What Semi-Formal Letters Test
Semi-formal letters are written to people you know but in a professional or quasi-professional context — a neighbor, a landlord, a colleague, a local council. The register sits precisely between informal warmth and formal distance. Getting this balance right is what separates Band 6 from Band 7.
Who Receives a Semi-Formal Letter
Your landlord or property manager. A neighbor. A colleague or manager at work (if the relationship is friendly). A local council or community organization. A club or society you belong to.
The Structure
Salutation: "Dear Mr. Johnson," or "Dear Ms. Chen," — use their surname with a title. If you do not know their name use "Dear Sir or Madam," but this should be a last resort in semi-formal writing.
Opening paragraph: State your purpose clearly but warmly. "I am writing regarding..." is acceptable here unlike informal letters. "I hope this letter finds you well. I am writing to discuss..." works perfectly.
Body paragraphs: One paragraph per bullet point. Use clear, polite language. Avoid slang and contractions but do not be overly stiff either. "I would be grateful if..." and "I wonder if you might consider..." are ideal phrases.
Closing paragraph: Summarize your request or point briefly and express willingness to discuss further. "Please do not hesitate to contact me should you require any further information."
Sign-off: "Kind regards," or "Best regards," — never "Love" or "Yours faithfully."
Band Comparison
Band 5: "Please fix the heating. It is broken and I am cold."
Band 7: "I am writing to bring to your attention an issue with the central heating system in my flat. Despite reporting this previously, the problem persists and I would be grateful if this could be addressed at your earliest convenience."
Band 9: "I am writing to respectfully follow up on a maintenance concern I raised two weeks ago regarding the central heating system. As the issue remains unresolved and winter temperatures are now presenting a genuine discomfort, I would greatly appreciate if a repair could be scheduled at your earliest convenience."
Common Mistakes
Using informal phrases like "It's been ages" or "Catch you later" — too casual for semi-formal.
Using highly formal phrases like "I humbly beg to submit" — too stiff and sounds unnatural.
Not matching the register to the recipient — always ask yourself how you would speak to this person in real life.
Forgetting a specific request — semi-formal letters almost always require you to ask for something. Make the request explicit and polite.
Practice Question
You rent an apartment and have noticed some problems with the communal areas of the building. Write a letter to your landlord. In your letter: describe the problems you have noticed, explain how these problems are affecting residents, and suggest what should be done to improve the situation.