How to Write an Informative Letter?


Question structure

All questions for IELTS letters have the same structure. They are made up of 3 parts.

Part 1 – The topic.

Part 2 – The person you must write to.

Part 3 – What you should write about (listed as 3 bullet points).

Here is a sample question for an explanation letter with the 3 parts illustrated.

IELTS letter samples – question 1

You are planning a holiday abroad and will be visiting a town where an old friend lives. You haven’t spoken to this friend in a few years.
Write a letter to your friend. In your letter:give your friend a brief update of your life since you were last in touchexplain why you will be travelling to his/her town.say what you plan to do when you visit their town.   The topic

   Who you should write to
   What you should write about

Understanding this will help you to quickly analyse the question and plan your answer. To help you plan, use the letter structure below.



Letter structure

The layout of your letter should follow the structure of the question and consist of four paragraphs with a greeting at the beginning and a signoff at the end.

Use this easy to remember 6 part structure.

1) Dear …..

2) Paragraph 1: Purpose – why you are writing

3) Paragraph 2: Write about 1st bullet point

4) Paragraph 3: Write about 2nd bullet point

5) Paragraph 4: Write about 3rd bullet point

6) Signoff

All you need to do to create your plan is to add in the details from the question, like this:

  1) Dear ….. 

  2) Paragraph 1: Purpose – to tell your friend about your trip

  3) Paragraph 2:  give a brief update of your life since last in touch  (bullet point 1)

  4) Paragraph 3: explain why you will be travelling to his/her town  (bullet point 2)

  5) Paragraph 4: say what you plan to do when you visit their town  (bullet point 3)

  6) Signoff




Formal & Informal Letters

Your letter must be written in the appropriate tone and style. There are two options:

  • Formal – to someone you don’t know or don’t know well.
  • Informal – to a friend.

It is essential that you are able to identify what type of question you’re required to write. Follow this general:

  • If the question includes the word ‘friend’, use informal language.
  • If the question does not include the word ‘friend’, use formal language.

To learn more about formal and informal letters and see two more IELTS letter samples, click here;

The person we are writing to in this question is a friend so, we will write an informal letter. This leads us on to the opening of the letter – the greeting.



The Greeting & Signoff

The Greeting

Always start an informal letter with ‘Dear…’ followed by the first name of the friend, e.g. Dear Ellen,

You probably use ‘Hi…’ and ‘Hello…’ in emails and texts but for letters, ‘Dear…’ is more appropriate, so stick with this.

For a formal letter there are two options for the greeting:

  • Use Dear Sir or Madam if you don’t know the name of the person you are writing to.
  • Use Dear + surname if you do know their name, e.g. Dear Mr Smith or Dear Mrs Jones.

The greeting you use will determine how you sign off your letter.

The Signoff

For an informal letter to a friend, use one of these phrases followed by your first name:

  • All the best
  • See you soon
  • Keep in touch

For example,

     Keep in touch,

     Jacky

For a formal letter, there are two main options. The correct one will depend on who you are addressing:

  • Dear Mr Smith (name known) – Yours sincerely
  • Dear Sir/Madam (name unknown) – Yours faithfully

Always sign off a formal letter with your full name, e.g. Jacky Spear

For our sample letter, we will use this greeting and signoff:

     Dear Ellen…

     ….I hope to see you soon,

     Jacky

We are now ready to think up some ideas to write about. We have the guidelines of the 3 bullet points to help us so this won’t be difficult.



How To Generate Ideas for an Explanation Letter

You only have to write 150 words, so you won’t need many ideas but do make sure that you write about each bullet point and develop each idea fully.

They don’t have to be the best ideas you can possibly think of. Go with your first thoughts and don’t waste time trying to think of better ideas. However, they must relate directly to the bullet points.

Note them beside each bullet point on the exam paper, like this:

You are planning a holiday abroad and will be visiting a town where an old friend lives. You haven’t spoken to this friend in a few years.

Write a letter to your friend. In your letter:

  • give a brief update of your life since last in touch  

Got engaged, bought flat 

  • explain why you will be travelling to his/her town  

Coach tour of Scotland

  • say what you plan to do when you visit their town  

Visit Edinburgh Castle

That’s our planning complete. Once you’ve had some practice, you’ll be able to do this in just a few minutes. Taking time to plan makes writing IELTS letters far quicker and easier than if you don’t do this step. You will also write a better letter and get higher marks.

We’re now ready to start writing our letter.



Writing the Letter

Here’s our plan again with all our notes added in.

  1) Dear ….. 

  2) Paragraph 1: Purpose – to tell your friend about your trip

  3) Paragraph 2:  give a brief update of your life since last in touch  

Got engaged, bought flat

  4) Paragraph 3: explain why you will be travelling to his/her town  

Coach tour of Scotland

  5) Paragraph 4: say what you plan to do when you visit their town  

Visit Edinburgh Castle

  6) Signoff

We’ve already decided on the greeting so we’ll start with paragraph 1.


Paragraph 1

In the first paragraph, you must state the reason for writing the letter, that is, its purpose.

Paragraph 1: Purpose – to tell your friend about your trip

Many students make the mistake of missing this purpose sentence out but it’s very important. Including it will gain you marks.

It only requires one sentence. For example,

I’m just writing to let you know that I’m going to be visiting Edinburgh in a few months’ time.

Top vocabulary tip: One of the easiest ways to show the examiner that you know you are writing an informal letter is to use contractions, e.g.

I’m, I’ve, you’ll, we’d, they’re

Do not use contractions in formal letters. They are informal language. 

Paragraph 2

In the second paragraph, you write about bullet point 1. Remember to keep the language informal for this question. 

Paragraph 2:  give a brief update of your life since last in touch  

Got engaged, bought flat

You could write something like this.

So much has happened since I last wrote so I’ll quickly bring you up to date before telling you about the trip. The big news is that Jamie and I have finally got engaged. He even got down on one knee to propose which was so romantic. The wedding is planned for June next year and we do hope you can come. We‘ve also bought a flat and we moved in together last month.

Paragraph 3

The third paragraph should cover the second bullet point.

Paragraph 3: explain why you will be travelling to his/her town  

Coach tour of Scotland

The holiday we’ve booked is a two-week coach tour of Scotland. We’re spending most of the time on the west coast and in the Highlands but we also get a full day in Edinburgh on 12th May.

Paragraph 4

Paragraph 4 addresses the third bullet point.

Paragraph 4: say what you plan to do when you visit their town  

Visit Edinburgh Castle

The trip includes a guided tour of Edinburgh Castle in the morning but we’re then free for the rest of the day. It would be fantastic to catch up with you if you’re able to meet us for tea somewhere. Let me know if you can make it.

Now we just need to add the signoff we decided on earlier and our letter is complete.



IELTS Letter Sample

Here is the finished letter.





Practice Question

To get some practice writing an explanation letter, write a letter for the question below.

IELTS letter samples – question 2

You rent a four-bedroom house, which you share with three friends. However, there are several problems with this house that need fixing.

Write a letter to the letting agency. In the letter:

  • explain your situation
  • describe the problems with the house
  • say what you would like to happen

This letter is to someone you don’t know so must be written in a formal tone and style. Use the planning structure I showed you above to plan before you start writing.

ASKING FOR INFORMATION

FORMAL

TO BEGIN A LETTER
  • I would like to request……
  • I would like to suggest if you can…..
  • I would be grateful if you could…..
  • I would like you to kindly…
  • I am entitled to request that….
  • I was wondering if it would be possible for you to…
  • I would like some further information about …
  • …..,it would be very helpful if you could suggest some options.
  • I would like to get some information on …..
  • I am writing to enquire about…
  • I am writing to find out about…
TO END A LETTER
  • …., it would be great if you could help me with my queries at your earliest convenience.

INFORMAL

TO BEGIN A LETTER
  • I am writing to find out about…
  • What I am looking for is…
  • I would like to know about/if…
TO END A LETTER
  •  

GIVING INFORMATION

FORMAL

TO BEGIN A LETTER
  • I am writing to inform you that/advise you of/let you know that …
  • regret/am delighted/would like/feel obliged to inform you …
  • I am writing in response to / in reply to / with regard to your letter requesting information about … / enquiry about …
  • I am writing in response to / in reply to / with regard to our telephone conversation concerning …
  • I am writing in connection with / on behalf of …
  •  I regret to inform you that…(semi-formal)
  • I regret to advise you that…(formal)
  • I am pleased to inform you that…(semi-formal)
  • I am delighted to tell you that…(informal)
  • I am happy to advise you that…(formal)
TO END A LETTER
  • I hope that this information will be of some assistance …
  • I hope that I have been able to answer all of your questions …
  • I would be pleased/happy to provide you with any additional information …
  • I look forward to being able to help you again in the future.
  • I look forward to answering your queries.
  • Please do not hesitate to contact me should you require further information.
  • Please do not hesitate to contact me if you have any further questions.
  • If you need further information you can contact me via email chris@etrust.com or call my office number 67890987.

INFORMAL

TO BEGIN A LETTER
  • You asked what I usually do every day. Well,….
  • I am afraid I have some bad news.
  • I am sorry to tell you that…
  • I thought you might like to know that…
TO END A LETTER
  • Hope this information is helpful to you.

STRUCTURE

  1. Introduction
    1. Paragraph 1: (state reasons for writing)
  2. Main Body
    1. Paragraphs 2-3 (give information required)
    2. Paragraphs 4-5 (provide further explanations/suggestions/opinion as stated in the task)
  3. Conclusion
    1. Final Paragraph (closing remarks)
    2. Full name

NB!The exact number and division of paragraphs will depend on the specific instructions for each letter writing task×Отклонить предупреждение

SAMPLE TASK 1

Read the instructions and the two models and answer the questions: 

a) which one successfully covers the requirements of the task. 

b) which one uses an inappropriate style and tone?

c) how is each paragraph introduced in the good model? 

An international conference is to be held at the hotel where you work.

Write a letter of welcome to be sent to the delegates in advance, telling them what the hotel and the district have to offer them.

Model A

Dear Sir/Madam,

I’m writing to welcome you to the Moonshine Hotel where the interriatioaal conference starts next week. I want to remind you that there’ll be a champagne reception upon your arrival. Now, I would like to give you some information about the hotel itself and the local district.

In the first place, I am sure you will be satisfied with our accommodation. We have been working very hard to get things ready for you and your colleagues. Our rooms have lots of space and are quite luxurious. Each room has a bathroom, Jacuzzi and sauna. Don’t hesitate to use our new Olympic Leisure Centre, which contains a weights room and swimming pool, a great way to cool off after a tiring day! By the way, make sure you have a drink at our fabulous Napoleon Bar.

There are many interesting sights to see in the local district. The hotel will provide you with a tour guide or a map, if you decide to explore the area on your own. You’ll also be glad to know that a famous TV series was made here.

I’m looking forward to your stay at our hotel.

Yours faithfully,
Rex Truth
(General Manager)

Model B

Dear Sir/Madam,

As General Manager of the Moonshir Hotel, I am writing with regard to your sta with us during the international con/erenc weekend which we shall be hosting.

The Moonshine Hotel prides itself on it luxurious accommodation and highly-trainee staff. We are certain you will be delightei with your accommodation as each of ou rooms is very spacious with its own en suite bathroom, jacuzzi and sauna. Room service i; available twenty-/our hours a day should yoi require meals, snacks or drinks in your room.
We also hope that you will find time during your weekend here to take advantage of our wide range of guest facilities. As a conference delegate, you will be entitled to use our newly-opened Olympic Leisure Centre, equipped with a swimming pool, gym and squash courts, completely free of charge during your stay. At the Moonshine Hotel we also have a first-class restaurant, brasserie, coffee shop and bar, so you will undoubtedly find an area to relax in. The Moon Restaurant has a superb view over the town of Wickby and has a reputation as one of the best eating establishments in the area.
If time permits, we would also recommend you explore the picturesque medieval town of Wickby as it boasts the fascinating ruins of an ancient castle as well as some fine shops and public houses. In Wickby you can also take a stroll along the beautiful banks of the Lockerton Canal, which was made famous by the recently-screened “Lost Lockerton” television series.
In advance of your arrival, I would like to wish you a very happy stay here, and hope that you will not hesitate to contact me personally should you have any enquiries prior to, or during the conference itself.
Yours faithfully,
Rex Truth
(General Manager)

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