How to write an IELTS semi-formal letter (with Band 7 and Band 9 samples)
Last verified 8 October 2026 · 8 min read · ieltspractice.app
Quick answer
A semi-formal letter is a General Training Task 1 letter to someone you know through work, such as a manager. Use their name, be polite but natural, and cover all three bullet points in a letter of at least 150 words.
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What is a semi-formal letter in IELTS?
In General Training Writing Task 1, you write a letter. IELTS says “the letter may be personal, semi-formal or formal in style”. Semi-formal sits between the other two. IELTS’s own semi-formal guide calls it “more neutral in style (neither formal nor informal)”.
The same guide says you may choose a semi-formal letter when you write “to someone you know about something negative (for example - an apology to a neighbour)”. You may also choose it when you write “to someone you have a professional relationship with (for example - a manager at work)”.
The key words are someone you know. In a formal letter, you usually do not know the reader. In an informal letter, the reader is a friend or relative. A semi-formal letter is for everyone in between.
| Who you write to (IELTS’s example) | Letter style |
|---|---|
| A friend | Personal (informal) |
| A manager | Semi-formal or formal |
Who do you write a semi-formal letter to?
Read who the letter is for
The task always tells you. IELTS says the style “depends on who you are asked to write to and how well you are supposed to know them”. The examples in the next steps are our rule of thumb, not IELTS rules.
You do not know them: formal
An organisation, a company, an office or a stranger, such as “the manager of a hotel” or “a renting agency”. Write a formal letter.
A friend or relative: informal
A friend, a cousin or a family member. Write an informal letter.
You know them, but not as a friend: semi-formal
A manager or colleague you work with, a landlord you rent from, a neighbour, a teacher or a coach. Write a semi-formal letter.
Still not sure? Look for clues
Words such as “who you have worked with for several years” or “your neighbour, who you know a little” point to semi-formal. This is our rule of thumb too, not an IELTS rule. Whichever style you choose, keep it the same from start to finish.
| What | What IELTS says |
|---|---|
| General Training Task 1 | a letter of at least 150 words |
| General Training Task 1 time | about 20 minutes |
| General Training letter styles | personal, semi-formal or formal |
| What the letter must include | three bullet points that tell you what information to include |
| General Training weighting | Task 2 contributes twice as much as Task 1 to the Writing score |
One request in three tones
Here is one request, moving a weekly class from Monday to Wednesday, written to three different readers. Read them in order and notice what changes.
Informal, to a friend who helps run the class: “Hi Tom, can I move my Monday lesson to Wednesday? My new shifts start next week. Thanks! Amal”
Semi-formal, to your tutor, Ms Mendis: “Dear Ms Mendis, I hope you’re well. My work shifts are changing next week, so I wondered if I could move my Monday lesson to Wednesday. Please let me know if that works for you. Kind regards, Amal Hassan”
Formal, to the language school office: “Dear Sir or Madam, I am writing to request a transfer from the Monday evening class to the Wednesday class, as my working hours are changing. I would be grateful if you could let me know whether a place is available. Yours faithfully, Amal Hassan”
What makes the middle letter semi-formal
Greeting: the person’s name
Informal uses “Hi” and a first name. Semi-formal uses “Dear” and the name: “Dear Ms Mendis,” or, if you use first names at work, “Dear Daniel,”. Formal uses “Dear Sir or Madam,” when you do not know the name. These are common conventions; the IELTS format page sets no rule for greetings.
First line: polite, then the point
The informal letter starts with the question. The semi-formal letter adds a short “I hope you’re well” and then gives the reason. The formal letter starts with “I am writing to request…”.
Contractions: yes
Contractions are short forms such as I’m and you’re. The semi-formal letter uses them, like the informal one. The formal letter writes every word in full.
How you ask: polite, but not stiff
Informal: “can I move…?” Semi-formal: “I wondered if I could move…”. Formal: “I would be grateful if you could…”. Semi-formal is softer than informal but less careful than formal.
Words: everyday, but not slang
Semi-formal uses ordinary, clear words such as “move my lesson”. It avoids slang, and it avoids stiff, office-style words such as “request a transfer”.
Sign-off: friendly but professional
Informal: “Thanks!” and a first name. Semi-formal: “Kind regards,” or “Best regards,” and usually your full name. Formal: “Yours faithfully,” after “Dear Sir or Madam”.
Semi-formal language: what IELTS says to use and avoid
Openings and closings in the middle
IELTS’s semi-formal guide lists “Openings that are neither too formal nor too informal, for example - ‘Dear…,’” and closings such as “‘Regards…’”.
Contractions
The guide lists “contractions, for example - I’m… (instead of ‘I am’)” as a semi-formal feature.
Some more formal words
Use “some more formal vocabulary, for example - ‘receive’ (rather than ‘get’)”.
Personal language
The guide lists “more personal language”: “the complaints we’ve received” instead of “the complaints that have been received”. Our own tip: use “we” and “I”. The passive voice (“have been received”) hides who did the action, so do not use it in every sentence.
Suggest and recommend
Use the words “suggest” and “recommend” to make suggestions. The guide says these replace a more formal “May I suggest…” or an informal “How about…”.
What to avoid
Language that is too formal, such as “It would be greatly appreciated if…”. Language that is too informal, such as “moan” instead of “complaint”. Short forms from texts or social media, such as “convo” for “conversation”.
The practice task
We use this task for both samples on this page. It is an original practice task, written in the style of the test. It is not a real exam question.
You would like to take a part-time course that is held during your working hours.
Write a letter to your manager, who you have worked with for several years. In your letter:
• describe the course
• explain how it would help you in your job
• suggest how your work could be covered while you are away
Write at least 150 words. You do NOT need to write any addresses. Begin your letter as follows: Dear ……………,
You know your manager well, but the letter is about work, so semi-formal is the right choice. Each bullet point, the course, your job and who will cover your work, needs its own paragraph.
How to structure a semi-formal letter
Greeting with the name
Follow the task’s “Dear ……,” with the person’s name. You do not need addresses: IELTS says “You do not need to write any addresses at the top of your letter.”
Opening paragraph: the reason
Say in one or two sentences why you are writing. IELTS’s Task achievement guide says “Your reason for writing should be written in the first paragraph of your letter”, without copying the words of the question.
One paragraph for each bullet point
Give each bullet point a paragraph with a detail or a reason. Watch for “and” and plurals: some bullet points ask for two things.
A polite closing line
Ask for a reply or a next step: “I’d be grateful if we could discuss this when you have a moment.”
Sign-off and name
End with “Kind regards,” or “Best regards,” and your name.
Band 7 sample: clear, but less precise
This letter covers every bullet point and is easy to follow. The numbered notes under it show what holds it at Band 7, including a vague opening, some repetition and a few less natural phrases.
Band 7 sample
General Training Task 1Answer to the practice task above (a course during working hours).
Our team wrote this sample to show what the public band descriptors describe.
Dear Daniel,
I am writing to you because I want to ask you about a course(note 1). I would like to study project management at City College.
The course is every Thursday afternoon for ten weeks. It is about planning and budgeting, and at the end I will get a certificate. It starts in March.(note 2)
I think this course will be very useful for my job. Nowadays I do a lot of planning for our team, so it will help me to do this better. Also I can(note 3) teach the other people in the team(note 4) what I learn.
To cover my work, Anna can do my client calls(note 5) on Thursdays because she knows the clients well. I can also work more hours on other days, so my work will not be a problem.
I hope you can agree to my request, because this course is very important for me. Please tell me your decision soon.(note 6)
Best regards,
Samira
Notes on this answer
TATask achievement
“I want to ask you about a course”: The purpose is clear but vague. It does not say the real request: time off during working hours.
CCCoherence and cohesion
“It starts in March.”: Added at the end, after other details, like an afterthought. Grouping the dates together would read more smoothly.
GRAGrammatical range and accuracy
“Also I can”: A comma after “Also” at the start of a sentence helps the reader. A minor slip that does not affect meaning.
LRLexical resource
“the other people in the team”: Wordy. “My colleagues” says the same thing more precisely.
LRLexical resource
“Anna can do my client calls”: “Do” is vague here. “Take over” or “handle” is the precise workplace phrase.
LRLexical resource
“Please tell me your decision soon.”: A little blunt for a manager. “Please let me know when you have decided” is more natural and polite.
Why Band 7: All three bullet points are covered in clear paragraphs, and the letter is easy to follow. The opening does not state the real request, the language is plainer and more repetitive, and a few phrases are less natural. The tone stays semi-formal throughout.
Band 9 sample: one consistent semi-formal voice
The same task, answered at a higher level. Look at how the opening states the real request, and how the tone stays polite but relaxed until the sign-off.
Band 9 sample
General Training Task 1Answer to the practice task above (a course during working hours).
Our team wrote this sample to show what the public band descriptors describe.
Dear Daniel,
I hope you’re well.(note 1) I’m writing to ask whether I could attend(note 2) a part-time course in project management, which would mean leaving work early one afternoon a week(note 3).
The course is run by City College and takes place every Thursday afternoon, from 2 to 5 pm, for ten weeks(note 4) starting in March. It deals with planning, budgeting and managing risk, and it leads to a recognised certificate.
As you know,(note 5) I’ve been taking on more of the team’s scheduling recently, so the course would help me do this part of my job more accurately. I’d also be happy to share what I learn with my colleagues.
To make sure nothing is missed, I’d suggest that Anna covers(note 6) my Thursday client calls, as she already knows most of the accounts. In return, I’d make up the hours by staying later on Mondays and Tuesdays.
I’d be grateful if we could discuss this when you have a moment. Thank you for considering it.
Kind regards,
Samira
Notes on this answer
TATask achievement
“I hope you’re well.”: A short, friendly check-in: polite but not stiff, right for a manager you know well.
TATask achievement
“I’m writing to ask whether I could attend”: The purpose, and the real request, are clear in the first paragraph.
GRAGrammatical range and accuracy
“which would mean leaving work early one afternoon a week”: “Which would mean…” is a relative clause: it adds more information to the sentence, here the result of the request, without starting a new sentence. Accurate and efficient.
TATask achievement
“takes place every Thursday afternoon, from 2 to 5 pm, for ten weeks”: The first bullet point is fully developed: when, how long and what it leads to.
CCCoherence and cohesion
“As you know,”: Points to shared knowledge: a natural link for someone you work with.
LRLexical resource
“I’d suggest that Anna covers”: “Suggest” is the verb IELTS’s semi-formal guide recommends for suggestions, and “covers” is the precise word.
Why Band 9: The request is clear from the first paragraph, and every bullet point is fully developed. The polite but relaxed tone never slips, and vocabulary and complex grammar are precise and accurate.
What lifts a semi-formal letter from Band 7 to Band 9?
Both letters cover the three bullet points. IELTS says Task achievement “refers to how well your letter achieves its purpose”. The Band 9 letter states the real request at once and offers a clear plan, so the manager can say yes easily.
IELTS’s semi-formal guide says: “To get a band score 7 or above for the content of a semi-formal letter, you need to write in a consistent style and not include language that’s too formal or informal.” Both letters meet this. The biggest difference is precision: the Band 7 letter is plainer and vaguer.
The Band 9 letter also links its ideas with “as you know”, “so” and “in return”. For more of these words, see our guide to linking words for IELTS.
| Criterion | Tag in our notes | What IELTS says it assesses |
|---|---|---|
| Task achievement | TA | how well your letter achieves its purpose |
| Coherence and cohesion | CC | how clear and fluent your writing is, and how you organise ideas and information |
| Lexical resource | LR | the range of vocabulary you have used, and how accurately and appropriately you use it |
| Grammatical range and accuracy | GRA | the range of grammar you have used and how accurately and appropriately you have used it |
Common mistakes in IELTS semi-formal letters
Writing to a manager like a friend. “Hey Daniel, can I skip work on Thursdays?” is too casual for work. Keep “Dear”, a polite opening and a clear request.
Becoming stiff and formal. Phrases such as “It would be greatly appreciated if…” or “I hereby request…” are too formal for someone you know. Choose “I’d be grateful if…” or “Could we…?”.
Mixing styles. IDP’s letter guide says to “maintain consistency throughout the letter in terms of the tone you choose.” A “Hi” at the start and “Yours faithfully” at the end do not match.
Missing part of a bullet point. IELTS’s Task achievement guide says “All three bullet points need to be presented”, and some bullets contain more than one element.
Too short. Under 150 words, IELTS says “there may not be enough evidence of the language features needed in order to award higher bands”. Check your length with our word counter (choose Task 1).
More letter guides
Writing to a friend instead? Read our IELTS informal letter guide, with its own Band 7 and Band 9 samples. For all three styles in one place, see our General Training letter writing guide.
For a letter to a company or an office, read our Band 9 formal letter sample. To see how the four criteria work in detail, read how IELTS Writing is scored.
More General Training letter guides
Frequently asked questions
What is a semi-formal letter in IELTS?
It is a General Training Task 1 letter to someone you know, but not as a close friend, such as a manager, a colleague, a landlord or a neighbour. IELTS’s semi-formal guide calls it “more neutral in style (neither formal nor informal)”.
How do I start a semi-formal letter?
Use “Dear” and the person’s name, such as “Dear Ms Mendis,” or “Dear Daniel,”. Then add a short polite line and your reason for writing in the first paragraph. IELTS does not say which words to use in the greeting. But its guide to General Training Writing says a letter needs a greeting and a closing. These greetings are common conventions.
Kind regards or Yours sincerely: how do I end a semi-formal letter?
“Kind regards,” or “Best regards,” are the usual choices, and IELTS’s semi-formal guide gives “Regards…” as an example. “Yours sincerely,” is more formal but still fine after a name. Avoid “Yours faithfully,” (used after “Dear Sir or Madam”) and “Love,”.
Can I use contractions in a semi-formal letter?
Yes. IELTS’s semi-formal guide lists contractions such as “I’m” as a semi-formal feature. Use them naturally, but do not use text-message short forms.
Is a letter to my landlord formal or semi-formal?
It depends on how well you know them. IELTS says the style depends on who you write to “and how well you are supposed to know them”. A landlord you have rented from for a while usually means semi-formal. An agency you have never met usually means formal.
Is a letter to my manager formal or semi-formal?
IELTS’s example says “writing to a manager (semi-formal or formal)”, so both can work. If the task says you know your manager well, write semi-formal. If it is a serious complaint or a manager you have never met, write formal.
Sources
- IELTS (ielts.org): IELTS General Training format, Writing
- IELTS (ielts.org): How to write a semi-formal letter for General Training Writing Task 1
- IELTS (ielts.org): Reach a band 5 and higher in General Training Writing
- IDP IELTS: General Training Writing Task 1, how to write a letter
Facts on this page last checked against these sources on 8 October 2026.
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