Task 1 (General Training) letters - Formal, semi-formal, and...

Learning Outcomes

After reading this article, you will be able to clearly distinguish between formal, semi-formal, and informal tone in General Training Task 1 letters. You will learn the features, language, structure, and appropriate use of each tone. You will also be prepared to apply the correct tone according to the recipient and the purpose of the letter in the IELTS exam.

IELTS Academic, General & UKVI Syllabus

For IELTS, you must demonstrate accurate use of letter tone in Task 1 of the General Training Writing test. For revision, focus on these syllabus points:

• Identify when the letter requires a formal, semi-formal, or informal tone based on the task prompt.
• Select appropriate opening and closing formulas for each letter style.
• Use suitable vocabulary and grammar to match the letter tone.
• Include content, structure, and politeness conventions appropriate to the relationship with the recipient.
• Avoid language or structural errors that can shift the tone or reduce clarity.

Test Your Knowledge

Attempt these questions before reading this article. If you find some difficult or cannot remember the answers, remember to look more closely at that area during your revision.

1. What are the hallmarks of formal, semi-formal, and informal letter tone in IELTS General Training Writing Task 1?
2. If the prompt says "Write a letter to your neighbour to complain about loud noise," which tone is best?
3. Which opening greeting is best for a letter to your manager asking for time off: "Hi Tom," "Dear Mr. Smith," or "Hello"?
4. How do you end an informal IELTS letter to a close friend?

Introduction

IELTS General Training Task 1 requires you to write a letter responding to a situation. To score highly, you must use an appropriate tone—formal, semi-formal, or informal—marked by specific language and structure. Identifying the correct tone and maintaining it throughout your letter are essential for achieving a good band score.

Key Term: Letter Tone
The overall style of language, grammar, and formality used in a letter, reflecting the relationship with the reader and the context.

Key Term: Formal Letter
A letter using very polite, neutral language suitable when writing to someone you do not know personally, such as officials, companies, or strangers.

Key Term: Semi-formal Letter
A letter using polite but slightly more friendly language, written to someone you know but are not close with, for example, a landlord, boss, or colleague.

Key Term: Informal Letter
A letter using casual, friendly language when writing to a close friend or family member.

Identifying Letter Tone

The exam task prompt will usually indicate the appropriate tone. Ask yourself:

• Do I know this person well (informal)?
• Do I know them but not closely (semi-formal)?
• Is this a stranger, authority, company, or official (formal)?

If the person is a company representative, government official, or someone you have never met, use a formal tone. For acquaintances—like a neighbour, manager, or landlord—use semi-formal. For close friends and family, use informal tone.

Key Term: Recipient
The person who will read your letter, determining the level of formality needed.

Structure and Content by Tone

The letter's structure is similar for all tones:

1. Greeting/opening
2. First paragraph: state reason for writing
3. Middle paragraphs: cover bullet points in prompt
4. Closing paragraph (e.g., suggest next steps, give thanks, end politely)
5. Sign-off

However, phrases, vocabulary, and degree of politeness vary:

Formal

• Opening: "Dear Sir or Madam," or "Dear Mr. Smith,"
• No contractions (do not, cannot)
• Polite, impersonal expressions: "I am writing to enquire..."
• Formal closing: "Yours faithfully," (no name) or "Yours sincerely," (with name)

Semi-formal

• Opening: "Dear Mr. Green," or "Dear Mrs. Taylor,"
• Limited contractions
• Polite but friendly: "I am writing to ask..."
• More personal than formal, but still respectful
• Closing: "Best regards," or "Yours sincerely,"

Informal

• Opening: "Hi Alex," or "Dear Sam,"
• Frequent contractions (can't, don't) and phrasal verbs
• Friendly, conversational: "Just wanted to let you know..."
• Personal references and emotional language
• Closing: "Best wishes," "Take care," or "See you soon,"

Language Features for Each Tone

• Formal: Use indirect questions, modal verbs (could, would), full sentences. Avoid slang, idioms, or colloquial expressions.
• Semi-formal: Use polite phrases, modals, and some idiomatic expressions (not too casual).
• Informal: Use phrasal verbs, contractions, exclamations, and everyday language. Express feelings freely.

Key Term: Contraction
A shortened form of a word or group of words, used mainly in informal writing, such as "can't" instead of "cannot".

Choosing the Correct Closing

Selecting the right sign-off is essential. Make sure it matches your greeting and the recipient:

• "Yours faithfully," for formal letters with no name.
• "Yours sincerely," or "Best regards," for formal or semi-formal letters where the recipient's name is known.
• "Best wishes," or simply a first name for informal letters.

Common Errors in Letter Tone

Selecting the wrong tone, mixing formality levels, or using the wrong greeting can lose marks. Do not use slang in a formal letter or formal phrases with close friends. Inconsistency in grammar and vocabulary style throughout the letter is a common mistake.

Worked Example 1.1

You bought a television from an online shop but it arrived broken. Write a letter to the company's customer service department. Use about 150 words.

Question: What tone is required, and what are the main language features and structure for this letter?

Answer:
The recipient is a company and you do not know a specific person, so use a formal tone.
Opening: "Dear Sir or Madam,"
State the reason: "I am writing to report a problem with a television I ordered from your website."
Use indirect polite requests: "I would appreciate it if you could arrange a replacement."
Avoid contractions and casual phrases.
Close with: "Yours faithfully,"

Worked Example 1.2

You need a neighbour to collect your mail while you are away. Write a letter to your neighbour.

Question: Which tone is best, and what language should you use?

Answer:
The recipient is a neighbour you know but are not close friends with, so use a semi-formal tone.
Opening: "Dear Mr. Thompson,"
Be polite but friendly: "I am writing to ask if you could collect my mail during my holiday."
Use a respectful tone with some familiarity.
Closing: "Best regards,"

Worked Example 1.3

Your friend has invited you to holiday with their family next month. Write a letter to accept their invitation.

Question: Which tone is best, and how should your language change?

Answer:
Write an informal letter.
Open: "Hi Jamie," or "Dear Jamie,"
Use contractions and friendly language: "Thanks so much for inviting me. I can't wait!"
Show emotion and write as if speaking directly: "It'll be awesome to catch up."
Close: "See you soon," "Take care," or "Best wishes," and your first name.

Exam Warning

Using contractions or casual words by mistake in a formal letter will lower your score. Always match the tone to the recipient throughout your writing.

Revision Tip

After drafting your letter, reread it. Check that the opening, vocabulary, grammar, and closing are consistent with your intended level of formality.

Summary

• Identify the relationship with the recipient to decide on letter tone.
• Match structure, greetings, vocabulary, and closing to the tone required.
• Use only formal phrases for officials or companies; use friendly informal expressions with friends or family.
• Remain consistent throughout the letter—do not mix tones.

Key Point Checklist

This article has covered the following key knowledge points:

• Recognize and select formal, semi-formal, or informal tone in IELTS General Training Task 1 letters.
• Match greeting, body language, and closing to the recipient and task.
• Use appropriate language features such as contractions, modals, or expressions to reflect tone.
• Avoid mixing tones or making inconsistent language choices within a letter.
• Practice using opening and sign-off formulas appropriate to each level of formality.

Key Terms and Concepts

• Letter Tone
• Formal Letter
• Semi-formal Letter
• Informal Letter
• Recipient
• Contraction