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 residents of the University Belt area have 30-grade school children who need to cross the dense traffic of First Street to go to Bluevale School. Please allow these students to attend Greenvale School instead, which is located in our part of First Street. This arrangement would be a significant advantage to the students for many reasons, which are as follows:
1.There will be no need for the children to cross First Street
2.Bluevale School will be less crowded
3.Our school district can save the expense of hiring a crossing guard
The children do need to walk an extra block to school. However, the safety of the children is our priority. Kindly consider this idea in your succeeding board meeting. If the board requires it, I am more than willing to speak with them. I will be waiting for your reply.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Suggest a solution to a community problem - sample letter.
Further things to consider when writing suggestion letters to government officials
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 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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