Welcome to Your Guide on Formal Letters and Proposals!

In your IB Language B Paper 1, you will be asked to write a specific type of text based on a prompt. Two of the most common professional texts you might encounter are the Formal Letter and the Proposal. While they look different on the page, they both share a common goal: to communicate professionally with someone you don't know personally to achieve a specific result.

Don't worry if these feel a bit "stiff" or "corporate" at first! Once you master the standard layouts and the polite, professional tone required, they are actually some of the easiest marks to pick up in the exam. Let's break them down.

1. The Formal Letter

A formal letter is used when you are writing to someone in an official capacity—perhaps a school principal, a local government official, or a business manager. Your goal is usually to complain, apply, inquire, or persuade.

Key Conventions (What it should look like)

To score high in Criterion C (Conceptual Understanding), your letter must look like a letter! Follow these steps:

  • Addresses: In a real exam, you don't need to invent a real address, but you should indicate where they go. Place the sender’s address (yours) in the top right and the recipient’s address on the left, slightly below yours.
  • The Date: Place the date below the addresses.
  • The Salutation: This is how you say hello.
    • If you know the person's name: Dear Mr. Smith, or Dear Ms. Jones,
    • If you don’t know their name: Dear Sir/Madam,
  • The Sign-off:
    • If you started with a name: Yours sincerely,
    • If you started with Sir/Madam: Yours faithfully,
  • Your Signature: Type your full name at the very bottom.

Tone and Register

In a formal letter, you must use a formal register. This means:
- No contractions (write "I am" instead of "I'm").
- No slang or "text speak."
- Use polite, indirect language (e.g., "I would be grateful if you could..." instead of "Can you...").

Did you know? Even if you are writing a letter of complaint, you must remain polite. Being rude or aggressive in a formal letter actually lowers your marks because it shows poor conceptual understanding of the professional context!

2. The Proposal

A Proposal is a document that suggests a new idea or a solution to a problem. It is usually written for a supervisor, a committee, or a group of peers. Think of it as a pitch: you are trying to "sell" an idea.

Key Conventions (Layout)

Proposals need to be very organized and logical. Use the following features:

  • Title: A clear, bold heading at the top (e.g., Proposal for a New Recycling Scheme).
  • Introduction/Purpose: A brief section explaining why you are writing the proposal.
  • Sub-headings: Use clear headings for different sections (e.g., Current Problems, Proposed Solution, Expected Benefits, Conclusion).
  • Bullet Points: These are great for listing specific actions or benefits. They make your proposal easy for a busy professional to read.

Tone and Register

The tone should be persuasive yet realistic. You are trying to convince the reader that your plan is the best way forward. Use words that sound certain, like "This will result in..." or "The evidence suggests...".

Quick Review:
- Formal Letter: Uses addresses, salutations (Dear...), and formal sign-offs.
- Proposal: Uses a title, sub-headings, and bullet points to organize a plan.

3. Connecting to the Five Themes

In Paper 1, your task will always link back to the five prescribed themes. Here is how a Formal Letter or Proposal might fit in:

  • Social Organization: A proposal to change school uniforms or a letter applying for a job in the working world.
  • Sharing the Planet: A letter to the local council complaining about environmental pollution in your neighborhood.
  • Human Ingenuity: A proposal for a new technology lab at your school.
  • Identities/Experiences: A letter to a festival organizer about customs and traditions you'd like to see represented.

4. SL vs. HL: What’s the Difference?

While the formats are the same, the expectations for the writing vary based on your level:

  • Standard Level (SL): Your response should be 250–400 words. Focus on being clear, accurate, and using the correct format.
  • Higher Level (HL): Your response should be 450–600 words. You are expected to show higher-order thinking. This means you shouldn't just describe a problem; you should evaluate it, analyze the causes, and synthesize complex solutions. Your language should be more sophisticated and varied.

5. Common Mistakes to Avoid

1. Forgetting the "Who": Always check the prompt to see who you are writing to. If it's a principal, don't use the same language you'd use for a friend! This is Audience Awareness.

2. Messy Layouts: If you are writing a proposal but forget the headings, you will lose marks in Criterion C. Use the layout to guide the reader.

3. Word Count Worries: If you write too little, you won't develop your ideas enough. If you write too much, you might lose focus. Aim for the "sweet spot" in the middle of your word range.

Key Takeaway: For both formal letters and proposals, organization is your best friend. Use the first 5–10 minutes of your exam to plan your sections. If your structure is strong, your message (Criterion B) and your conceptual understanding (Criterion C) will naturally follow!

Note: For other text types like Blogs, Diaries, or Speeches, please refer to the specific chapters for those formats.