Hi, I’m Jonathan Mitchell, IELTS examiner and writing trainer.
In the IELTS General Training Writing Task 1, many letters require you to request information, make a complaint, or apologise politely.
Your ability to control tone — not too demanding, not too casual — is what differentiates a Band 6 from a Band 8 or 9.
In this lesson, I’ll show you how to make Polite Requests & Apologies naturally in Formal, Semi-Formal, and Informal letters, with sample phrases, grammar structures, and Band 9 examples.
IELTS examiners assess your Lexical Resource and Task Achievement, which include tone and appropriateness.
If your tone sounds rude, abrupt, or overly casual, you’ll lose marks even if your grammar is correct.
✅ Example:
Could you please send me the report by Friday? → Polite and natural
Send me the report by Friday. → Too direct; Band 6 tone
Politeness shows linguistic control, social awareness, and mastery of register — key indicators of high-level writing ability.
Requests can be made in many ways depending on the formality level.
🔹 Formal Letters
Use modal verbs and indirect structures:
|
Purpose |
Example Phrases |
|
Making a request |
I would be grateful if you could… / I would appreciate it if you would… |
|
Asking for information |
Could you please provide me with… / I am writing to inquire about… |
|
Asking for action |
I would like to request that… / It would be appreciated if… |
✅ Band 9 Example (Formal):
Dear Sir or Madam,
I am writing to request information about the upcoming training seminar your company is hosting. I would be grateful if you could send me details regarding the registration process and schedule.
Thank you in advance for your assistance.
Yours faithfully,
Jonathan Mitchell
🔹 Semi-Formal Letters
When writing to someone you know professionally (like a landlord or manager), use a polite but friendlier tone.
|
Purpose |
Example Phrases |
|
Requesting help |
Could you please… / Would it be possible to… |
|
Asking for permission |
Do you think I could…? / Would you mind if I…? |
|
Following up politely |
Just wondering if you’ve had a chance to look at… |
✅ Example (Semi-Formal):
Dear Mr Clark,
I hope you’re well. I was wondering if it would be possible to reschedule our meeting from Thursday to Friday afternoon, as I have another appointment at that time.
Please let me know if that works for you. Thank you for your understanding.
Best regards,
Jonathan Mitchell
🔹 Informal Letters
When writing to a friend or relative, you can sound warm and natural:
|
Purpose |
Example Phrases |
|
Asking a favour |
Can you do me a favour and…? / Would you mind helping me with…? |
|
Asking for advice |
What do you think I should do about…? / Any suggestions for…? |
|
Making a casual request |
Could you send me the photos when you get a chance? |
✅ Example (Informal):
Hi Emma,
Hope you’re doing great! Could you please send me the contact details of your landlord? I’m looking for a new flat in your area and thought he might have a vacancy.
Thanks a lot — really appreciate it!
Cheers,
Jonathan
IELTS letters often require you to apologise for a mistake, inconvenience, or misunderstanding.
Tone should always be sincere and proportionate — not overly dramatic or defensive.
🔹 Formal Apologies
|
Purpose |
Example Phrases |
|
Acknowledging a mistake |
I sincerely apologise for… / Please accept my apologies for… |
|
Explaining briefly |
The delay was due to unforeseen circumstances. |
|
Offering a solution |
I will ensure this does not happen again. / I would be happy to… |
✅ Band 9 Example (Formal):
Dear Customer Service Team,
I am writing to apologise for missing my scheduled interview on Monday. Unfortunately, I was delayed due to a transport strike and was unable to reach your office on time.
I would greatly appreciate the opportunity to reschedule the meeting at your convenience.
Yours sincerely,
Jonathan Mitchell
🔹 Semi-Formal Apologies
Use friendly but professional expressions.
|
Purpose |
Example Phrases |
|
Polite regret |
I’m really sorry about… / Please forgive me for… |
|
Short explanation |
It happened because… |
|
Offering correction |
I’ll make sure it doesn’t happen again. |
✅ Example (Semi-Formal):
Dear Mrs Jenkins,
I’m really sorry for not returning your call earlier. I was caught up in a meeting and couldn’t respond until now.
I’ll make sure to get back to you more promptly in the future.
Best regards,
Jonathan
🔹 Informal Apologies
Be friendly and natural — use contractions and light expressions.
|
Purpose |
Example Phrases |
|
Small mistake |
Sorry I couldn’t make it yesterday! / I feel terrible about missing your party. |
|
Explaining casually |
I was stuck in traffic all evening! |
|
Showing care |
Hope you’re not too upset — I’ll make it up to you! |
✅ Example (Informal):
Hi Ben,
I’m so sorry I couldn’t come to your birthday dinner last night. I got held up at work, and by the time I finished, it was already too late.
Let’s grab lunch this weekend — my treat!
Cheers,
Jonathan
|
Mistake |
Why It’s a Problem |
Fix |
|
Being too direct |
Sounds rude or abrupt |
Use modal verbs (could, would, may) |
|
Overusing “please” |
Feels unnatural |
Use once per paragraph |
|
Forgetting to explain the reason |
Sounds incomplete |
Add a short, logical reason |
|
Over-apologising |
Weakens tone |
One clear apology is enough |
|
Tone Level |
Example Request |
Use When… |
|
Direct |
Send me the report. |
Only informal letters |
|
Neutral Polite |
Could you send me the report? |
Semi-formal settings |
|
Highly Polite |
I would be grateful if you could send me the report. |
Formal or official contexts |
✅ Band 8 Tip: The higher the formality, the more indirect the structure.
Mini Practice
Rewrite the following sentences to make them more polite:
1️⃣ I want you to reply soon. → I would appreciate it if you could reply at your earliest convenience.
2️⃣ I’m sorry for mistake. → Please accept my apologies for the mistake.
3️⃣ Can you fix it? → Would it be possible for you to fix it?
Before submitting your letter, ask:
If yes, your tone is polished and professional — a clear sign of Band 7 + writing.
Polite language shows maturity, control, and social awareness — all key to achieving Band 8–9 in General Training Task 1.
Balance sincerity with precision: use modal verbs, indirect requests, and measured apologies.
Next, move to Useful Letter Phrases & Vocabulary to build your own library of expressions for every letter type.
You can also revisit the IELTS Writing Overview: Format, Scoring & Key Skills or review official tone samples on IELTS.org.
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