- Introduce the subject of the letter and clearly state the records you wish to review.
- Provide the timeline to receive the files.
- Describe the call to action in case your request is denied.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
As an active citizen of XYZ city, I would request you to share a copy of the below-mentioned record for my perusal:1. Bids received for building the crossover bridge in XYZ city 2. Approved proposal for building the crossover bridge in XYZ city
My request should be tended to in three working days as per the guidelines set by the RTI Act.
For any reason, should you deny the request, please do respond in writing. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter under the Freedom of Information Act.
Further things to consider when writing inform letters to government officials
Inform letters are letters written to communicate new knowledge or changes in situations. Whether you want to keep your employees updated with recent changes in the work routine or structure of the company, or to communicate interview dates to job applicants, an inform letter will be the best formal way to do it. Inform letters can also be used to inform employees about new policies that may affect the employment's terms and conditions as agreed to in the contract. For instance, if workdays and business hours are planned during a holiday, an employee should send inform letters to communicate the new schedule and ask employees to solicit cooperation.
Keeping your employees well informed is important to your business and inform letters are powerful tools to do just that. Mention the reason for writing early in the letter. Be thorough, concise, and omit irrelevant details. For unpleasant news like a layoff, be direct yet sensitive. Give clear and complete information to avoid being bombarded with questions later. Communicate exactly what you want the recipient to do. End the letter on a positive note and send it early enough so that the reader has enough time to prepare for the assignment.
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.