General Writing Task 1

Letter writing task (20 minutes, 150 words or more)

7 steps:

1. Read the task and highlight key things
2. Choose the 'tone': formal, informal, not sure (e.g. manager, friend, neighbour)
3. Choose an appropriate greeting and ending
4. Decide on the overall purpose of the letter
5. Decide on the paragraph structure
6. Know the aim of each paragraph e.g. thanking, explaining, complaining
7. Think of an idea for each point

Students' questions:

1. What are the differences between formal and informal letters?
   Details in next lesson
2. Will it affect my score if I make mistakes with formal and informal language?
   Yes, of course.
3. What about "semi-formal" letters?
   In some cases you can choose.
4. Should we avoid pronouns like "I" or "we" in letters?
   No, you should not avoid them.
5. Should we start the letter with an address and date? Should we sign the letter at the end?
   The answer to both of those questions is No.
6. What verb tense should we use in most letters?
   That depends on the questions.
7. Can we include questions in our letters?
   Yes we can.
8. How are letters marked by the examiner?
   • Task achievement (25%): purpose, tone, answer all points
   • Coherence and cohesion (25%): clear paragraphs, flow of ideas, linking
   • Vocabulary (25%): appropriate, "less common"
   • Grammar (25%): long and short sentences, avoid mistakes

Please note:

Memorised phrases are not the secret to a high score in IELTS writing.

The phrases in this lesson are useful, but you will also need to use good 'topic vocabulary'.

For example, if you are writing a 'complaining' letter, the topic vocabulary will depend on the problem that you are complaining about e.g. a bad meal in a restaurant, a train that was late, or a problem with something you bought in a shop.

Topic vocabulary is much harder to prepare because we can't predict every possible topic that might appear in the test. To improve your knowledge of topic vocabulary, you need to read lots of example letters and do lots of practice!

Formal letters

Question:

You recently organised a party for your company at a hotel.

Write a letter to the hotel manager. In your letter

• describe the party and how it went
• explain why you were pleased with the hotel's service
• suggest some improvements that the hotel could make

Planning:

1. Read and highlight
2. Choose the 'tone': formal
3. Greeting and ending: Dear sir or Madam, Yours faithfullly
4. Purpose: I am writing with regard to the party that...
5. Paragraphs: purpose, three points, final sentence (five separate paragraphs)
6. Paragraph aims
7. Ideas
   • company's 20-year anniversary, thoroughly enjoyable
   • staff were welcoming and attentive
   • decorations, signs to find the room (improved signage)

Writing:

Dear Sir or Madam,

I am writing with regard to the party that my company held at your hotel last weekend.

The event commemorated our company's 20th anniversary, and all two hundred staff members from across the country were invited. I am pleased to say that everything went according to plan and it was a thoroughly enjoyable and memorable evening.

We were particularly impressed by the hotel personnel on the night, including waiters, bar staff and members of the events team. They were friendly, welcoming and attentive, and they ensured that the party ran smoothly.

Perhaps I could make one or two suggestions for future events. First, a little more care could have been taken with decorations in the events room; for example, it would have been nice to see more balloons. Second, a few people struggled to find the events room when they arrived, so you might consider improving your sinage in the hotel.

On behalf of all of my colleagues, I would like to thank you and your team for hosting such a special event.

Yours faithfully, John Smith

"less common" vocabulary not "difficult" vocabulary:

• the party that my company held
• the event commemorated
• everything went according to plan
• a thoroughly memorable evening
• we were particularly impressed by
• personnel, members of the events team
• welcoming and attentive
• ensured that the party ran smoothly
• care could have been taken with...
• it would have been nice to see...
• struggled to find the events room
• consider improving your signage
• hosting such a special event

Phrases for formal letters:

• Beginning and ending
  • Dear Sir or Madam, => Yours faithfully,
  • Dear Mr. Smith, => Yours sincerely,
• First sentence, stating the purpose of the letter
  • I am writing with regard to...
  • I am writing to request / to ask for...
  • I am writing to thank you for...
  • I am writing to inform you that...
  • I am writing to inform you of my decision to...
  • I am writing to complain about...
  • I am writing to bring to your attention...
• Final sentence, ending in a 'formal' way
  • On behalf of all of my colleagues, I would like to thank you for...
  • Thank you for your help and support.
  • I look forward to receiving your response.
  • I await your prompt response.
  • I hope that you will address these concerns as soon as possible.
  • Please let know if you require any further information.
  • I hope that my request does not cause you any inconvenience.
• Thanking someone:
  • I am writing to thank you for...
  • I am grateful for...
  • We would all like to thank you for...
• Requesting (asking for something):
  • I have decided that I would like...
  • I would therefore ask that you...
  • I would also like you to...
  • I was wondering if it would be possible (for me) to...
  • I would be extremely grateful if you could...
  • I would like to request that you...
  • I would appreciate it if you could...
• Making a suggestion:
  • I would like to suggest that you...
  • Another solution would be to...
  • As the mistake was caused by your company, I hope that you will...
• Complaining about a problem:
  • I am writing to complain about...
  • I would like to express my dissatisfaction with...
  • I was extremely disappointed / unhappy with...
  • Unfortunately,...
  • As a result of this error, I was unable to...
  • The issue that most concerns me is...
  • I hope that you will address this problem / these concerns as soon as possible.
• Apologising (saying sorry):
  • I would like to apologise for...
  • Please accept my sincere apologies.

Three more tips:

• Avoid contractions:
  • write "I am" instead of "I'm"
  • write "do not" instead of "don't"
  • write "can not" instead of "can't"
• Avoid direct questions:
  • write "I would like" instead of "Can I have?"
• Avoid exclamation marks "!"

Informal letters

Question:

You had arranged to meet a friend next week, but you have realised that you will not be able to go.

Write a letter to your friend. In your letter

• cancel the meeting with your friend and apologise
• explain why you will not be able to meet your friend
• suggest where and when you could see each other instead

Planning:

1. Read and highlight
2. Choose the 'tone': informal
3. Greeting and ending: Dear James, Best regards,
4. Purpose: I'm afraid I have a bit of bad news...
5. Five paragraphs: purpose, 3 points, ending
6. Paragraph aims
7. Ideas
   • unfortunately / I'm really sorry
   • My boss has just informed me that...
   • birthday party at my house the following Saturday

Writing:

Dear James,

I hope you're well. I'm afraid I have a bit of bad news related to our plan to meet next Friday evening.

I was really looking forward to catching up with you, but unfortunately something has come up and I'm not going to be able to make it. I'm really sorry to have to cancel, especially as we haven't had a proper chat for such a long time.

So, what's my excuse? Well, my boss has just informed me that I'm going to be speaking at a conference in London that runs from Wednesday to Friday. I thought I might be able to rush back on the Friday afternoon, but apparently we're being treated to an evening meal in the hotel, and I'm expected to attend.

On a more positive note, it's my birthday the following Saturday, and I'm planning to have a small celebration with family and close friends. I'll be cooking a meal at my place, and you're more than welcome to come along.

Sorry about next Friday, but I hope to see you at my birthday party!

Best regards, John

"less common" vocabulary not "difficult" vocabulary:

• looking forward to catching up with you
• something has come up
• I'm not going to be able to make it
• we haven't had a proper chat
• a conference that runs from...to...
• to rush back
• we're beeing treated to a meal
• I'm expected to attend
• On a more positive note,...
• I'll be cooking a meal at my place
• you're more than welcome
• come along

other informal features:

• Words: bit, chat, my place
• Linking: so, well, but, and, especially as
• Contractions: you're, I'm, what's, it's, I'll
• Questions: so what's my excuse?
• Exclamations: see you at my party!
• Phrasal verbs: catch up, come up

Phrases for informal letters:

• Beginning and ending
  • Dear James, => Best regards, Best wishes, See you then! Speak soon, All the best,
• First sentence, stating the purpose of the letter
  • I hope you're well.
  • I hope this letter finds you well.
  • I hope you enjoyed...
  • I'm just writing to let you know that...
  • I'm just writing to thank you for...
  • I just wanted to write a quick letter to tell you...
• Final sentence, ending in an informal way
  • I hope to see you soon!
  • Hope to see you then!
  • Enjoy your stay / trip / holiday.
  • Best of luck with your...
  • I'm sure you'll have a great time.
  • Keep in touch!
  • Say hello to the family!
  • I look forward to catching up with you soon.
• Thanking someone:
  • I'm just writing to thank you for...
  • I can't thank you enough for...
  • Thank you so much for... It was really kind of you.
• Requesting (asking for something)
  • I hope you don't mind me asking, but could you possibly...?
  • I'd be really grateful if you could...
  • I'm just writing to ask whether you could...
  • It would be great if you could...
• Making a suggestion:
  • I was wondering if you would like to...
  • Why don't we...?
  • Why don't you...?
  • You're more than welcome to...
  • And don't forget to...
• Problems / excuses:
  • I'd love to accept your invitation, but unfortunately...
  • I'm afraid I won't be able to...
  • Sorry I didn't write to you earlier, but...
  • This is why I didn't have time to...
• Saying sorry:
  • Sorry I didn't write to you earlier.
  • I'm so sorry that I wasn't / didn't / couldn't...
  • I really hope you'll forgive me for...
  • By way of an apology, I've / I'd like to...

Semi-formal letters?

My advice:

Forget the idea of "semi-formal" letters

Either write a formal letter or an informal letter

If we forget about "semi-formal", the only question is:

How do we know when to write a formal letter and when to write an informal letter?

Answer: look at 3 things

1. Instructions below the task
   • Begin your letter as follows: Dear Sir or Madam, => Formal
   • Begin your letter as follows: Dear......, => step 2
2. The person you are writing to

   • The person you are writing to	Type
     a friend or family member	informal
     a person you do not know	formal
     work colleague	?
     boss	?
     neighbour	?
     teacher	?

3. The purpose of the letter
   • friendly / social => informal
   • professional / business => formal

Examples

1. Write a letter to inform your manager that you are going to leave your job.
   • Begin your letter as follows: Dear Sir or Madam,
   • => Formal
   • End with: Yours faithfully,
2. Write a letter to inform your manager that you are going to leave your job.
   • Begin your letter as follows: Dear ......,
   • step 2 - person: manager
   • step 3 - purpose: professional, business
   • => Formal
   • Begin with: Dear Mr. Smith,
   • End with: Yours sincerely,
3. Write a letter to invite your manager to your birthday party.
   • Begin your letter as follows: Dear ......,
   • step 2 - person: manager
   • step 3 - purpose: friendly / social
   • => Informal
   • Begin with: Dear Peter,
   • End with: Best regards,
4. Write a letter to your neighbours to thank them for lending you something.
   • Begin your letter as follows: Dear ......,
   • step 2 - person: neighbours
   • step 3 - purpose: friendly / social
   • => Informal
   • Begin with: Dear Peter and Jane,
   • End with: Best regards,
5. Write a letter to your neighbours to complain about something they have done.
   • Begin your letter as follows: Dear ......,
   • step 2 - person: neighbours
   • step 3 - purpose: not very friendly
   • => Formal
   • Begin with: Dear Mr. and Mrs. Smith,
   • End with: Yours sincerely,

Summary:

• Informal letter
  • Dear John (first name)
  • Best regards,
  • Jane (first name)
• Formal letter 1
  • Dear Sir or Madam,
  • Yours faithfully,
  • Jane Smith (full name)
• Formal letter 2
  • Dear Mr. Jones, (surname)
  • Yours sincerely,
  • Jane Smith (full name)