GUIDELINES

  1. 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.
  2. Briefly, provide the background information to make it easy for the reader to understand your suggestion.
  3. Now explain the problem in detail which prompted you put forward a solution.
  4. Describe your idea in detail. Give reasons why the reader should follow it.
  5. Once again, urge the reader to follow your suggestion and respond to your letter.

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],

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 -