General Training Task 1 · 201 words

Missing a celebration: a sincere apology

Explain a changed plan, apologise clearly and suggest a specific alternative while keeping the tone warm and personal.

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Band 6 goal: Informal tone

Complete every task part clearly and organise the response so the reader can follow it. This is a study route, not an examiner score assigned to the answer. How IELTS Writing is assessed.

The question

You accepted an invitation to a friend’s celebration but can no longer attend. Write a letter to your friend. Explain why you cannot come, apologise, and suggest another way to celebrate together.

The sample answer

Dear Leo, I'm really sorry, but I won't be able to come to your birthday dinner on Saturday after all. My sister has injured her ankle, and the person who was going to stay with her that evening is no longer available. I've offered to help her at home and look after the children until Sunday morning.

I know you've already booked a table for everyone, and I feel awful about changing my plans so close to the day. Please let me know if the restaurant needs you to confirm the number of guests again. I was really looking forward to seeing you and hearing about your new job, so I'm disappointed to miss it.

Could I take you out for lunch the following weekend instead? There's a new café near the river that I think you'd like. I'm free on either Saturday or Sunday, so choose whichever works best for you. We could go for a walk afterwards if the weather is good and have a proper catch-up.

Have a brilliant evening, and please send my love to everyone. I'll call you during the week to hear how it went. Sorry again for letting you down. All the best, Alex

Informal tone

How the answer works

1. Explain the change promptly
The letter immediately corrects the earlier acceptance and gives a plausible fictional reason. It does not delay the main message behind small talk.
2. Acknowledge the inconvenience
The apology recognises the effect on the friend. Personal details explain why the event matters without making the paragraph overly formal.
3. Offer a specific alternative
The alternative includes an activity and two possible days. The friend retains a choice rather than receiving another fixed commitment.
4. End warmly
The closing remains friendly and reinforces the apology without repeating the entire explanation.

Apply the assessment criteria

Use these notes to match every requested point with its supporting detail. Then check how purpose, the requested action and consistent tone work together in a letter.

Compare a worked letter-coverage revision →

Vocabulary in context

Each phrase appears in the answer above. Learn how it works, not just a replacement word.

after all: Despite what had previously been expected or arranged.
Here it signals a changed plan; it is not being used to introduce a justification.
whichever works best: Any one of the available choices that is most convenient.
Use the singular works after whichever when referring to one selected option.
letting you down: Disappointing you by failing to do something you expected.
The informal phrase fits a personal apology rather than a formal explanation of policy.

Now make it your own

Your friend has already paid for a non-refundable ticket. Rewrite the apology and alternative paragraphs so they respond thoughtfully to that additional inconvenience.

For a smaller practice step, use the explanation, knowledge check and self-review exercise in Write a letter with purpose and tone.

The practice link opens the original question, not a copy of this answer.

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Missing a celebration: a sincere apology

The question

The sample answer

Vocabulary in context

Now make it your own

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