Task 1 GT — Formal Letter
Register · opening/closing · modal verbs of request
Topic & Why It Matters
In IELTS General Training Task 1, a formal letter asks you to write to someone you do not know personally, such as a company manager, public official, accommodation officer, or service provider. You must complete the situation, answer all bullet points, and keep the tone professional in at least 150 words.
Candidates often lose marks because they sound too casual, forget one bullet point, or write a complaint that is emotional rather than precise. A strong formal letter states its purpose early, uses realistic details, and requests action politely but unmistakably.
Knowledge Points
Structure Template
Four short paragraphs, about 155-175 words total. Plan around the three bullet points before you start writing.
| Paragraph | Target | What to Write |
|---|---|---|
| Opening + Paragraph 1 | 30-40 words | Use the correct salutation, then state the purpose and identify the situation with a date, reference number, place, or item. |
| Paragraph 2 | 45-55 words | Develop the problem or background. Answer the first one or two bullet points with specific, factual details. |
| Paragraph 3 | 45-60 words | Explain the impact and make your request. Use polite modal verbs, but be clear about the action you expect. |
| Closing | 20-25 words | Ask for a response if needed, then use the correct formal closing and your full name. |
Vocabulary & Grammar Toolkit
| Expression | Usage Note |
|---|---|
| Dear Sir or Madam, | Use when you do not know the recipient's name |
| Dear Mr/Ms [Surname], | Use with a known surname; avoid first names in formal letters |
| I am writing to complain about... | Direct formal opening for complaints |
| I am writing to request information about... | Direct formal opening for enquiries |
| I am writing with regard to... | Flexible opening for many formal topics |
| order reference / booking reference | Useful specific detail for company or service letters |
| was scheduled to arrive | Formal way to describe an expected delivery or appointment |
| unfortunately | Polite signal that a problem follows |
| in addition | Adds a second problem without sounding conversational |
| as a result | Introduces the consequence of the issue |
| This caused considerable inconvenience | Formal way to explain impact |
| I would be grateful if you could... | Polite but clear request structure |
| Could you please confirm... | Formal request for information or action |
| I would appreciate it if... | Alternative polite request structure |
| at the earliest possible date | Formal urgency without sounding rude |
| refund / replacement / repair | Common requested outcomes in complaint letters |
| in writing | Useful when asking for formal confirmation |
| I look forward to your prompt response. | Standard formal closing sentence |
| Yours faithfully, | Closing after 'Dear Sir or Madam' |
| Yours sincerely, | Closing after 'Dear Mr/Ms [Surname]' |
| having arranged / having paid | Complex grammar for explaining background before a main clause |
| which makes it unsuitable for use | Relative clause that explains why a problem matters |
| I would like this matter to be resolved | Firm formal wording for a complaint |
| Please do not hesitate to contact me | Formal offer to provide further information |
Common Pitfalls
| Mistake | Correction |
|---|---|
| Using informal greetings | 'Hi Manager' or 'Hello' is too casual for a formal GT letter. Use 'Dear Sir or Madam' or 'Dear Mr/Ms + surname'. |
| Hiding the purpose | Do not spend the first paragraph on background only. State 'I am writing to...' immediately so the examiner can see the purpose. |
| Missing a bullet point | Underline the three bullet points before writing and assign each one a place in your structure. Every bullet needs a clear answer. |
| Sounding angry instead of formal | Avoid threats, sarcasm, and emotional language. Replace 'This is terrible' with 'This caused considerable inconvenience'. |
| Wrong closing formula | 'Dear Sir or Madam' pairs with 'Yours faithfully'. A named recipient pairs with 'Yours sincerely'. Do not mix the two. |
Practice Prompt
Set a 20-minute timer. Write your response before reading the model answer.
You should spend about 20 minutes on this task.
You recently ordered some furniture for your office from a company. The delivery was late, and one of the items arrived damaged.
Write a letter to the customer service manager. In your letter, describe the order and the problem, explain how this affected you, and say what you would like the company to do.
Write at least 150 words.
Model AnswerBand 7.5+ · 156 words
Dear Sir or Madam,
I am writing to complain about an order of office furniture that I placed with your company on 3 March. The order, reference OF-4182, included two desks and four chairs, and it was scheduled to arrive by 12 March.
Unfortunately, the delivery did not reach my office until 19 March. In addition, one of the desks arrived with a cracked surface and a loose leg, which makes it unsuitable for use. As our team had arranged to move into the new workspace on 13 March, the delay forced us to rent temporary desks for a week and postpone several client meetings.
I would be grateful if you could arrange a replacement desk at the earliest possible date and refund the extra delivery charge that I paid for the guaranteed service. Please also confirm, in writing, when the replacement will be sent.
I look forward to your prompt response.
Yours faithfully,
Daniel Brooks
Annotated Commentary
Each section is quoted, then broken down by examiner criteria. Notice how the model uses a clear purpose sentence, controlled complaint language, polite requests, and the correct formal closing.
Self-Check
Answer these from memory before looking back. If you cannot answer all, re-read the relevant section.
- Which closing should you use after 'Dear Sir or Madam'?
- Why should the purpose sentence appear in the first paragraph?
- Rewrite this informal request formally: 'Can you send me a new desk quickly?'