1. If you are informing the reader about an issue, keep his/her attitude or behavior in mind. Guess what objections he/she will raise. Then give convincing explanations. Express the gravity of the situation and state why it is important to agree with you.
  2. Explain the problem and mention your stance. You can also tell the reader what action you expect from him/her.
  3. Explain the reason for your position. Explain why is it important for the reader to agree with you. If you haven't mentioned it yet, tell the reader what course of action you expect him/her to take.
  4. Give a final call to action.


[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],

Our community is currently facing a big crisis right now. Because of the lack of funding by the government, we do not have enough money to hire full-time firefighters to man our local fire station. Naturally, this is a huge problem for very obvious reasons. Now, we have no choice but to ask the citizens of (name of city) to step up to the challenge and volunteer to be our city's firefighters, at least until such a time that the government would be providing the appropriate funds.

Step up to the plate. Volunteer today.


[Senders Name]
[Senders Title] -Optional-

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