Letter Writing: Explaining a Situation

In the IELTS General Training Writing Task 1, one of the most common prompts is writing a formal letter to explain a situation. These tasks often include instructions like “Explain your situation,” either as a bullet point or as part of the main question. At first glance, this might seem vague or unclear. However, understanding how to effectively explain your situation can make your writing more impactful and boost your score. Let’s break this down with an example and some practical tips.

The art of writing is the art of discovering what you believe and expressing it with clarity.

Understanding “Explain Your Situation”

When asked to explain your situation, you are expected to describe a problem or experience in detail. This could include:

1. What the issue is.
2. How it occurred.
3. Any relevant background or additional details.

To make your writing relatable and convincing, imagine the situation as real. You could also draw inspiration from personal experiences or similar incidents involving someone you know.

Example Question

You recently purchased an item from a retail store. After returning home, you found it was not working. You called customer care but did not receive a satisfactory response.

Write a letter to the retail manager and include:

• Who you are.
• Your situation.
• The action you want the store to take.

Sample Letter

Dear Sir/Madam,

I am writing to formally complain about a digital camera I purchased from your retail store on September 26, 2016.

I reside in Vishal Market, New Delhi, and work as an Executive in a nearby firm. Last week, I bought the latest Nokia digital camera from your store. While it appeared to work fine during the purchase, I noticed issues after reaching home. The camera lens malfunctioned, and the shutter mechanism was faulty.

Upon discovering these problems, I immediately contacted your customer care department. Unfortunately, the representative was unhelpful and refused to replace the product.

I kindly request your immediate intervention to resolve this matter. I would like either a replacement of the defective camera or a full refund. Additionally, I suggest improving your customer care system to address disputes more effectively.

Thank you for your attention to this matter.

Yours faithfully,
abc

Tips for Writing Similar Letters

1. Add Relevant Details: Describe the issue clearly, adding enough context to make your situation understandable. For instance, explain when and where the problem occurred and how it impacted you.
2. Be Polite but Firm: Use professional language while emphasizing the action you expect.
3. Focus on Structure: Organize your letter with a clear introduction, body paragraphs explaining the situation, and a concise conclusion.

Useful Phrases for Explaining a Situation

• It was working fine earlier…
• It suddenly stopped working…
• There seems to be an issue with…
• I noticed discrepancies…
• It was faulty…
• It is broken from inside…

Sentence Connectors to Improve Flow

• Moreover
• In addition to this
• Apart from this
• On the other hand
• However