Tip #20 Writing task 1 (general Module): Using the formality assessment to structure a formal or an informal Letter

.Pre-Writing Checklist
Assess Formality:
🔎 Familiarity
☐ Stranger/official → Formal
☐ Friend/family → Informal
🔎 Status Relationship
☐ Higher status (boss, official) → Formal
☐ Equal/lower status → Informal
🔎 Power Dynamic
☐ You need them (complaint/request) → Formal
☐ They need you (invitation) → Less formal

Structure Accordingly:
Formal Letters

1. Purpose
2. Details (What/When/Where)
3. Emotion (Polite expression)
4. Clear request
5. Contact timeline

Informal Letters

1. Personal greeting
2. Main purpose
3. Explanation/feeling
4. Casual sign-off

Model Formal Letter (158 words)
You should spend about 20 minutes on this task.

The company you work for is planning to provide special training for staff. You previously booked a room with a colleague but the booking has reserved a single room instead of the twin-bed room.

Write to a hotel manager about a booking issue.
• Give some details about error made
• Describe what bed you have requested and give specifics about how and when the booking was made
• Give specifics about when you need this rectified
Write at least 150 words.
You do NOT need to write any addresses.
Begin your letter as follows:
Dear Sir/Mdm.

You have assessed the formality of this task at about 70% formal
______________________________________________________________________________________
Dear Mr. Sir/Mdm.,
I am writing regarding my reservation (#AB-2049) at your hotel from 15-18 June, which appears to be incorrectly processed.

Upon receiving the confirmation email, I noticed the system listed a single room despite requesting a twin-bed room for my colleague and myself. The reservation was made through your website on 2nd May, and I have attached the original booking confirmation.

I am quite concerned about this discrepancy as we require separate beds for professional reasons.

I would appreciate if you could rectify this error by 10th June at the latest. Please contact me at [email protected] or +44 7890 123456 during business hours.

Yours sincerely,

James Smith


Model Informal Letter (154 words)

You should spend about 20 minutes on this task.

You have decided to visit your friend Maria in her city, Manchester UK, partly to see her but also to see a football match

Write to her
• Give some details about your trip there
• Describe your time availability
• Check with her about her availability

Write at least 150 words.

You do NOT need to write any addresses.
Begin your letter as follows:
Hi Maria

You have assessed the formality of this as about 20% formal (ie 80% informal)

Hi Maria,

Hope you're enjoying the new job! Sorry I haven't written in ages - work's been crazy.

I'm finally taking that UK trip we discussed! I'll be in Manchester from 20-25 August and would love to meet up. My schedule's flexible except for the 22nd when I'm touring Old Trafford (you know me and football!).

I'm really excited to see you after three years - we've got so much to catch up on! Let me know which days work best for you.

Take care,

Daniel

Post-Writing Analysis
Why This Works:

1. Formal Letter

• Clear problem identification (#AB-2049)
• Professional tone despite complaint ("quite concerned")
• Specific deadline (10th June) and contact options
• Correct closure ("Yours sincerely" for named recipient)

1. Informal Letter

• Natural opener referencing shared knowledge
• Casual explanation for delay ("work's been crazy")
• Personal detail (Old Trafford) builds authenticity
• Flexible request maintains friendship dynamic

Band 9 Features:

• Formal: Passive voice ("appears to be incorrectly processed")
• Informal: Contractions ("I'll", "you're")
• Both: Stay within word count while covering all elements

Common Pitfalls Avoided:
✖ Over-apologizing in formal letters
✖ Mixing tones (e.g., "Hey Mr. Patel")
✖ Omitting key details (dates/numbers)
Pro Tip: Practice writing both versions for the same scenario (e.g., job application vs. friend's job advice request) to master tone switching.