GUIDELINES
- Public officials have a strong accord of power to make things happen in the community. Write a letter that communicates well the problems that you can tap into that power.
- Give details about the problem in a very short letter, and ask for an action.
- Supply important facts and details that are relevant to the issue.
- Tell them that you appreciate and you are confident that he or she will satisfy your request.
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],
These past few years, homeless individuals sleeping at Golden View Park have increased by leaps and bounds. On a given night, one can see around ten to twelve homeless individuals sleeping on the benches or even under the trees. What is worse is that the restrooms at the park are locked at night, and these homeless people have no toilet to use. Given this, I am presenting you a petition signed by over 300 residents asking the city to place and maintain a temporary toilet at the park. Without a doubt, this is not the answer to our city's problem with homeless individuals, but this will lessen the sanitation problem that afflicts our park. You will clearly see that this request is logical, and we believe that this can be implemented until we can accurately and fairly address the issue of homelessness in Blackwood.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Request government service or action. Sample letter #3.
Further things to consider when writing request letters to government officials
Request Letters
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
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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