GUIDELINES
- If you are offering suggestions, keep your tone simple and helpful. Don't sound bossy because it can put your reader on defensive. Be objective while clarifying the situation. Tell the reader how can your suggestions resolve the issue.
- Briefly, provide the background information to make it easy for the reader to understand your suggestion.
- Now explain the problem in detail which prompted you put forward a solution.
- Describe your idea in detail. Give reasons why the reader should follow it.
- Once again, urge the reader to follow your suggestion and respond to your letter.
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],
The neighborhood watch committee's excellent performance is very impressive so far. Crimes committed during nighttime are significantly reduced. However, a new problem plague us and that is crimes committed during the day when most of the homeowners are at work. Just last week, two homes were robbed in the middle of the day.
I believe that we need to do something about this problem. As such, we need to discuss some practical solutions in the next committee meeting. If we cooperate, I believe that we can come up with a real solution.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to suggest a solution to a community problem.
Further things to consider when writing suggestion letters to citizens, neighbors
Suggestion Letters
Suggestion letters are letters written to give an option, recommend something or give a point of view on an issue. A suggestion letter can be written to either request for a suggestion or give a suggestion requested for. The letter can be formal or informal based on the setting. In a business setting the letter should be formal and professional while in a personal or private setting the letter can be informal and casual. A suggestion letter should be sent promptly and should provide the best advice to help the recipient solve the issue at hand.
When writing suggestion letters, you need to be genuine. State that the opinion you are giving is up to the best of your knowledge. If you have given any suggestions successfully in the past, this is a great opportunity to refer to the effectiveness of those suggestions. Be courteous and assure the recipient that you have carefully analyzed the situation and that the given recommendation is the best solution or settlement. Do not forget to mention any potential benefits of the given recommendation. Be polite and maintain a soft tone. Conclude by asking the recipient to contact you in case of any queries.
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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