QUESTION 

Work is being done on the street where you live. The increased level of noise is disturbing you. Write a letter of complaint to your local council. In your letter:

• introduce yourself
• explain what the problem is
• suggest solutions to the problem

This is just a model question about how a formal letter exactly looks like

TEMPLATES FOR GREETING AND SIGNING OFF IN FORMAL LETTER

BEGINNING:

• I am writing this letter with regards to
• I am writing this letter to bring your kind attention towards
• I am writing to inform you that
• I am writing to express my dissatisfaction about

SUGGESTIONS/ REQUESTS:

• I would like to suggest you that
• I am entitled to put forth a request that
• It would be highly grateful on your part if you would
• I was wondering if it is at all possible to
• I would really appreciate your effort if 

SIGNING OFF:

• I look forward to hearing from you soon
• Looking forward to a positive response
• I await your prompt revert
• Kindly respond at the earliest convenience/immediately
• I express my gratitude for taking this matter into account/ consideration

COMPLAINT LETTER:

• I am extremely disappointed to say that_____ has not happened as promised.
• I am exceedingly displeased with 
• I have received no communication from your side since then
• I hope the problem would be resolved shortly
• I kindly request you to send me the required details about how I should proceed 

SAMPLE QUESTION-  You have recently ordered an item from an online store and it has been dispatched damaged. Write a letter to the retailer of the store to complain. In the letter:

1. Explain why you are not happy
2. Request for a refund
3. Arrange for returning the damaged product

SAMPLE ANSWER( Band score 8.0)

Dear Sir or Madam

I am writing this letter to complain about a defective item i have ordered a couple of days ago from you store.

The product was a prestige blender and I was highly disappointed to discover that plastic covering of the blender was terribly smashed during transit. To my utter surprise, I was expecting the item to be thoroughly wrapped obviating the chances of such incidents but this has not happened in my case. I would like you to make the required arrangements for the return of this product and above all, to proceed a request for full refund at the earliest convenience  since the blender was intended to be a present for an auspicious occasion which has already passed.

As far as the order number is concerned, it was 12345667, and it was delivered at my place on 12/02/2017.

If you need to fix a time for collecting the product as courier, you can contact me at the mail address provided in the oder receipt, but kindly make sure it must not get late than 1 week as I will be moving abroad thereafter.

Hoping the problem will be resolved shortly.

Yours faithfully

Angela bradford

RECENT IELTS GT FORMAL LETTER TYPE QUESTIONS:

You are applying for a new job and need a letter of reference from your previous employer. Write a letter to your former employer. In your letter,

• mention details of the new job
• explain how the new job is important for you
• suggest what information your employer could add into the reference letter

You saw an advertisement in the newspaper which asked for some volunteers to extend help for running a charity event. Write a letter of application to the organizers. In your letter,

• explain your interest for helping 
• mention some suitable past experience you have 
• suggest some ways by which you can help in the event

You have decided to resign from your present workplace in order to explore new horizons. Write a letter of resignation to your boss. In your letter:

• tell your manager about the decision and explain why you are leaving
• explain your experience at the current job
• ask for a letter of reference

SOME USEFUL VOCABULARY WORDS:

1. LAMBASTE: (to criticise strongly)  Her first novel was lambasted terribly by the critics.
2. DISMAY: (shocked and unhappy feeling)   He discovered, to his dismay, he had locked the boy inside the room.
3. BICKERING: (arguing about unimportant things)  People are generally in a habit of bickering over trivial matters.
4. VINDICATE: (to clarify/justify)  Society needs to vindicate the correctness of the liberal viewpoint
5. FORSAKE: (to leave/abandon)  Forsaking the credibility of your company can be costly.
6. IMPEDE: (to stop)  Working mother can facilitate, rather than impede,the development of a child.
7. GRAPPLING: (fighting)  The world is grappling with serious environmental crisis.
8. INTERVENTION: (interference)   Excessive intervention into the private lives of public figures is prohibitory.
9. COGNIZANT: (aware about)    Eco-tourism makes the people cognizant about the need to preserve the environment.
10. OBVIATE: (express no need )  The conduction of online exams has obviated the need for paper based exams.