How do I write a letter?

Letters are an important way of communicating our concerns. But we often find it hard to get started or to know how to actually write that letter.

This model can be used to write letters to Members of Parliament, Companies, TV stations, etc.

The style and content may vary depending on who you are writing to but some key elements are the same...

It is always important to remember to be POLITE...

Even though we may write on a topic where we may 'complain' or express firmly held views, we MUST do so with grace and love. 'Hate mail' is not acceptable.

If you have enjoyed a TV station's programs, you could say so BEFORE coming to the point of mentioning a particular program you dislike or are concerned about...
If you have eaten a company's chocolate bars say so - in fact it means they might listen more as you are a 'customer'. As a customer you are even more affected by an inappropriate advertising campaign and can relate your own experience of your feelings.

Companies and TV stations - and politicians DO listen to feedback and comment - but they do NOT listen to rude and abusive comments by letter or phone!!!!

A Guide to writing letters

• When writing a letter to a politician or a company, there are several key elements that need to be included.
• It also helps to plan your letter first on a piece of paper, especially if you plan to write it by hand.
• Politely express your concerns and give reasons for them.
• Address the issue at hand, don't get 'personal' or abusive.

In your letter, include:

1. Your name and address.

2. The date.

3. The name, title and address of the person you are writing to if you are writing a formal 'business type' letter.

4. If you don't know the name of the person write "Dear Sir", "Dear Madam" or "Dear Sir/Madam". If you do know the name, write "Dear Mr Jones", for example.

5. The first paragraph:
This should include the topic of your letter.
eg: I am writing to express/voice/convey (etc) my concern/disappointment about (eg) your company's advertisement (give details) ...
Or I am writing to express/voice/convey my concern about the decision made by [your political party - name the party] to ....

NB: If you are writing to your OWN elected Member of Parliament, it is important to tell them you are in their electorate!

6. Try and keep your letter to one page
Each paragraph should have a new point in it.
Two or three points are all that is needed. It is much more effective for you to write three short letters (to three different people!) than one long complicated letter.

7. Request action
Ask them to do something: remove a billboard, ask an MP for their opinion or response, ask a TV station to remove a program.

8. Finish by asking for a reply
eg: I look forward to your response on this matter.

9. Close with
"Yours sincerely" or "Yours faithfully" and then your name. If you type the letter, leave space for your signature, then type your name. Keep a copy of your letter (and their reply).

Sending an email

If emailing a letter most of these points still apply.
Obtain an email address or a 'contact form' by looking up the Company etc on the internet and using their contact page or email address.