Formal Letter

Details: Last Updated: Wednesday, 28 May 2025 09:46; Written by IELTS Mentor; Hits: 38592

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 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 were supposed to go on an interview in a few weeks, but you have since found out you cannot go on the date arranged. Write a letter to the potential employer.

You recently bought a piece of equipment for your kitchen but it did not work. You phoned the shop but no action was taken. Write a letter to the shop manager.

You have bought a new camera but when you got it home you found it had some problems. You returned the camera and spoke to the company representative a week ago but the camera has still not been repaired. Write a letter to the company.

You are going on a short training course at a college in Greenmount, Northern Ireland. You need somewhere to live while you are there. Write a letter to the accommodation officer at the college.

You live in a room in college which you share with another student. However, there are many problems with this arrangement and you find it very difficult to study/work. Write a letter to the accommodation officer at the college.

You live in an area where the local council has made some changes to regulations. You believe these changes are not good for the residents. Write a letter to a councillor.

You are looking for a full-time job, and recently you saw a job opening in an advertisement. Write a letter to the company.

You recently ordered a small item online but when it arrived, it was damaged. Write a letter to the company that sold you the item.

You and your family are planning to spend a weekend at a seaside hotel. Write a letter to the hotel for making the arrangement.

Two weeks ago you bought a radio from a local branch of a well-known chain shop. It did not work properly. The shop took it back and said they would repair it. You have waited a week and still, it is not ready. Write a letter to the shop to complain about it.

You have seen an advertisement for a 'weekend work' in a hotel in the town where you are staying. You have worked in a hotel before and think that the job would be suitable for you. Now you want to apply for the job. Write a letter to the hotel manager expressing your interest.

You have been invited to attend an interview for a place studying a course at a college. Unfortunately, because of a previous appointment, you cannot come at the time they wish. Write a letter to the admission tutor.

You have seen an advertisement in an English newspaper for a job working in the City Museum shop during the holidays. You have decided to apply for the job. Write a letter to the director of the Museum.

You use trains to reach the office but the timetable of the train has been changed recently. Also, the train you take to work no longer stops at your station. Write a letter to the railway authority about it.

Last year you attended a presentation skill course at the Sydney College of Australia. Your new employer has asked you to provide copies of your reports and assignments as quickly as possible. Write a letter to the director of the school.

Your local council is considering closing a sports and leisure centre that it runs, in order to save money. Write a letter to the local council.

You bought a new HD television last week. At first, it seemed to work perfectly but after a few hours a line appeared across the TV and the sound seemed a little strange. You cannot take the TV back to the shop so you have decided to write to them. Write a letter of complaint to the shop.

An annual event was recently held in your area. Now you want to write to the organizers of this event congratulating them on a successful production. Write a letter to the organizers.

Your local newspaper wants to reward people who have contributed a lot to the community. Write a letter to the newspaper.

You were hurt in a minor accident inside a supermarket, and you wish to complain to the supermarket. Write a letter to the manager of the supermarket.

You are unhappy about a plan to make your local airport bigger and increase the number of flights. You live near the airport. Write a letter to your local newspaper.

You were offered to join a company but for some reason, you can not join there. Write a letter to the HR Manager of the company.

You have rented a four-bedroom house, which you share with two other students. However, there are several problems with this house that need fixing. You also find it expensive and would like to find another student to share the spare bedroom. Write a letter to the real estate agency.

Your local hospital has advertised people to do unpaid work helping at the hospital. You would like to do some work at the hospital in your free time. Write a letter to the hospital.

The local government is planning to change the bus timetable. You are not happy about the proposed changes. You have decided to write about it to the editor of a local newspaper. Write a letter to the newspaper.

You are organising a graduation party for your class and you want to book a restaurant. Write a letter to the manager of your favourite restaurant.

You recently visited a tourist attraction and you were very pleased with the help given to you by the staff. Write a letter to the head of staff at the tourist attraction.

You are going on holiday and you would like to hire a car. One of your parties is in a wheelchair. Write a letter to a car hire company.

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