Formal Letter

Details: Written by IELTS Mentor

Formal Letters:

You write a formal letter to someone (usually in an organization) you DO NOT personally know. This type of situation is formal and that is why, it is called a formal letter. In such a situation, you do not know the name of the person you are writing to, and you begin your letter with the salutation "Dear Sir or Madam,".

Some common situations when you write a formal letter:

1. Apply for a job.
2. Complain about a product/ service.
3. Request for some information from an organization.
4. Book an event.
5. Make a suggestion or recommendation to someone you do not know.
6. Apply for a course at a college, university or institution.

Writing a formal letter requires a structured approach and a professional or formal tone. Since this type of letter is intended for someone you do not personally know, it should follow a clear format and maintain proper etiquette.

Structure of a Formal Letter:

1. Salutation:
Start with "Dear Sir or Madam,".

2. Opening Paragraph:
Begin with a clear statement of why you are writing. Also, mention what you expect the recipient to do (if this is the case). Keep it concise and to the point.

3. Main Body:
Provide relevant details in one or two paragraphs. Be specific and maintain a formal tone. Avoid contractions (e.g., use "I am" instead of "I'm").

4. Closing Paragraph:
Politely summarize your request, express appreciation, and indicate any next steps.

5. Sign-off:
Use "Yours faithfully," and then your full name.

By following this format and maintaining professionalism, you can ensure that your formal letter is clear, effective, and well-received

Sample Formal Letters with answers:

IELTS Formal Letter # 1:

Formal Letter

Formal Letters:

Structure of a Formal Letter:

Sample Formal Letters with answers:

You would like to participate in a work-related seminar in another country. Write a letter to the person in charge of the seminar and ask for detailed information regarding the dates, program, accommodation and cost.

You took your family to a nearby restaurant. You were disappointed with the meal and wish to complain to the manager. Write a letter to the manager of the restaurant.

You recently had your computer fixed at a local computer store, however, you are not pleased with the service you received. Write a letter to the store manager.

You travelled by a long-distance bus recently and your suitcase was damaged. Write a letter to the bus company.

You are organising an executive event for the company you work for. Write a letter to the person in charge of a venue that you are considering for the event and ask for detailed information regarding dates, services and costs.

You have bought a new mobile phone and in a few days of purchase, it has stopped working. You have spoken to the company representative a week ago but it has still not been repaired. Write a letter to the company.

You travelled by plane last week and your suitcase was lost. You have still heard nothing from the airline company. Write to the airline.

You have had a bank account for a few years. Recently you received a letter from the bank stating that your account is $240 overdrawn and that you will be charged $70 which will be taken directly from your account. You know that this information is incorrect.

Write a letter to the Mayor, the head of a municipal government, complaining about a situation in which some adolescents let their dogs run wildly causing a dangerous situation.

You had a good meal at a local restaurant with your family. Write a letter to the newspaper to tell them about it, describe the meal you had, and why you think the restaurant is worth visiting.

Your car was hired from a company and while you were driving on holiday, you had a small accident. You will have to write a report to the company to explain it.

You cannot go to a company where you got an offer. Write a letter to the HR supervisor.

Write a letter to the Information Officer at the TAPE Information Office asking for information about the Tertiary Preparation Certificate.

You celebrated your birthday with some friends last week in a restaurant. It was a great success and you and your friends enjoyed the evening very much.

You celebrated your birthday with some friends last week in a restaurant. It was a great success and you and your friends enjoyed the evening very much.

You are organising a trip to the Snowy Mountains in New South Wales for a group of students from Perth in Western Australia.

You are due to start a new job next week but you will not be able to because you have some problems. Write a letter to your new employer.

You are going to study at a college in the UK next year. You would like to stay in the college Hall of Residence. Write a letter to the college.

You recently stayed in a hotel in a large city. The weather was very unusual for the time of year and the heating/cooling system in the hotel was quite inadequate. Write a letter to the manager of the hotel.

A restaurant has advertised in a newspaper that a waiter/waitress is required for evening work. It has also been mentioned that the prospective candidate should have some experience. Write a letter to Mr Moore.

You have just rented an unfurnished flat and a friend has told you that the Opportunity Shop in the shopping centre has cheap second-hand furniture. Write to the shop owner.

You would like to buy some electrical goods at a shop in a nearby town. Write a letter to the shop.

You recently bought an item of clothing from a shop. You discovered that it had a fault and returned it to the shop for replacement or refund. However, the assistant told you that this was against the store's policy. Write a letter to the store manager.

You ordered a new chequebook from your bank two weeks ago but you have received nothing. Write a letter to the manager.

You are an international student and have borrowed a book from the local public library. You left the book on a bus and when you contacted the bus company, they could not find it. Write a letter to the librarian.

Last week you were on a flight to London. Unfortunately, when you left the plane, you left a bag. You did not remember about the bag until you got to your hotel. Write a letter to the airline.

You are looking for a part-time job at a football club. Write a letter to the manager of the football club.

One of your friends wants to apply for a job that involves working with foreign teenagers. Write a letter of recommendation for him/her.

You have received a letter from your bank, asking you to acknowledge receipt of a new bank card. However, the card was missing from the envelope. Write a letter to the bank's head office.

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

You have seen an advertisement for a community college that needs teachers for night classes.

You normally go shopping in the area where you live. However, you think some of the facilities for shoppers could be improved there.

Some construction work is being done on the street where you live for the last couple of days. The noise from the work is loud and it disturbs you.

You recently did a short cookery course. The cookery school has asked for your feedback on this course.

You have just read an article in an international travel magazine which contained some information about your town that is incorrect.

You have seen an advertisement in an Australian magazine for someone to live with a family for six months and look after their six-year-old child.

The system used for rubbish/garbage collection in your local area is not working properly. This is causing problems for you and your neighbours.

You celebrated your birthday with some friends last week in a restaurant. It was a great success and you and your friends enjoyed the evening very much.

As part of a student social survey project, you are organising a group to visit a historical exhibition in a small town. Write a letter asking for information regarding such things as the contents of the exhibition, and the dates of its opening and closing, and if there are any discounts available.

You recently organised an all-day meeting for your company, which took place in a local hotel. In their feedback, participants at the meeting said that they liked the hotel, but they were unhappy about the food that was served for lunch.

You are not happy about a service you received a couple of days ago from a company and you have decided to complain about it.

A large company in your area has decided to spend a certain amount of money, either to sponsor a local children’s sports team for two years, or to pay for two open-air concerts. It has asked for feedback from the general public.

You work at home and have a problem with a piece of equipment that you use for your job.

You recently attended a meeting at a hotel. When you returned home, you found you had left some important papers at the hotel.

People in your area are having problems with their internet connection. Write a letter to the company which provides the connection.

There have been some problems with the public transport you use to commute daily.

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