How Do I
It is important to remember that local authority staff and elected officials receive a great deal of correspondence and are usually very busy. You will increase your chances of getting your letter noticed if you follow some simple rules.
-
Be respectful. If you want the reader to be responsive to your ideas, write in a friendly and non-threatening manner.
-
Identify who you are and what the purpose of your letter is. Make it clear whether you are just making a comment, a criticism, or a complaint.
-
Keep your Letter Short! It should be 1-2 pages long when single-spaced, dated and signed. Always keep an exact copy.
-
Be assertive in your thesis. Explain what the issue is. Identify the problem. Suggest a remedy if you have one in mind
-
Utilize power positions. Readers tend to skim letters, make your most important points in the first and last paragraphs.
-
Establish Credibility Do your research and get your facts right. Don’t let the fact that you are not an expert prevent you from expressing your opinion.
-
Establish Commonality To establish commonality you can mention something that you both agree on. Establish yourself as an ally working towards the same goal.
-
Request that the official take a particular course of action. This may be a to carry out an investigation, change a decision, find a solution, suggest a remedy etc.
-
Ask for a reply/remedy within a reasonable stated time-span. Consider if your letter should be forwarded to anyone else
Simply put, the more effort that went into the letter, the more value is attached to it.