Tips for Writing task 1 - Letter (Complaint, Job Application, Personal Letter, Formal Business)

WRITING

Tips for Writing Task 1 - Letter

Types of letters

     Test may ask you to write only one of 4 types of letters 

• Complaint / Request (of information) letter
• Job application letter
• Personal letter
• Formal business letter

So this is how you do it:

1. When you get the writing assignment, first look and understand what kind of letter do you need to write: complaint/request, business, job application or personal
2.  Read the assignment and write down on the draft paper 3 first things that come to your mind. Those ideas must refer to the topic directly. If there are a number of things you need to write about, refer to every one of them. Make things up, be creative, it doesn’t have to be the absolute truth. Stop right there, no more thinking
3.  Start writing. First paragraph requires no thinking – write 1-2 sentences that explain the topic of your letter.
4.  Remember the 3 things you made up? Use them while you are writing paragraph two. Make it the largest paragraph because it is your only chance to get 150 words in the letter.
5. When paragraph two is done, paragraph three and four (if applicable) are a piece of cake, because they generally are based on paragraph two.
6. After you have finished writing, read the letter once again and check for spelling  and   punctuation errors.

There are rules how to write a letter of each type. When a letter is graded by IELTS examiners, its structure, vocabulary and fluency of language are equally important. So I will show here a model for every one of the letter types together with phrases and forms of speech, and the only thing you need to do is to insert your specific topic information in it. I also supply you with examples to demonstrate what your letter should look like.

Complaint

This is a letter you write to complain about something. It could be something you have purchased or a bad service that you have received, or an accident that happened to you. You must describe it and demand appropriate actions from relevant people.

There are 4 paragraphs in this type of letter. They should look like this:

1.      Start with “Dear Sir/Madam,“ (or write person’s name if it was given in task instructions )

Explain shortly (in one or two sentences) what you are complaining about.

“I am writing to express my dissatisfaction with the tape recorder that I purchased in your store.”

2.      Explain in more details

a)     What happened, what the problem is.

“I purchased a tape recorder in your store on 12/3/2005, just 3 days ago. After a few times that I used it, the “Play” button broke off”.

b)     What are you unhappy about.

“I was very surprised to see the new improved model with 2 years of warranty breaking so soon and for no reason at all.”

c)     What did you do to resolve the situation.

“I contacted your store immediately in order to return the tape recorder and spoke to the shift manager. He refused to replace the tape recorder and suggested that I had it repaired.”

d)     How do you feel about the problem.

“You can imagine how receiving this offer upset me.”

This paragraph should be the longest in the whole letter. You can even  divide it into several parts.

3.      Write what you would like them to do, and what will you do if they don’t give you what you want.

“I insist that you replace the damaged tape recorder and send me a new one. Otherwise I will be forced to stop my payments to your store”.

4.      Write formal ending for the letter, your name and sign. “I look forward to hearing from you.”

If you know the name of person you are writing to, sign “Yours sincerely,

Mr. Smith”

If you don’t know the name of person you are writing to, sign “Yours faithfully,

Mr. Smith”

Useful phrases

The following phrases will make your letter look good. In case it is hard for you to remember all of them, choose just one for each paragraph, memorize it and use for all the letters of this type.

For Paragraph 1

·        “I am writing to complain about…”

·        “I am writing in regard to…”

·        “The reason I am writing to you is (a problem with…)”

·        “I am writing to express my concern about/dissatisfaction with…”

·        “I would like to bring the matter of … to your attention.”

·        “I would like to draw your attention to …” For paragraph 2

·          “I was supposed to receive … Unfortunately, that never happened.”

·        “You can imagine how unhappy I was to discover …”

·        “I regret to inform you that your service was below my expectations.”

·        “When I tried to contact you by phone, no one could offer me any sensible answer.”

·        “I contacted your representative in …. Unfortunately, he denied me the service that I requested.”

For paragraph 3

·        “The ideal solution would be … “

·        “I hope you can settle this matter by …(doing something)”

·        “I insist on getting a refund of …”

·        “Please look into this matter as soon as possible.”

·        “I believe this matter deserves your urgent attention.”

Request of information letter

This is a letter you write to ask a person for information. For example, you may need to receive the trains’ timetable, or list of books on certain topic from a library or an itinerary for a trip you have booked to Africa.

There are 3 paragraphs in this type of letter. They should look like this:

1.      Start with “Dear Sir/Madam,“ (or write person’s name if it was given in task instructions)

Explain shortly (in one or two sentences) what kind of information you are interested in.

“I am writing to ask for information about membership in the Shape sports club.”

2.      Explain in more details who you are, exactly what information you need, why, when and in what form do you need it – a letter, a fax, an e-mail, a phone-call, etc. This should be the biggest paragraph of the whole letter.

3.      Write formal ending for the letter, your name and sign. “I look forward to hearing from you.”

If you know the name of person you are writing to, sign “Yours sincerely,

Mr. Smith”

If you don’t know the name of person you are writing to, sign “Yours faithfully,

Mr. Smith”

Example of Request letter

This example demonstrates what a good letter of request for information should look like. There are notes on the margins, which indicate paragraphs numbers as explained on pages 30. You don’t need to write them in your own letter. It is enough to just leave blank line between the paragraphs

Job application letter

This is a letter you write to apply for a certain position that is vacant. In the real life you would attach your resume to it. Of course, you don’t have to do it for IELTS, writing the letter is enough.

There are 4 paragraphs in this type of letter. They should look like this:

1.      Start with “Dear Sir/Madam,“ (or write person’s name if it was given in task instructions)

Write what position are you applying to, and where it was advertised.

“I would like to apply for the position of secretary advertised in ‘Herald Tribune’ of April 15th 2005.”

2.      Write about your skills, diplomas and experience.

“I am a Software Engineer with more then ten years of experience in …” “I graduated in Some Study Course from Famous University, 1996”

“At present I am employed as a … by company …” “I am familiar with…”

“My skills include working with …, performing …, managing…”

“In course of my present job I have been responsible for the planning and organization of …”

“I am used to working at a fast pace to meet deadlines”.

As in previous types of letters, this paragraph should be the “fattest” in the whole letter.

3.      Explain, why you are interested in this job, express your motivation to contribute. Ask to schedule an interview as soon as possible.

“I would like to apply my skills in your company.”

“I believe the position you offer will give me opportunity to...”

“If you find my skills and experience suitable, please contact me to schedule an interview.”

“I am looking forward to discussing my credentials with you personally.”

4.      Thank the person.

“Thank you for your time and consideration.”

If you know the name of person you are writing to, sign “Yours sincerely,

Mr. Smith”

If you don’t know the name of person you are writing to, sign “Yours faithfully,

Mr. Smith”

Example of Job Application

 Personal Letter

Personal letter is usually written to a friend or a relative. It doesn’t have many strict rules. I have a couple of suggestions that will make your life easier:

1.      Start with something like “Dear Linda,” or “My dearest Charlie,” Then apologize that you forgot to write.

“I am sorry I haven’t written for so long.”

Next, write the purpose of your letter

“I am writing to thank/tell/ask/apologize/wish…”

2.      Start writing on a topic from paragraph 1. Once again, this paragraph must be the biggest one. If possible, try to write 2 paragraphs (2a and 2b).

3.      Sign : “With best wishes, Kathy” “Yours, Louse”

“With love and many thanks from me, Diana”

Example of Personal Letter

Formal Business letter

Any letter other than Complaint, Request, Job application, or Personal is a Business letter. It could be an explanation you write to a library about the books that were never returned, or a letter to Car Rental Company, describing the road accident you were involved in.

There are 4 paragraphs in this type of letter. They should look like this:

1.      Start with “Dear Sir/Madam,“ (or write person’s name if it was given in task instructions)

Explain shortly (in one or two sentences) who you are and/or what are you writing about.

“I am writing in regard to books I borrowed from the library on March 15, 2005 and never returned”.

2.      Explain in more details the purpose of your letter. Consider the idea that task instructions give you, write according to it. Make up interesting details in addition to the original idea. This should be the biggest paragraph of the whole letter.

3.      Say what kind of answer you expect or what suggestions do you have for the situation. It is also a good place to apologize, if applicable.

4.      Write formal ending for the letter, your name and sign. “I look forward to hearing from you.”

If you know the name of person you are writing to, sign “Yours sincerely,

Mr. Smith”

If you don’t know the name of person you are writing to, sign “Yours faithfully,

Mr. Smith”

Example of Formal Business letter

Do it right!

Now, when you know what a letter should look like, it’s time you learn the technique how to write it fast. It works for absolutely any kind of letter. After writing a couple of letters you will realize, that writing down a 150 words alone takes you 15 minutes, plus you have to think of a story to tell in your letter, to make it interesting.

So this is how you do it:

1.      When you get the writing assignment, first look and understand what kind of letter do you need to write: complaint/request, business, job application or personal.

2.      Read the assignment and write down on the draft paper 3 first things that come to your mind. Those ideas must refer to the topic directly. If there are a number of things you need to write about, refer to every one of them. Make things up, be creative, it doesn’t have to be the absolute truth. Stop right there, no more thinking!

3.      Start writing. First paragraph requires no thinking – write 1-2 sentences that explain the topic of your letter.

4.      Remember the 3 things you made up? Use them while you are writing paragraph two. Make it the largest paragraph because it is your only chance to get 150 words in the letter.

5.      When paragraph two is done, paragraph three and four (if applicable) are a piece of cake, because they generally are based on paragraph two.

6.      After you have finished writing, read the letter once again and check for spelling           and                                     punctuation            errors.

Practice, practice, practice!

I believe that practicing in writing is a must. Use the following topics to practice in writing letters as much as you can. They will also help you understand better how to classify the letter tasks – to know what kind of letter you need to write.

Complaint letters tasks

Topic 1

You should spend no more than 20 minutes on this task and write at least 150 words.

You have bought a mobile phone in a tax-free shop just a few days ago, and it doesn’t work properly.

Task: Write a letter to the manager to complain about it and ask him to solve the problem.

You do not need to write your address.

Begin your letter as follows: Dear Sir/Madam,

Topic 2

You should spend no more than 20 minutes on this task and write at least 150 words.

You rented a car from Car Rental Company. The air conditioner has stopped working. You phoned the company a week ago but it has still not been repaired.

Write a letter to the company. In your letter

 introduce yourself

  explain the situation

 say what action you would like the company to take

You do not need to write your address.

Begin your letter as follows: Dear Sir/Madam,

Request of Information letter tasks

Topic 1

You should spend no more than 20 minutes on this task and write at least 150 words.

You are a student who wants to apply to Green Pines College. You are experiencing financial problems at the moment.

Task: Write a letter to the Principal of the College, explaining your situation and ask for information on scholarships or other means of financial help available.

You do not need to write your address.

Begin your letter as follows: Dear Sir/Madam,

Topic 2

You should spend no more than 20 minutes on this task and write at least 150 words.

You would like to participate in a work-related seminar in  another  country.

Task: Write a letter to the person in charge of the seminar and ask for detailed information regarding the dates, program, accommodations and cost.

You do not need to write your address.

Begin your letter as follows: Dear Sir/Madam,

Job Application letter task

Topic 1

You should spend no more than 20 minutes on this task and write at least 150 words.

You want to apply for the following job. Write a letter to Mrs. Keller describing your previous experience and explaining why you would be suitable for the job.

Advertisement: Housekeeper required for private home. Experience is necessary. Contact Mrs. D. Keller.

You do not need to write your address.

Begin your letter as follows: Dear Sir/Madam,

Personal letters tasks

Topic 1

You should spend no more than 20 minutes on this task and write at least 150 words.

You stayed at your friends’ house when you participated in a business seminar in Australia. You left a file with important documents in your room.

Task: Write a letter to your friend, describing the file and ask him/her to return it to you by post.

You do not need to write your address.

Begin your letter as follows: Dear Sir/Madam,

Topic 2

You should spend no more than 20 minutes on this task and write at least 150 words.

You migrated to another country.

Task: Write a letter to your friend to describe your present life and tell him/her why you choose this country.

You do not need to write your address.

Begin           your           letter           as           follows:           Dear           Sir/Madam,

Business Letter tasks

Topic 1

You should spend no more than 20 minutes on this task and write at least 150 words.

You successfully passed a job interview. You are expected to start on November 15, but you will not be available on that date.

Task: Write a letter to your new boss, explaining your situation,  expressing your concern and suggesting solution.

You do not need to write your address.

Begin your letter as follows: Dear Sir/Madam,

Topic 2

You should spend no more than 20 minutes on this task and write at least 150 words.

You are a gift shop keeper.

Task: Write a letter to your supplier, to let him know that you won’t need the merchandise you have ordered. Explain your situation and suggest solution.

You do not need to write your address.

Begin your letter as follows: Dear Sir/Madam,

Topic 3

You should spend no more than 20 minutes on this task and write at least 150 words.

You are a secretary, planning a corporate event.

Task: Write a letter to Entertainment Company explaining what kind of party you would like it to be, indicate date and time of event and your special requests.

You do not need to write your address.

Begin your letter as follows: Dear Sir/Madam,