There have been several complaints about the reception area where visitors to your company arrive. Your manager has asked you to suggest how the reception area could be improved. Write a letter to your manager. In your letter: - describe the complaints that have been made - say why the reception area is important - suggest how the reception area could be improved
Sample Response
Dear Mr Abel,
I am writing in response to your request for suggestions regarding the reception area. Many complaints have been raised by visitors during the last couple of months, and I hope my suggestions will be helpful to you in deciding a fitting solution to this matter.
Many guests have expressed concerns about long waiting times, uncomfortable seating, and a lack of clear signage. Some have also mentioned that the area feels too crowded during peak hours and that the reception staff sometimes seem overwhelmed.
The reception area plays a crucial role in shaping the first impression of our company. It serves as the initial point of contact for clients and business partners, influencing their perception of our professionalism. A well-organised and welcoming space enhances our company’s reputation and ensures a positive visitor experience.
To address these concerns, I suggest adding more seating with ergonomic chairs, implementing a clear queuing system, and placing signs to guide visitors efficiently. Additionally, hiring an extra receptionist during busy periods could help reduce waiting times and improve customer service.
I appreciate your attention to this matter and look forward to discussing these improvements further.
Yours sincerely,
Emily Thompson
IELTS Writing Correction
- 1. Use natural collocation Original: complaints have been raised Suggested revision: complaints have been made Why it matters: Complaints are more naturally described as made rather than raised in this context.
- 2. Refine time phrase Original: during the last couple of months Suggested revision: over the past couple of months Why it matters: Over the past is a more natural way to describe a continuing recent period.
- 3. Remove unnecessary words Original: helpful to you in deciding Suggested revision: helpful in deciding Why it matters: Helpful does not require to you when the recipient is already clear.
- 4. Use precise business wording Original: a fitting solution to this matter Suggested revision: an appropriate response to this issue Why it matters: Response to this issue is more precise because the letter proposes several improvements.
- 5. Keep terminology consistent Original: guests Suggested revision: visitors Why it matters: Visitors matches the task wording and maintains consistent reference throughout the letter.
- 6. State complaints directly Original: have expressed concerns about Suggested revision: have complained about Why it matters: The direct verb makes clear that these points are the reported complaints.
- 7. Use concrete noun Original: uncomfortable seating Suggested revision: uncomfortable seats Why it matters: Seats refers more directly to the physical furniture causing discomfort.
- 8. Use reporting verb Original: mentioned that Suggested revision: reported that Why it matters: Reported is more precise for formally conveying visitor complaints.
- 9. Link impact to complaints Suggested revision: Connect the waiting and crowding complaints explicitly to the negative first impression they may create. Why it matters: This link would make the explanation of the reception area's importance more specific to the reported problem.
- 10. Match problems and solutions Suggested revision: Present the improvements in the same order as the complaints and state which problem each one addresses. Why it matters: A matched sequence would make the progression from complaint to remedy easier to follow.
Suggested Rewrites
- complaints have been raised complaints have been made
- during the last couple of months over the past couple of months
- helpful to you in deciding helpful in deciding
- a fitting solution to this matter an appropriate response to this issue
- guests visitors
- have expressed concerns about have complained about
Why this response received Band 9.0
This is a highly effective formal letter that fully addresses the complaints, explains the reception area's importance, and proposes practical, directly relevant improvements. The organisation is exceptionally clear and the language is precise and consistently controlled, with only a slightly formulaic quality in places. The best refinement would be to make the opening a little more concise so the response reaches the substantive details even faster.
IELTS Writing Criteria Scores
Detailed feedback by IELTS writing criterion after the annotated essay.
Task Achievement
The letter fully achieves its purpose, develops every requested point, and maintains an entirely appropriate professional tone.
As a refinement, make the opening request-response sentence slightly more concise before moving to the detailed complaints.
Coherence and Cohesion
Information is sequenced with excellent control, and each paragraph has a clear function within the letter's progression.
Reduce the small amount of formulaic framing so the progression feels even more direct and effortless.
Lexical Resource
A wide and precise vocabulary conveys the complaints, business importance, and proposed solutions naturally and accurately.
Refine the slightly awkward phrase deciding a fitting solution to this matter to make an already strong lexical performance more idiomatic.
Grammatical Range and Accuracy
A full range of complex structures is used flexibly and with consistently accurate grammar and punctuation.
Maintain this level of control while favouring the most concise clause structures in the opening paragraph.