General Training Writing Task 1 · formal · other

Letter to HR Manager Declining a Job Offer: IELTS formal letter sample

An IELTS General Training Writing Task 1 formal letter with a Band 8 sample answer, why it scores well and the phrases worth borrowing for your own letter writing.
  • 178 words
  • Formal letters
  • Other
  • 20 minutes
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The task

You were offered to join a company but for some reason, you can not join there.

Write a letter to the HR Manager of the company. In your letter:

  • →explain the reason why you are declining the offer
  • →express your gratitude
  • →explain why you like your current job so much

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

Model answer

Band 8 sample letter

Band 8178 words. Names and details are invented; write your own.

Dear Ms. Sterling,

I am writing to formally decline the offer for the Senior Project Manager position at your organisation. After careful consideration, I have decided that I cannot accept this role at the present time.

I would like to express my sincere gratitude for the opportunity. I was truly impressed by your company's innovative approach and the professionalism displayed by your team during the interview process. It was a pleasure learning about your vision for the upcoming fiscal year.

My decision is primarily due to a significant project at my current firm that has entered a critical phase. My team has been working tirelessly on a sustainable infrastructure initiative, and I feel a strong professional obligation to see this project through to its completion. The challenge and the impact of this work have made me realise how deeply I value my current role.

I am genuinely grateful for your time and the confidence you placed in me. I wish you and the company every success in finding the right candidate for this position.

Yours sincerely,

Jonathan Miller

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.

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Examiner's view

Why this scores well

This letter achieves Band 8 by addressing all bullet points with a sophisticated, consistent tone and clear paragraph structure. A common Band 6 mistake is failing to provide a specific, convincing reason for staying at the current job, often resulting in vague or repetitive explanations.

  • →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.

6 phrases

Useful phrases from the letter

  • formally decline

    To politely refuse an offer in a professional manner.

  • fiscal year

    The twelve-month period used for financial reporting purposes.

  • critical phase

    A very important stage of a process or project.

  • professional obligation

    A duty to perform a task due to work.

  • sustainable infrastructure

    Systems built to be environmentally and economically lasting.

  • confidence

    A feeling of trust or belief in someone's abilities.

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 many words 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.

What does the examiner look for?+

This letter achieves Band 8 by addressing all bullet points with a sophisticated, consistent tone and clear paragraph structure. A common Band 6 mistake is failing to provide a specific, convincing reason for staying at the current job, often resulting in vague or repetitive explanations.

Keep practising

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