General Training Writing Task 1 · formal · complaint

Formal complaint letter regarding faulty office equipment

You work at home and have a problem with a piece of equipment that you use for your job.

Write a letter to the shop or company which supplied the equipment. In your letter:

describe the problem with the equipment
explain how this problem is affecting your work
say what you want the shop or company to do

Write at least 150 words. You do not need to write any addresses. Begin your letter: Dear Sir or Madam,

Band 8 sample letter

Dear Sir or Madam,

I am writing to formally report a malfunction with the Ergonomic Pro Office Chair I purchased from your online store on 12 October, order number #88492.

The hydraulic lift mechanism has failed completely. Despite following the assembly instructions precisely, the seat continuously sinks to its lowest position within minutes of adjustment. Furthermore, the backrest locking lever has become loose, causing it to tilt backward unexpectedly, which is both frustrating and hazardous.

As I operate a freelance consultancy from my home, I spend approximately ten hours a day at my desk. This defect has caused significant discomfort and has led to persistent back pain, which is severely hampering my productivity and ability to meet client deadlines. I am currently unable to work effectively without risking further injury.

Given that the item is under warranty, I would like you to arrange for a replacement to be delivered as soon as possible. Alternatively, if a replacement is unavailable, I request a full refund so that I may purchase an alternative model elsewhere. I have attached a copy of my receipt for your reference.

I look forward to your prompt response regarding this matter.

Yours faithfully,

Jonathan Sterling

198 words. Names and details are invented; write your own.

Why this scores well

A Band 8 response clearly addresses all three bullet points with a professional, consistent tone and sophisticated vocabulary. A common Band 6 mistake is failing to link the equipment problem to the specific impact on the user's work, resulting in a generic letter that lacks logical development.

Write to an organisation or someone you do not know: open with Dear Sir or Madam, close with Yours faithfully.
If you know the person's surname, use Dear Mr or Ms and close with Yours sincerely.
No contractions, no slang; polite indirect requests such as I would be grateful if you could.

Useful phrases from the letter

malfunction: a failure of a machine to work correctly
hydraulic lift: a system using pressurized liquid for height adjustment
hampering: making it difficult for someone to do something
freelance consultancy: self-employed professional advice services provided to clients
hazardous: involving risk or danger to one's personal safety
prompt: done without delay or acting in a timely manner

Write your own and get a band

Answer this prompt in a timed General Training writing test and get a band for task achievement, coherence, vocabulary and grammar, with the sentences to fix.

Practise IELTS General writing

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Frequently asked questions

Is this letter formal or informal?

Formal. Write to an organisation or someone you do not know: open with Dear Sir or Madam, close with Yours faithfully.

How long should an IELTS General Training letter be?

At least 150 words, and 160 to 200 is the comfortable range. Spend about 20 minutes on it and leave 40 for Task 2, which carries twice the marks.