IELTS Semi-formal Letter: Letter to Manager Suggesting Farewell Party Arrangements

The task

One of your colleagues is leaving for a new job, and your manager has asked you to arrange a farewell party for him/her.

Write a letter to your manager. In your letter:

→suggest a suitable date and time for the party
→recommend a place
→discuss the food and entertainment options that should be available

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

Model answer

Band 8 sample letter

Band 8181 words. Names and details are invented; write your own.

Dear Mr Henderson,

I am writing regarding the farewell party for Sarah, as you requested. I would like to propose a few arrangements to ensure we give her a proper send-off before she begins her new role.

Regarding the timing, I suggest we host the event next Thursday, 15th June, from 4:00 p.m. to 6:00 p.m. This timing should allow the team to conclude their tasks for the day while ensuring everyone can attend before leaving for home.

For the venue, I recommend the 'Riverside Bistro' just around the corner from our office. They have a semi-private area that is perfect for office gatherings and offers a relaxed atmosphere suitable for a farewell.

In terms of catering, I suggest a selection of high-quality canapés and sparkling drinks to keep things professional yet celebratory. As for entertainment, I have prepared a short slideshow of highlights from Sarah’s time with us, which I believe will be a touching addition to the afternoon.

Please let me know if these suggestions meet your approval so I can proceed with the bookings.

Best regards,

James 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 three bullet points with specific, coherent suggestions while maintaining a professional semi-formal tone throughout. A common Band 6 mistake is failing to provide specific details, such as naming a venue or choosing a specific time, which makes the proposal feel vague rather than actionable.

→Write to someone you know but not closely, such as a manager, landlord or neighbour, using their title and surname.
→Polite and friendly at once: a few contractions are fine, slang is not. Close with Yours sincerely or Kind regards.
→State the purpose in the first two sentences; small talk costs words you need for the bullets.

6 phrases

Useful phrases from the letter

send-off
a celebration held for someone who is leaving
semi-private
an area partially separated from the main room
canapés
small pieces of bread or crackers with toppings
conclude
to finish or bring something to an end
touching
something that evokes strong feelings of sentiment
approval
the action of agreeing to something officially

Frequently asked questions

Is this letter formal or informal?+

Semi-formal. Write to someone you know but not closely, such as a manager, landlord or neighbour, using their title and surname.

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?+

Keep practising

More making arrangements letters

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