GUIDELINES
- This letter should be written in a controlled tone. Clearly mention your concerns to the politicians or bureaucrats. You will receive a response if you can convey your concern specifically. Do not include any political issues.
- Summarize your complaint in a concise way.
- Include all the required details about the case. Provide the relevant examples and explain your reason and arguments about the problem.
- Inform the reader about your expectation on resolving the issue. State the need to act immediately in rectifying the policy, law or practice.
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],
I am greatly disturbed by the lack of action taken by the city council. I am referring to the case of a new crossing to be placed across the rail tracks on the outskirts of York. Every day there are a large number of people making their way across the tracks to get to the new mall. The lack of a proper crossing is putting these people in danger each time they cross. All that is required is a simple bridge and a warning light, and maybe death can be avoided. Your prompt action in this matter will result in my continued appreciation of the work that you undertake. Thank you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Complaint letter of inefficiency to place crossing at rail track.
Further things to consider when writing complaint letters to government officials
Complaint Letters
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.
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