- Avoid irrelevant information or emotional statements. Use a firm but polite tone to communicate facts. If there is no response to this letter, use a stronger but respectful language in the next letter. Keep the original documents and send their photocopies.
- Urge the importance of taking necessary action to resolve the issue. Mention all the details of your complaint. Include necessary information like dates, names, invoices or previous letters.
- Mention the response that you expect. Reiterate the earlier agreement of prices, guarantees or services. Include relevant copies of any such documentation. An assumption that the reader would take required action would be appropriate.
- Express your confidence in the reader's ability to handle the issue.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I feel I must point out the poor state of repair of the local park. We have lived in the neighborhood for the past ten months and had yet to see anybody from the council visit. As a result the grass is out of control, dangerous branches are hanging down, and the pathways are overgrown.
I know that finances are tight for the council, but feel that some effort on your behalf and some assistance from the local community could do wonders for this local amenity.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complain of poor repair work in a park letter sample.
Further things to consider when writing complaint letters to government officials
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 Government Officials
Letters to government officials are letters written to any person who works and acts in an official capacity for the government. The recipients of such letters could be congressmen, governors, or even the president. There are many reasons why you may want to write to a government official. Maybe some roads in your area need reconstruction and proper lighting. Perhaps there is a curfew in your town which has made it impossible for you to do night shifts. Whatever the reason, the letter must be formal, respectful, and well-worded.
When writing letters to government officials, you need to decide the official to whom you want to direct the letter. Start by introducing yourself and clearly stating the reason for your letter. Explain how the issue at hand affects you and other people in your group. Explain your personal stand on it and the reason for your position. Offer suggestions that you think can solve the problem. Emphasize important information by bolding or underlining. Try to keep the letter short, preferably one page. Wrap it up by thanking the recipient in advance for reading the letter and considering your thoughts. Type the letter or write it in clear, legible handwriting.