Like most business people, politicians do not have much time to read or respond to letters of complaint from constituents. Your letter or email is likely initially read by an assistant, discussed briefly with the politician, and a response is drafted according to that discussion. Consequently, you must make your letter very clear and concise so the assistant understands your complaint completely. Follow the steps in the article to be sure you impart the most important points and leave the unnecessary points behind.
Steps
Part 1
Part 1 of 5:
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Do your homework. Make sure you are writing to the correct person. For example, if you are complaining about potholes in the road you use to get to work, find out whose jurisdiction it is to maintain the road. Highways are usually the federal or state/province's jurisdiction while roads within a city are the responsibility of the city maintenance department.
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Address your complaint to the person who has the authority to deal with it. Call the department or constituency office of the politician. Talk to the secretary / assistant and ask if you have the correct politician and how to spell his/her name. Don't assume you know. And don't be shy. It is likely you won't be corresponding with the secretary in future anyway, and you want to get it right, right?
- For example: Is the first name Aaron or Erin? Is the last name spelled MacKenzie or McKenzie? What is their title? Is it Miss, Mrs., Ms., Mr., or Dr. (some people who are not medical doctors have earned the right to use this title by completing a Ph.D. at university)? Is there another title the politician uses, like Minister of Finance or Assistant to the Director of Community Planning? Use the title(s) if necessary, and make sure they are spelled correctly, too.
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Address the recipient respectfully. He/she will be more willing to help you if you are polite. "Dear Ms. Jones," is appropriate, rather than "Dear Sir/Madam," which shows that you didn't care enough to find out their name in the first place.
- If you're addressing an elected official, use their title and their last name.
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Part 2
Part 2 of 5:
Drafting the First Paragraph
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Tell them what you want to tell them. One or two short sentences will suffice.
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Be direct. Remember, he/she hasn't got time to read your letter, so make your purpose known quickly.
- For example: "The potholes in the road from 22nd Avenue and 6th Street to Piccadilly Mall have caused damage to many vehicles. As Provincial Minister of Transport, you would know who to contact to address this issue."
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Part 3
Part 3 of 5:
Drafting the Middle Paragraph
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Explain your complaint. Here, you should explain why you're complaining. You can use a number of sentences to back up your complaint.
- For example: "Road crews were unable to complete the maintenance of the road last winter because of the series of blizzards we experienced. Consequently, the original potholes were left unattended and have now grown to the extent that at least 12 car owners from our neighborhood have dealt with their insurance companies to resolve front-end damage to their vehicles."
- Try to keep emotion out of your complaint. Instead, focus on being very clear about what you're dissatisfied with.
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Transition to the next paragraph. Write a sentence, attached to the end of the middle paragraph, gently asking the politician for help.
- "As your department is responsible for road maintenance, we thought it was best to contact you first."
- OR "Your help in resolving this issue would be appreciated."
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Part 4
Part 4 of 5:
Drafting the Last Paragraph
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Demand a solution and thank them for their cooperation.
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Be direct and give them a time frame. Be courteous, but again, be direct. (Everyone who reads a complaint letter appreciates knowing exactly what your expectations are and how urgent your complaint is.)
- "Could you please send a road maintenance crew out to fix the potholes before the end of the month, August 30th. We look forward to a carefree drive to work before winter sets in."
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Thank them. "We appreciate your help," is all you need to end your letter.
- "Thank you for your consideration" and "Thank you for your time" are also good ways to end your letter.
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Part 5
Part 5 of 5:
Signing Your Letter
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Leave enough room on the page for your signature. You don't need to write "Sincerely" or "Yours truly" anymore because most people believe it's antiquated.
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Below that, type your full name (and title, if you have one). Most signatures are designed to be hard to copy; therefore, they're likely hard to read, so it is necessary to make your name very clear.
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Print your letter. Then, in the space you left above your typed name, add your signature in blue or black ink.Advertisement
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Tips
- Always type your letters to politicians or any business people. While you can read your own writing, it's unlikely the recipient can pick out ALL the words. Typing your complaint also shows you are taking a businesslike approach and want your letter to be taken seriously.Thanks
- Remember: The shorter the sentence, the more it is understood. Most novice writers want to embellish letters with pleasantries, but in any business letter, it is better to be as concise as possible. When you proof read your letter, be ruthless in cutting out words and/or rewording long phrases.Thanks
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References
- "Business Communications" by Marion Guffey
About this article
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