a useful format/template
for writing a formal letter
in IELTS Writing Task 1,
along with examples of phrases to use for the introduction, body paragraphs,
and conclusion:
IELTS Writing Task 1 — Formal Letter Template
1. Salutation
- Start with:
Dear
Sir/Madam,
(If you know the name, you can write Dear Mr.
Smith, but in IELTS formal letters, “Dear Sir/Madam” is safest.)
2. Introduction (Opening Paragraph)
- State the purpose of the letter
clearly.
- Useful phrases:
I am writing to inform you about…
I am writing to express my dissatisfaction with…
I am writing to request information regarding…
I am writing to apply for…
3. Body Paragraph 1 (First main point)
- Explain the first point in
detail.
- Add clear reasons or
explanations.
- Use formal linking words:
Firstly,
I would like to bring to your attention that…
This is because…
Furthermore,
- Example phrases:
Firstly, I would like to inform
you that…
I recently purchased... and unfortunately, it did not meet my expectations.
4. Body Paragraph 2 (Second main point)
- Explain the second main point
with details.
- Add examples if possible.
- Use linking phrases:
Secondly,
In addition,
Moreover,
For instance,
- Example phrases:
Secondly, I would like to request
that…
Moreover, I would appreciate it if you could…
5. Conclusion (Closing paragraph)
- Politely summarize what you
expect or thank the reader.
- Useful phrases:
I look
forward to hearing from you.
I hope you will look into this matter at your
earliest convenience.
I look forward to your prompt response.
I would be grateful if you could consider my request.
Please feel free to contact me if you need any further information.
6. Closing
- End with:
Yours faithfully, (if you used
Dear Sir/Madam)
Yours sincerely, (if you used a name)
- Sign your name:
Your
full name
Example Question and Sample Structure:
Question:
You recently ordered a product online, but when it arrived, it was damaged.
Write a letter to the company and:
- Explain what the problem is
- Request a replacement or refund
- Say what you would like them to
do
Sample Answer Using the Format:
Dear
Sir/Madam,
I
am writing to inform you about a damaged item that I recently received from
your online store.
I placed an order for a set of wireless headphones (Order No. 45678) on March
10th, and the package was delivered on March 15th. Unfortunately, upon opening
the box, I found that the headphones were cracked and not working properly.
Firstly,
I would like to bring to your attention that the product was clearly damaged
during delivery.
The left earphone is broken and does not produce any sound. This is quite
disappointing as I was planning to use it for important work calls.
Secondly,
I would kindly request either a replacement or a full refund for the damaged
item.
In addition, I would appreciate it if you could arrange for the damaged product
to be collected from my home address.
I
hope you will look into this matter at your earliest convenience.
Please feel free to contact me if you require any further information.
Yours
faithfully,
Rahul Dev
Bullet Points:
- Describe the
book and the damage
- Explain how
it was delivered
- Say what you
want the seller to do
Answer:
Dear Sir/Madam,
I am writing to inform you about a damaged
book I received from your online store.
Firstly, I would like to bring to your
attention that I ordered a hardcover edition of Pride and Prejudice by
Jane Austen. Unfortunately, the book arrived with a torn cover and several bent
pages. This is because the packaging was insufficient to protect it during
delivery.
Secondly, the parcel was delivered by your
courier partner, Swift Express. It appeared to have been handled roughly, as
the box was crushed on one side. Moreover, there was no "Fragile"
label on the package.
I would be grateful if you could send a
replacement copy or issue a full refund. I hope you will look into this matter
at your earliest convenience.
Yours faithfully,
Gita Ghimire
2. You stayed at a hotel recently and
were unhappy with the service. Write a letter to the hotel manager.
Bullet Points:
- Explain the
problems you had
- Say how the
staff responded
- Suggest how
the hotel can improve
Answer:
Dear Sir/Madam,
I am writing to express my dissatisfaction
with the service I received during my recent stay at your hotel.
Firstly, I would like to inform you that the
room was not properly cleaned upon my arrival. There were stains on the
bedsheets and dust on the furniture. This is because housekeeping had clearly
not inspected the room before check-in.
Secondly, when I reported this issue to the
front desk, the staff was unhelpful and dismissive. Moreover, it took over two
hours to receive fresh linens.
I would appreciate it if you could train your
staff to be more responsive and ensure rooms are inspected before check-in. I
hope you will look into this matter seriously.
Yours faithfully,
Gita Kumal
3. You saw an advertisement for a
training course. Write a letter to the organizers.
Bullet Points:
- Ask for more
details about the course
- Explain your
background and interest
- Ask about
fees and duration
Answer:
Dear Sir/Madam,
I am writing to request information regarding
the business management training course advertised on your website.
Firstly, I would like to know the course
syllabus and whether it covers leadership, communication, and strategic
planning. This is because I am currently working as a marketing officer and
wish to improve my managerial skills.
Secondly, I have a bachelor’s degree in
business studies and am eager to expand my knowledge through formal training.
In addition, I would like to know the course duration, timing, and total fees.
I look forward to your prompt response. Please
feel free to contact me if you need any further information.
Yours faithfully,
Tanka Thapa
4. Your neighbor is making too much
noise. Write a letter to the building manager.
Bullet Points:
- Explain the
problem
- Describe how
it affects you
- Suggest what
should be done
Answer:
Dear Sir/Madam,
I am writing to inform you about the excessive
noise coming from Apartment 4B in our building.
Firstly, I would like to bring to your
attention that loud music and parties occur almost every night. This is
especially problematic during weekdays when I need to wake up early for work.
Secondly, the constant noise affects my
ability to sleep and concentrate. Moreover, other neighbors have also expressed
similar concerns.
I would be grateful if you could speak to the
tenants of Apartment 4B and remind them of the building’s noise policy. I look
forward to your support in resolving this issue.
Yours faithfully,
Manish Giri
5. You applied for a job and haven’t
received a response. Write a letter to the company.
Bullet Points:
- Mention the
job title and date of application
- Ask about the
status of your application
- Reaffirm
your interest in the position
Answer:
Dear Sir/Madam,
I am writing to inquire about the status of my
job application for the position of Administrative Assistant.
Firstly, I would like to inform you that I
submitted my application on 3rd March 2025 via your careers portal. This is
because I am genuinely interested in contributing to your company.
Secondly, I have relevant experience and
skills, and I am confident that I can perform well in this role. Moreover, I
would appreciate an update regarding the recruitment timeline.
I look forward to your response and hope you
will consider my application favorably.
Yours faithfully,
Jay Kishor Chaudhary
6. You lost an item while traveling on
a bus. Write a letter to the bus company.
Bullet Points:
- Describe the
lost item
- Explain
where and when you lost it
- Ask what
they can do to help
Answer:
Dear Sir/Madam,
I am writing to inform you about a mobile
phone I lost while traveling on one of your buses last Sunday.
Firstly, I would like to inform you that the
lost item is a black Samsung Galaxy A52 with a blue cover. This is because I
mistakenly left it on the seat after getting off at the Baneshwor stop.
Secondly, I was on Bus No. 12, which left
Kalanki at 3:00 PM. I boarded it around 3:20 PM and got off at 4:00 PM.
Moreover, I believe the item was left on the window-side seat near the middle
of the bus.
I would be grateful if you could check with
the lost-and-found department and let me know if the phone has been returned. I
look forward to hearing from you.
Yours faithfully,
Rahul Sinha
7. You want to attend a conference
abroad. Write a letter to your manager for permission.
Bullet Points:
- Explain the
purpose of the conference
- Give details
about the dates and location
- Explain how
it will benefit your work
Answer:
Dear Sir/Madam,
I am writing to request permission to attend
an international conference on digital marketing in Singapore next month.
Firstly, I would like to inform you that the
conference focuses on new trends in SEO and AI-powered advertising. This is
because these topics are directly related to our company’s recent shift toward
digital strategies.
Secondly, the conference will be held from
12th to 15th May 2025 at the Marina Bay Sands Convention Centre. Moreover, I
will bear the travel and accommodation costs if leave is granted.
I hope you will consider my request favorably
as this event will enhance my contribution to the team. I look forward to your
approval.
Yours faithfully,
Manoj Gupta
8. Your credit card was charged
incorrectly. Write a letter to the bank.
Bullet Points:
- Explain the
error
- Provide
necessary account details
- Ask for
correction and refund
Answer:
Dear Sir/Madam,
I am writing to inform you about an incorrect
charge made to my credit card ending in 5482.
Firstly, I would like to bring to your
attention that I was charged NPR 7,800 for a transaction at "Electro Nepal
Pvt. Ltd." on 10th April, which I never made. This is because I was not
even in the city on that day.
Secondly, I am enclosing the bank statement
and card copy for your reference. Moreover, I contacted the vendor who
confirmed the transaction was not in my name.
I would be grateful if you could reverse the
amount and investigate the issue further. Please feel free to contact me for
any additional details.
Yours faithfully,
Saroj Shah
9. You are not satisfied with your
internet service. Write a letter to your internet provider.
Bullet Points:
- Describe the
problem
- Say how long
it has been happening
- Ask for
immediate action
Answer:
Dear Sir/Madam,
I am writing to express my dissatisfaction
with the internet service provided by your company over the past two weeks.
Firstly, I would like to inform you that the
connection frequently drops during working hours. This is because of recurring
issues in our area, as confirmed by your technician on a previous visit.
Secondly, I have already lodged three
complaints, but no long-term solution has been provided. Moreover, this
disruption is affecting my ability to work from home effectively.
I hope you will look into this matter at your
earliest convenience and ensure a stable connection is restored. I look forward
to your prompt response.
Yours faithfully,
Priya Dev
10. You bought a washing machine that
is faulty. Write a letter to the store.
Bullet Points:
- Describe the
product and problem
- Explain when
and where you bought it
- Say what you
want the store to do
Answer:
Dear Sir/Madam,
I am writing to inform you about a defective
washing machine I purchased from your store last week.
Firstly, I would like to bring to your
attention that the machine, a Whirlpool 7kg front-load model, leaks water
during every wash cycle. This is because the door seal seems to be faulty.
Secondly, I purchased it from your Narayangarh
branch on 12th April and have the receipt and warranty card. Moreover, the
product was delivered the next day and installed by your staff.
I would be grateful if you could arrange for a
technician to inspect it or replace the unit at the earliest. I look forward to
your assistance.
Yours faithfully,
Roshni Shetty
Additional samples
1.
You recently bought a product online, but it was defective. Write to the
company.
Bullet points:
- Describe the product and the issue
- Ask for a refund or replacement
- Include order details
Answer:
Dear Sir or Madam,
I
am writing to express my dissatisfaction with a product I recently purchased
from your online store.
On
April 2nd, I ordered a pair of Bluetooth earphones (Order ID #789456) from your
website. However, upon receiving the item, I noticed that the left earpiece
does not function, and the charging port is faulty.
I
would like to request a replacement of the item or a full refund if a
replacement is not available. I have attached photos of the faulty product
along with a copy of the invoice for your reference.
Please let me know how I can proceed
with the return process.
Sincerely,
Ramesh Adhikari
2.
You saw an advertisement for a job but need more information before applying.
Write to the company.
Bullet points:
- Mention the job title and where you saw the ad
- Ask about qualifications required
- Inquire about application deadlines
Answer:
Dear Sir or Madam,
I
am writing in reference to the job advertisement for the position of Marketing
Assistant, which I saw on the JobsNepal.com website on April 6th.
I
am very interested in applying but would appreciate more information regarding the
qualifications and experience you are looking for. Specifically, I would like
to know if the position requires prior experience or if recent graduates can
apply.
Additionally,
I would be grateful if you could confirm the deadline for submitting applications.
Thank you in advance for your
assistance.
Yours faithfully,
Anita Gurung
3.
You stayed at a hotel and had a bad experience. Write to the hotel manager.
Bullet points:
- Explain when you stayed and what went wrong
- Describe how it affected you
- Ask for compensation or apology
Answer:
Dear Hotel Manager,
I
am writing to express my disappointment regarding my recent stay at your hotel
from March 25th to 28th in Room 204.
Unfortunately,
the air conditioning in my room was not working, and despite several
complaints, no one came to fix it. As a result, I had three very uncomfortable
nights, which negatively affected my business meetings due to lack of rest.
Given
the circumstances, I would appreciate a partial refund or a complimentary stay
in the future as compensation for the inconvenience.
I look forward to hearing from you
soon.
Yours faithfully,
Prakash Koirala
4.
You have a complaint about a bus service in your city. Write to the transport
authority.
Bullet points:
- Describe the problem
- Explain how it affects commuters
- Suggest improvements
Answer:
Dear Sir or Madam,
I
am writing to raise a concern regarding the Bus No. 15 service between Kalanki
and Baneshwor.
The
buses are consistently late and often overcrowded during peak hours. Many
commuters, including myself, are late for work because the buses do not follow
a proper schedule.
I
kindly suggest increasing the frequency during morning and evening rush hours
and ensuring that all buses are maintained properly for safety and punctuality.
Thank you for your attention to this
matter.
Sincerely,
Suman Luitel
5.
You want to apply for a loan from a bank. Write to the bank manager.
Bullet points:
- State the purpose of the loan
- Mention the amount and duration
- Describe your financial situation
Answer:
Dear Bank Manager,
I
am writing to inquire about the possibility of obtaining a personal loan from
your bank.
I
wish to apply for a loan of NPR 500,000 to renovate my home. I plan to repay
the loan over a period of 24 months. I am currently employed as a civil
engineer with a monthly income of NPR 80,000, and I have maintained an account
with your bank for over five years.
Please
let me know the required documents and the application procedure.
Yours faithfully,
Bikash Shrestha
6.
You lost an item while travelling on a train. Write to the railway authority.
Bullet points:
- Describe the item and when you lost it
- Mention train number and seat details
- Request assistance in finding it
Answer:
Dear Sir or Madam,
I
am writing to report a lost item during my recent train journey on April 3rd
from Birgunj to Kathmandu on Train No. 204.
I
left my black leather backpack, which contains a laptop and important
documents, under Seat 12A in Coach B. I only realized this after disembarking
at the final station.
I
kindly request your assistance in locating and returning the item. Please
contact me at 9812345678 if it is found.
Sincerely,
Nabin Kharel
7.
You recently changed your address and need to update official records. Write to
the relevant authority.
Bullet points:
- Mention your previous and new address
- Request an update in records
- Ask for confirmation
Answer:
Dear Sir or Madam,
I
am writing to inform you of my recent change of address and to request an
update to your records.
My previous address was:
Ward No. 3, Bharatpur, Chitwan
My new address is:
Kalanki, Kathmandu – Ward No. 5
Please
update your database accordingly, and kindly send a confirmation once the
changes are complete.
Yours faithfully,
Rita Chaudhary
8.
You attended a conference but were not satisfied with the organization. Write
to the event manager.
Bullet points:
- Say when and where the event took place
- Mention what you expected
- Describe what went wrong and suggest improvements
Answer:
Dear
Sir or Madam,
I
recently attended the “Global Tech Summit” held at Hotel Everest on March 28th,
and I would like to provide some feedback on the event’s organization.
While
the topics covered were relevant and the speakers excellent, the event lacked
proper logistical arrangements. The seating was inadequate, and the sound
system was poor, making it difficult to follow the sessions. Additionally, the
lunch arrangements were delayed and uncoordinated.
I
had expected a more professional setup, especially for an international-level
event. I suggest ensuring a larger venue, better coordination, and technical
checks before future conferences.
Thank you for considering my
suggestions.
Yours faithfully,
Dipak Thapa
9.
You want to cancel your gym membership. Write to the gym manager.
Bullet points:
- Mention your membership details
- Give reasons for cancellation
- Request confirmation and refund if applicable
Answer:
Dear Sir or Madam,
I
am writing to formally request the cancellation of my gym membership at FitZone
Club. My membership ID is FZ1034, valid until July 15th.
Due
to a recent job transfer to Pokhara, I will be relocating next month and will
no longer be able to attend. I would appreciate it if you could confirm the
cancellation and refund the balance amount for the unused months, as per your
policy.
Please let me know if any forms or
procedures are required.
Sincerely,
Sujata Bhandari
10.
You applied for a course but haven’t received a response. Write to the
institute.
Bullet points:
- Mention the course and when you applied
- Ask for an update on your application
- Request next steps
Answer:
Dear Sir or Madam,
I
applied for the “Diploma in Business Administration” at your institute on March
20th via your online portal. However, I have not yet received any update
regarding the status of my application.
I
would appreciate it if you could inform me whether my application was received
and when I can expect a decision. I have attached my application ID and
documents again for reference.
Please let me know if further
documents are needed.
Yours faithfully,
Keshav Aryal
11.
You would like to report a broken streetlight in your area. Write to the
municipal office.
Bullet points:
- Describe the problem and location
- Explain why it is dangerous
- Ask for immediate action
Answer:
Dear Sir or Madam,
I
am writing to report a broken streetlight on the main road of Padampur–4,
Chitwan, near the community hospital.
The
light has not been functioning for over a week, making the area very dark at
night. It poses a safety risk to pedestrians and has already caused one minor
accident involving a cyclist.
I
kindly request that your department fix the light as soon as possible to ensure
safety for residents.
Sincerely,
Bal Ram Shah
12.
You want to request time off from your employer. Write to your manager.
Bullet points:
- State the reason for the leave
- Mention the duration and dates
- Offer to help with work in your absence
Answer:
Dear Mr. Gautam,
I
hope you are well. I am writing to formally request a leave of absence from May
10th to May 20th due to a family emergency in my hometown, Dang.
During
my absence, I will ensure that all ongoing tasks are delegated to my colleague,
Mr. Neupane. I will also be available via email if anything urgent arises.
Please
let me know if you require any supporting documents.
Yours sincerely,
Prajwol Kunwar
13.
You have a suggestion for improving service at a local library. Write to the
librarian.
Bullet points:
- Describe the service you use
- Suggest an improvement
- Explain the benefits
Answer:
Dear Sir or Madam,
I
am a regular member of the Ratnanagar Public Library and frequently visit to
study and borrow books.
I
would like to suggest extending the weekend hours. Currently, the library
closes at 3 p.m. on Saturdays, which is quite early for those who study or work
during the week. Extending the hours to 6 p.m. would benefit many users.
This
change would increase foot traffic and encourage more people to utilize library
resources.
Yours faithfully,
Sita Shrestha
14.
You have found a wallet in a public place. Write to the police station.
Bullet points:
- Describe the wallet and contents
- Say where and when you found it
- Ask how to return it
Answer:
Dear Sir or Madam,
I
found a black leather wallet on April 25th at around 6 p.m. near the bus stop
in New Road, Kathmandu.
The
wallet contains several ID cards (including one belonging to Mr. Ramesh
Subedi), two ATM cards, and NPR 3,200 in cash. I would like to return it to the
rightful owner and am willing to bring it to the station.
Please advise me on the next steps.
Sincerely,
Rina Ghimire
15.
You received poor customer service at a bank. Write to the branch manager.
Bullet points:
- Describe the situation and staff involved
- Explain your disappointment
- Request action
Answer:
Dear Branch Manager,
I
am writing to file a complaint regarding my visit to your Kalimati branch on
April 19th.
I
was trying to open a new account, but the staff member I spoke with was
unhelpful and dismissive. He provided incomplete information and told me to
“come back another day” without offering assistance or even checking my
documents.
I
expected better service from a reputed bank like yours. I request that this
matter be looked into and that staff are trained in proper customer service.
Yours faithfully,
Dipika Baral
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