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IELTS General Training Task 1: Formal vs Informal Letters

The tone you choose can cost you an entire band. Learn when to write 'Dear Sir/Madam' vs 'Hi John' and how to structure each type perfectly.

8 April 2026 5 min read By BandNine Editorial

For General Training candidates, Task 1 is not a graph — it is a letter. You will be given a situation and asked to write at least 150 words in letter format. The challenge is not just writing good English; it is choosing the right tone and following the correct conventions for formal, semi-formal, or informal letters. Get the tone wrong, and your Task Achievement score suffers immediately.

#How to Identify the Tone

The question always gives you enough information to determine the tone. Here is the rule of thumb:

  • Formal: You are writing to someone you do not know — a manager, a company, a government office, a landlord you have never met. Key phrase in the question: "Write a letter to the manager," "Write to the local council."
  • Semi-formal: You are writing to someone you know in a professional context — a colleague, a neighbour, a teacher. There is a relationship, but it is not personal.
  • Informal: You are writing to a friend or family member. The question will say something like "Write a letter to your friend" or "Write to a family member."

#Opening and Closing Conventions

These are non-negotiable. Using the wrong opening or closing for the tone is a clear signal to the examiner that you have not understood the task.

#Formal letters

  • Opening: Dear Sir or Madam, (when you do not know the name) / Dear Mr Thompson, (when you do)
  • Closing: Yours faithfully, (with Sir/Madam) / Yours sincerely, (with a named person)

#Semi-formal letters

  • Opening: Dear Mr/Mrs/Ms [Surname], or Dear [First name], depending on context
  • Closing: Yours sincerely, / Kind regards, / Best regards,

#Informal letters

  • Opening: Dear [First name], / Hi [Name], / Hello [Name],
  • Closing: Best wishes, / Take care, / Looking forward to hearing from you, / All the best,

A common mistake is writing "Dear Sir" and then closing with "Best wishes" — this mixes formal and informal conventions and will cost marks.

#Letter Type 1: The Complaint Letter (Formal)

Complaint letters are among the most common Task 1 questions. You need to state the problem clearly, explain its impact, and request a specific resolution.

#Paragraph structure

Paragraph 1 — State the purpose: Explain why you are writing. Be direct.

"I am writing to express my dissatisfaction with the service I received at your restaurant on Saturday, 12th April."

Paragraph 2 — Describe the problem: Give specific details about what went wrong.

"My reservation was for 7:30pm; however, we were not seated until 8:15pm, despite the restaurant being only half full. Furthermore, when our meals arrived, my wife's order was incorrect, and the waiter was dismissive when we raised the issue."

Paragraph 3 — State what you want: Request a specific action or resolution.

"I would appreciate a full refund for the meal, or at the very least, a formal apology and a complimentary voucher for a future visit. I trust this matter will be resolved promptly."

#Useful formal complaint vocabulary

  • I am writing to express my dissatisfaction with...
  • I wish to draw your attention to...
  • This matter has caused considerable inconvenience.
  • I would be grateful if you could...
  • I look forward to receiving your response at your earliest convenience.

#Letter Type 2: The Request Letter (Formal or Semi-formal)

Request letters ask for information, permission, or assistance. The key is being polite and specific about what you need.

#Paragraph structure

Paragraph 1 — Introduce yourself and state the request:

"I am writing to enquire about the availability of short-term accommodation near your university campus for the autumn semester."

Paragraph 2 — Provide context and details:

"I have been accepted onto the postgraduate programme in Environmental Science, commencing in September. I would require a single room with access to cooking facilities, ideally within walking distance of the main campus."

Paragraph 3 — Specify what you need and close politely:

"Could you kindly send me a list of available properties along with their monthly rates? I would also appreciate any information regarding deposit requirements and lease terms."

#Useful request phrases

  • I am writing to enquire about / request information regarding...
  • I would be grateful if you could provide me with...
  • Could you kindly inform me whether...
  • I would appreciate it if you could send me...
  • Thank you in advance for your assistance.

#Letter Type 3: The Apology Letter (Informal or Semi-formal)

Apology letters require you to acknowledge what happened, express genuine regret, and often suggest a way to make amends.

#Paragraph structure

Paragraph 1 — Apologise and state what for:

"I'm really sorry about missing your birthday dinner last Saturday. I feel terrible about it, and I wanted to explain what happened."

Paragraph 2 — Explain the reason:

"My flight from Manchester was delayed by nearly four hours due to bad weather, and by the time I landed, it was almost midnight. I tried calling you but my phone had died, which made everything worse."

Paragraph 3 — Offer to make amends:

"I'd love to make it up to you. How about I take you out for dinner this weekend — my treat? You pick the restaurant, and I promise I'll be there on time this time!"

#Informal apology phrases

  • I'm so sorry about...
  • I really didn't mean to...
  • I feel awful about what happened.
  • I hope you can forgive me.
  • Let me make it up to you.

#Formal vs Informal: Side-by-Side Comparison

Notice how the same idea sounds completely different depending on tone:

Formal: "I am writing to inform you that I will be unable to attend the scheduled meeting on Friday."

Informal: "Just a quick note to let you know I can't make it on Friday."

Formal: "I would be most grateful if you could arrange an alternative date."

Informal: "Could we maybe reschedule? Any day next week works for me."

Formal: "Please do not hesitate to contact me should you require further information."

Informal: "Give me a shout if you need anything else!"

#Common Mistakes in GT Task 1

  1. Mixing tones: Starting formally ("Dear Sir or Madam") but then using contractions ("I can't," "it's") later in the letter.
  2. Not covering all bullet points: The question always gives you three bullet points. Address all three — each one should get roughly one paragraph.
  3. Being too short: You must write at least 150 words. Aim for 170-180 to be safe.
  4. Using American conventions: In IELTS, use British letter conventions. "Yours faithfully" and "Yours sincerely" — not "Sincerely yours" or "Respectfully."
  5. Forgetting to sign off with a name: After your closing phrase, write a first name (informal) or a full name (formal). Many candidates forget this entirely.

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BandNine Editorial

Written and reviewed by the BandNine team — IELTS practitioners and language-assessment researchers building the AI examiner. Our guidance is grounded in the official public IELTS band descriptors and the real mistakes we see in candidates' work.

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