- Commonly, the persons who handle this kind of situations will try to solve the issue with explanation and negotiations first, then if these fails, through a lawsuit. Make this letter as a chance to correct factual mistakes and misjudgments to try to resolve the issue.
- Accept the complaint document and quickly run down the relevant contents of the complaint.
- Provide factual information about the issue from your understanding, showing the issue into a new or different side.
- End the letter by explaining your judgment that the case is without basis.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We have received the letter you sent last April 3, 2009, alleging that our company, XYZ Manufacturing, has been employing children without work permits in our factory. First of all, we'd like to thank you for bringing the issue to our attention, because we did not know that there was a rumor circulating about this in the first place.
We would like to assure you that no such thing has been taking place in our factory. All of our workers are over 18 years of age and have the necessary papers for employment. In fact, we would like to open our factory to you, so that you can make an inspection. Please feel free to come at any time during working hours. We are confident that you will be able to confirm that the reports you have received are pure hearsay and are nothing more than unsubstantiated claims.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to respond to rumors of employing children.
Further things to consider when writing response letters to government officials
Response letters are letters written to provide answers or information requested in letters of inquiry. The main purpose of such letters is to satisfy the recipient with an action that fulfills his/her request. A response letter can be used to respond to a query about company's products and services or just to respond to a complaint. It makes the recipient feel valued and helps maintain strong relationships between the parties involved. A response letter also gives you an opportunity to clear up any misunderstandings with the recipient or ask questions. Response letters should be sent promptly, and all issues must be addressed courteously (even those that seem irrelevant).
When writing response letters, it is advisable to keep the message short and to the point, taking into account that the recipient may lack your expertise. Make sure to address the letter to the person who made the inquiry and mention that this is a response to that inquiry. Maintain a positive tone even if the letter contains negative information. Make your response as clear as possible. If you are responding to multiple questions, for instance, consider putting your answers in bullet form. Close by offering to give further assistance.
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.