How to Write a Formal Letter

Justin

3 min read

Updated On Aug 14, 2024

Formal Letter format
A Brief Explanation of the Structure of the Formal Letter

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The IELTS General writing task 1 is always letter writing. In this task, you are given a situation or problem, and based on the issue or situation, you are asked to write a formal, informal, or semi-formal letter in at least 150 words.

The IELTS letter types are as follows:

Formal
Semi-Formal
Informal

In this article, we are going to focus on Formal letter writing.

But, what is a Formal Letter?

A formal letter is a letter written to someone you do not know, such as professional people, officials, firms, stores, hotels etc.. In short, they are written to people whom you do not know personally or professionally. It is written in a polite and courteous manner.

Samples of formal letter questions asked in the IELTS General exam are:

You recently bought a children’s toy online and you noticed that it was not working properly. Write a letter to the manager of the toy company to complain about it.

In your letter, you should:

give the details about your order
describe what the problem was
suggest what you want the company to do for you

You enjoyed a holiday organized by a tour company. Write a letter to the manager and praise the tour guide who accompanied you on the journey.

In your letter, you should:

describe the details of your holiday
explain what the tour guide did that was helpful
suggest how the manager may reward the tour guide.

Formal Letter format

Salutation

The letter’s opening salutation should begin with ‘dear’ and never use the receiving person’s name in formal letters. Instead, use sir or ma’am along with the greeting.

For example:

Dear Sir/Ma’am

Body Paragraph 1

This is also known as the opening paragraph. It includes the purpose of the letter, as to what you are going to discuss in the letter. You can paraphrase the question and write it in such a manner that it appears to be part of the letter.

Body Paragraph 2

This paragraph includes the supporting details covering all the bullet points mentioned below the question. Close the paragraph with 1 or 2 concluding lines.

The complimentary closure

This closure is not mandatory, but you can include a few words or a single line. It will help you enhance your test scores.

For example:

Looking forward to hearing from you

I look forward to a positive response from your end.

Closing Salutation

The closing salutation of the formal letter includes your best regards and your full name along with it.

For example:

Yours Sincerely

Apoorva Dua

A Brief Explanation of the Structure of the Formal Letter

Dear Sir/Ma’am, (OPENING SALUTATION)

I am writing this letter to ________________ (BODY PARAGRAPH 1)

____________________________ (BODY PARAGRAPH 2)

I look forward to a positive response from your end. (COMPLIMENTARY CLOSURE)

Yours Sincerely

Garima Verma (CLOSING SALUTATION)

The tone of the letter

The tone of the formal letter should be polite and courteous. Unlike informal letters, you cannot use abbreviations and acronyms. Use of these words will make you look unprofessional in your letter.

Sample Formal Letter Answer

You recently bought a children’s toy online and you noticed that it was not working properly. Write a letter to the manager of the toy company to complain about it.

In your letter, you should:

give the details about your order
describe what the problem was
suggest what you want the company to do for you

Answer

Dear Sir/Ma’am

I am writing this letter to draw your attention on the recent purchase from your online store.

I purchased a complete set of power ranger action figures from your website last week for my nephew. The order id is 4069D133. I sent this as a gift to my nephew, but he was really disappointed when he received the package. The set of toys was damaged and appeared refurbished. I am a frequent purchaser from your store located in D mall.

I have never expected such negligence from your store. Please look into this matter at the earliest. I request you to refund my purchase or replace the power ranger set with a brand new functioning model. I have attached the receipt of my purchase along with this letter. I hope you will take immediate action.

I look forward to a positive response from your end.

Yours Sincerely

Nikita Thakur

Lastly, the word limit should be over 150 words. You may lose marks if you write less than the instructed word limit. Moreover, avoid making any grammatical or spelling mistakes.

Practice is the only possible way to ascertain that you have written a letter over 150 words. Practising sample papers every day can help you learn time management skills and enhance your actual test performance.

For all such information and guidance, enroll yourself and your friends preparing for this esteemed exam in our IELTS online classes without further delay.

Also check :

Frequently Asked Questions

Define a formal letter

Formal letters, also known as business letters or professional letters, are written in a strict and specific format for official purposes such as expressing concerns in the professional setting, providing official information across the workspace, applying for a job, ordering goods, or writing to the editor of a newspaper about problems that people are facing

What is the structure of formal letters?

When drafting a formal letter, the test-taker had to comprehend the purpose of the letter as the structure differs depending on their objective. Every sentence should be carefully crafted to ensure that the letter's message is accurate and clear.

What is the format of a formal letter?

The format of a formal letter adheres to a set of standards and conventions, and the language used in the letters is quite formal. The sender's address, date, receiver's address, subject, salutation, the body of the letter, complimentary conclusion, and lastly, the signature with name and designation are all included in a formal letter

How to draft a formal letter?

Before drafting, test takers should familiarise themselves with the letter's format. They should comprehend the purpose of the letter and make an effort to include all pertinent facts on the topic. They should write in a direct and unambiguous tone and ensure that the recipient understands the letter's expectations.

What should be included in the body of the letter?

The body of the letter is the main content, which can either be divided into three or two paragraphs if the letter is briefer. The letter's intent should be clear in the first paragraph, with more information in the second paragraph. The third paragraph should be a concluding paragraph where a test-taker should lay out their expectations regarding the matter