GUIDELINES
- State your point in a respectful tone. Mention all the necessary details to prove your claim. Make sure you let the reader know about your research.
- Mention your name and Taxpayer Identification Number (TIN). Also include the subject of your letter if need be.
- Point out the error. Explain how you identified the error.
- Request the reader to make a correction.
- Provide your TIN if you had not provided it earlier.
- End on a positive note.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I have just recently been sent a tax notice expressing an increase in the value of our home. There must be some mistake because almost four months ago, it was appraised and valued at $165,000. Now you have valued it at $210,000. It is a big jump in figures. I am attaching to this email a scanned copy of the appraisal together with proof that some of the homes in our village have been sold recently at just around $165,000.
I am kindly requesting your good office to make the necessary amendments on the values. If you need further information, or if you have specific instructions for the change to be facilitated, kindly inform me through email or a call at mobile number 8885559.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example letter asking to correct property tax.
Further things to consider when writing miscellaneous letters to government officials
Miscellaneous Letters
Miscellaneous are letters that are sent in series to cover different situations related to business. Miscellaneous means "various types," and therefore, these are usually a group of letters. In most cases, miscellaneous are used to announce unpleasant news such as terminating or rejecting a business relationship, reminding people of unpaid balances, etc. The letters can also be regarding donations, job search, credit management, or even retaining professional advisors. The best example of miscellaneous is the collection letters.
When writing miscellaneous, you need to be careful not to hurt the relationship that exists between you and the recipient. Be polite even when you feel the recipient is delinquent. Be clear about all the facts and figures. If you are writing to ask for payment, for example, know the exact amount the recipient is supposed to pay. Do not overlook minor details such as making sure the recipient's name is written correctly or the date of the last payment. If you realize that the recipient has not responded to any of your previous letters, write the next letter in a more demanding way that compels him/her to respond. Always close these letters with a call to action.
Letters to Government Officials
Letters to government officials are letters written to any person who works and acts in an official capacity for the government. The recipients of such letters could be congressmen, governors, or even the president. There are many reasons why you may want to write to a government official. Maybe some roads in your area need reconstruction and proper lighting. Perhaps there is a curfew in your town which has made it impossible for you to do night shifts. Whatever the reason, the letter must be formal, respectful, and well-worded.
When writing letters to government officials, you need to decide the official to whom you want to direct the letter. Start by introducing yourself and clearly stating the reason for your letter. Explain how the issue at hand affects you and other people in your group. Explain your personal stand on it and the reason for your position. Offer suggestions that you think can solve the problem. Emphasize important information by bolding or underlining. Try to keep the letter short, preferably one page. Wrap it up by thanking the recipient in advance for reading the letter and considering your thoughts. Type the letter or write it in clear, legible handwriting.
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