GUIDELINES

  1. Your letter should deal with the issue tactically. It is important to maintain a congenial relationship as you intend to continue to work with them. Use a firm but respectful tone. Do not mention that you would resort to legal measures unless other resolutions seem to fail.
  2. Mention the facts about the issue.
  3. Support your concern by referring to documents like invoices, receipts or agreements.
  4. Mention how you expect to deal with the issue. Include the course of action you have planned.
  5. Express your confidence in the reader about resolving the issue. End on a positive note.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

I really must write and complain about the actions of your two sons. They have been taking their air rifle and shooting the birds from the large tree that is situated in my garden. It is very distressing to find the dead birds laying on my lawn, and so I would ask that you have a word with your sons about where they undertake their target practice. We have been friends and neighbors for a long time and so hope you do not take this note in the wrong way, but I would be grateful if you could speak to your sons.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Letter example complaining to neighbor about shooting birds.

Further things to consider when writing complaint letters to citizens, neighbors

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 Citizens, Neighbors

Letters to citizens and neighbors are letters written to residents or natives of a certain town or city or to people who reside near or next door to the sender. These letters could be formal or informal depending on the sender and the content. For instance, a local government official may write an inform letter to notify citizens of a major security alert in their area of residence. In this case, this will be a formal letter. In other instances, a person may write to invite his/her neighbors to a house party, to offer condolences, to say thank you, or even to apologize. In such situations, the letters are informal and usually have a casual tone.

The best letters to citizens and neighbors are brief and carry only the intended message. State the purpose of your letter clearly in the introductory paragraph so that the recipient can have an idea of what the letter is about. Convey your message and provide any other information you feel might be important to the recipient. End the letter positively and thank the recipient for his/her time, wishing him/her well. If your letter is formal, your full name and signature will be required.

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