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 -