GUIDELINES
- Identify which person, agency or organization can support you the most, before writing a letter. It is most appropriate if you address the letter to the closest person or group that has actual overseeing responsibility for the individual or business that you have the complaint against. Remove any unnecessary information and use strong yet simple language.
- 1. Clarify the reason you wrote a letter, After that, provide a complete information of your concern, include important dates, verbal exchanges, full names, actions, transactions, invoice or file numbers, or previous correspondence.
- Insert duplicates of all letters, receipts, and documents. Hide all the original copies. End with a confident expression and positive expectation.
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],
As I have failed to get any proper acknowledgment from your York department, I have written to you as my last hope. I am the owner of land adjacent to a cliff near to the sea at Corfe. It appears that it has become a popular destination for rock climbers. The government has put up many signs warning that rock climbing is forbidden on the cliffs, due to the dangers of a rock fall. There is though no one who is making sure that the signs are obeyed.
The climbers are using my land as a base for the climbing activities, and more seriously are causing my land to fall into the sea. I have spoken to the climbers on some occasions, but it seems to do no good. My requests to the York department have brought no assistance either, despite promises of action. I have provided you with copies of my correspondence with them for your records. Also, Enclosed are photographs I took from the cliff and the rock falls that have occurred.
I would request that you look into this problem as a matter of urgency. I believe that the legal implications of the signs need to be enforced so that the cliffs and my land will remain intact. If there is anything further that I can do to help in this matter, please advise.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Last complaint letter about rock climbers trespassing property.
Further things to consider when writing complaint letters to government officials
Complaint Letters
Complaint letters are letters written to a certain authority to address an unacceptable or unsatisfactory behavior or situation. They are used to address any offense, wrongdoing, grievance, or resentment arising out of products or services. Basically, complaint letters are used to raise concerns about unfair doings and seek a productive outcome. Some of the most common mistakes people complain about include defective or incomplete order, abnormal delays in sending consignments, mistakes in bills or reminders for payment, dispatching products of wrong quality, or even a neighbor's misconduct.
Complaint letters can be written by anyone for any reason. Provided you have a purpose and the facts to back up your complaint; then you can put together a complaint letter. State the actual complaint and put in all the necessary details such as the number of times the issue has occurred. Mention what actions you expect to be taken regarding your complaint (suggest solutions if necessary). If you are writing a complaint to a home owner about something that happened, explain clearly how the events transpired. Use a cordial and polite tone and ask for a response before closing your letter.
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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