IELTS Writing: Letter Writing Formalities

Introduction

Ever stared at a blank page, wondering how to start a letter without sounding like a robot or a medieval poet? “Dear Sir/Madam, I am writing to you because…”—sounds painfully generic, right? Well, you’re not alone! Writing a letter for the IELTS exam can feel like a formal chore, but it doesn’t have to be.

Think about it—how often do you actually write letters these days? Probably not much, unless you count texting, emailing, or drafting the occasional “Can I get a refund?” message. But here’s the good news: IELTS letter writing isn’t about being fancy—it’s about being clear, structured, and effective. Get this right, and you’ll not only ace your exam but also never struggle with writing a professional email or an important message again.

So, let’s make this fun (yes, really). In this guide, we’ll break down letter-writing formalities, so you can write with confidence, avoid awkward mistakes, and impress the examiner. Because let’s face it—who doesn’t want extra points for sounding smart and polished?

"You can’t use up creativity. The more you use, the more you have." — Maya Angelou

What Is a Letter?

Okay, so what is a letter, really? At its heart, a letter is just a message with a personal touch—something you write to someone (or an organization) to share thoughts, feelings, info, or the occasional rant about why your pizza arrived cold. Whether you're pouring your heart out to a friend or asking your landlord nicely to fix that leaky tap, a letter helps you say it clearly and thoughtfully.

But wait—who even invented letters? Were people just out there one day thinking, “Hmm, let me write my neighbor a scroll?”

Well… kinda, yeah.

History of Letters

Believe it or not, people have been writing to each other for over 4,000 years. The earliest “letters” were basically messages carved into clay tablets by the ancient Mesopotamians around 2000 BCE. Imagine trying to text your friend back using a rock—yup, they did that.

Then the ancient Egyptians, Greeks, and Romans got a bit fancier. They started using ink, scrolls, and even wax tablets to send everything from political orders to love notes. The Romans especially loved writing letters. One guy, Cicero, wrote so many that historians still read them today like ancient blog posts.

As time rolled on and paper became a thing, letter writing exploded. By the 18th and 19th centuries, it was the go-to way to stay in touch—whether you were a soldier writing from the battlefield or a poet trying to charm your crush.

And today? Well, while we mostly text, DM, or email, the letter still lives on—especially in exams like the IELTS.

“The pen is mightier than the sword… especially when asking for a rent discount.” — Probably Someone Writing a Semi-Formal Letter

Types of Letters

 1. Formal Letters

Definition:
A formal letter is written when you're contacting someone you don’t know personally—like a company, a government office, or someone in a position of authority.

Tone & Style: Polite, professional, and to the point. No emojis, slang, or “Hey there!” vibes here. Think crisp suits and serious handshakes.

Occasions for Use:

Applying for a job or a course

Making an official complaint

Requesting information from a company

Writing to a manager, employer, or public official

Example:

Dear Sir/Madam,
I am writing to inquire about...

2. Informal Letters

Definition:
An informal letter is for someone you know well—a friend, family member, or someone you’d probably send memes to.

Tone & Style: Casual, warm, and friendly. You can be relaxed with your language, even a bit cheeky, just like how you’d speak in real life.

Occasions for Use:

Inviting a friend to visit

Apologizing to a family member

Sharing news or asking about personal updates

Congratulating someone you’re close to

Example:

Hey Sarah!
It’s been forever since we last talked...

3. Semi-Formal Letters

Definition:
This one’s the middle ground—written to someone you kind of know, but still need to keep it respectful. Think: your neighbour, your teacher, your landlord, or your gym coach.

Tone & Style: Friendly but respectful. Less stiff than formal, but not as relaxed as informal. Like chatting with a nice neighbor over the fence—you’re friendly, but you’re not sharing your deepest secrets.

Occasions for Use:

Requesting time off from a teacher or mentor

Thanking your landlord or making a polite request

Writing to a colleague (but not your bestie)

Following up on a community event or volunteer work

Example:

Dear Mr. Adams,
I hope you're doing well. I’m writing to ask...

Essential Components of a Letter

Greeting

How you greet someone sets the tone right from the start—so make it match the type of letter you're writing.

Formal Letter:

Dear Sir/Madam, (when you don’t know the name)
Dear Mr. Johnson / Dear Ms. Carter, (if you know their name)

Semi-Formal Letter:

Dear Mr. Thompson,
Dear Coach Rachel,

Informal Letter:

Hey Alex,
Hi Emma,
Dear Jake, (still casual, but slightly more traditional)

Opening Statement (Why You’re Writing)

This is your “get to the point” moment. The examiner wants to see that you understood the task, so don’t beat around the bush.

Formal Example:

I am writing to express my dissatisfaction with the recent service I received at your store.

Semi-Formal Example:

I’m writing to request a few days off from work due to personal reasons.

Informal Example:

Guess what? I finally booked my trip to London, and I can't wait to see you!

Body Paragraphs (The Details)

This is where you cover the bullet points given in the IELTS prompt. Usually, you’ll get three bullet points—and yes, you should answer all of them. Structure your body with 1–2 paragraphs to cover them clearly.

Each paragraph should:

1. Focus on one bullet point
2. Be logically connected
3. Use linking words like Firstly, In addition, Moreover, As a result, etc.

Closing Statement

Time to land the plane! A closing statement is like your final impression—summarize your purpose or express what you hope to happen next.

Formal Example:

I would appreciate your assistance in resolving this issue promptly.

Semi-Formal Example:

I look forward to hearing your response and hope we can find a solution soon.

Informal Example:

Can’t wait to hear from you! Let me know when you’re free for a call.

Sign-off (Saying Goodbye the Right Way)

Finish your letter with the right goodbye—it’s like the letter’s final handshake.

Formal Letter:

Yours faithfully, (if you don’t know their name)
Yours sincerely, (if you do know their name)

Semi-Formal Letter:

Best regards,
Kind regards,

Informal Letter:

Best,
Take care,
Cheers,
Love, (only if you're really close!)

Word count requirements

So remember:
150 is the goal. 170–190 is the sweet spot. 250 is... probably overkill unless you're a typing ninja

Common Pitfalls to Avoid

Formal Letter Sample

You recently purchased a product online and it arrived damaged. Write a letter to the company and explain:

• What the product is
• The issue with it
• What you expect the company to do

Sample Formal Letter:

Dear Sir/Madam,

I am writing to express my dissatisfaction with a laptop I recently purchased from your online store. The order number is #237894, and the model is the HP Envy x360.

Upon arrival, I noticed that the screen was cracked, and the device would not power on. The outer box appeared slightly damaged, suggesting mishandling during delivery.

I would appreciate it if you could arrange for a replacement unit or a full refund as soon as possible. I have attached photos of the damaged product for your reference.

I look forward to your prompt resolution of this matter.

Yours faithfully,
Rajiv Mehra

Analysis:

Semi-Formal Letter Sample

You want to take a few days off from work to attend a family function. Write a letter to your supervisor and explain:

• The reason for the time off
• How you will manage work during your absence
• Ask for approval

Sample Semi-Formal Letter:

Dear Mr. Andrews,

I hope you are well. I am writing to request a few days off next month to attend a close relative’s wedding in my hometown.

I would like to take leave from June 12th to June 15th. During this time, I will ensure all my current projects are up to date. I will also coordinate with Emma to handle any urgent tasks in my absence.

I hope you will consider my request favorably and approve the leave at your earliest convenience.

Kind regards,
Priya Sharma

Analysis:

Informal Letter Sample

You have moved to a new city. Write a letter to your friend and tell them:

• About your new home
• What you like about the place
• Invite them to visit

Sample Informal Letter:

Hey Sam,

It’s been ages! I just moved to Bangalore last week, and I had to tell you all about it. The apartment is small but super cozy—and get this—it’s got a balcony with a killer view of the city skyline!

The neighbourhood is really lively, and the food joints here are next level. I’ve already found a favourite biryani spot (you have to try it when you come).

Speaking of which—why don’t you plan a visit next month? I’ve got a spare room, and we can explore the city together. Let me know what dates work for you!

Take care,
Aayush

Analysis:

Formal Letter Practice Questions

1. You saw an advertisement for a job opening at a local company. Write a letter applying for the job.
Include:

• Your qualifications
• Why you are suitable
• When you can start

2. You ordered a book online but received the wrong item. Write a letter to the company.
Include:

• What you ordered
• What you received
• What you want the company to do

3. You are moving to another country and need to close your bank account. Write a letter to your bank.
Include:

• Why you're closing the account
• Details of the account
• How to send the remaining balance

Semi-Formal Letter Practice Questions

1. You are planning a short holiday and need someone to look after your house. Write a letter to your neighbor.
Include:

• Dates of your holiday
• What you’d like them to do
• How to contact you

2. You want to organize a surprise party for a colleague at work. Write a letter to your manager.
Include:

• The reason for the party
• Suggestions for the event
• Ask for permission and support

3. You recently attended a course and found it very useful. Write a letter to your instructor.
Include:

• What you learned
• How it helped you
• Suggest improvements

Informal Letter Practice Questions

1. You have recently moved to a new place and want to tell your friend about it. Write a letter to your friend.
Include:

• Where you moved
• Why you moved
• Describe your new place

2. A friend has invited you to a birthday party, but you cannot attend. Write a letter to your friend.
Include:

• Thank them for the invitation
• Explain why you can’t go
• Suggest another time to meet

3. Your friend is coming to your city for a few days. Write a letter giving suggestions about what they can do.
Include:

• Where to stay
• Places to visit
• Things to do

Conclusion

Here’s the deal: writing letters isn’t rocket science, but it is an art. Once you get the tone right, structure it well, and cover all the key points, you’re golden. No more “Uh-oh, did I sound too formal?” or “Did I miss something important?” moments. Instead, you’ll write letters like a pro—whether for IELTS or real-life situations (like that perfectly worded complaint letter to customer service).

The key? Practice, practice, and…you guessed it—more practice! The more you write, the more natural it becomes. So, don’t stress, grab a cup of coffee (or tea, we don’t judge), and start drafting. Your perfect IELTS letter is just a few well-placed words away!

"Do what you can, with what you have, where you are." — Theodore Roosevelt