If you've encountered a troubling situation in your city, don't let it be ignored. When it comes to political issues or issues surrounding where you live, a letter to the mayor is a direct way to make your voice heard. Identify the problem you want to talk about, be well informed about it and offer possible solutions to the mayor.
Steps
Part 1 of 3: Heading the Envelope
Step 1. Look for the mayor's address
You can find it in your city telephone directory or on the municipal website.
Find out if there is a specific committee that could address the issue. You may want to consider writing a separate letter to this council as well
Step 2. Get ready to write
You need new writing paper and a pen, or a computer and printer. If you use a PC, open a word processor.
Step 3. Head the envelope
First, write the return address on the top left. It must indicate the following information:
- Your first and last name.
- Your address.
- Your city and its postal code.
Step 4. Write the mayor's address in the center of the envelope:
- For the kind attention of Mr. Mayor of.
- Municipality of (your city name).
- Street address.
- City and postal code.
Part 2 of 3: Writing the Letter
Step 1. Contact the mayor by writing:
"Dear Mr. Mayor".
This is the standard greeting for a mayor. Throughout the rest of the letter, you need to keep a conversational and respectful tone. Don't worry about being too formal
Step 2. Introduce yourself in the first paragraph
In 3-5 sentences, explain who you are and why you care about a certain issue. Example: "As a citizen / employee / member of a city / company / organization …").
The introduction should be short. Do not provide irrelevant details about your account. Instead, explain why you value the issue
Step 3. Describe the issue that worries you
You must indicate specific details. You can safely use bulleted lists to illustrate the facts. Example: "It has recently been brought to my attention that…".
Talk about one problem in the letter. If you have various questions to raise, write a separate letter for each of them
Step 4. Tell the mayor how you feel about the situation
Again, don't dwell on it, but be sure to point out why you care about the issue. Example: "The following decision baffled me because…".
Step 5. Offer suggestions and solutions
Just avoid complaining about a problem. Show him you've done some research. Could you provide examples of similar situations in other cities and effective solutions that have been adopted.
Step 6. Ask him for help
Be sincere towards him and don't feel obligated to flatter him. Instead, honestly explain the changes you would like to see. Example: "Knowing that you care about the growth of our beautiful city, I ask you to consider other solutions".
At this point, make sure the letter has the maximum length of one page. It needs to be concise to make sure it is read completely. Ideally, it should have 3-5 paragraphs
Step 7. Thank him
Be sure to thank him in advance for giving you his attention and considering your suggestions. Since the letter should be short, offer to provide further information in the future if necessary. Example: "Thank you for your attention and for all the time you will devote to this problem."
Step 8. Sign the letter
The final greeting must be respectful. Also, remember to sign yourself. Include your address directly under your name so the mayor will make sure you actually reside in the territory that falls under his jurisdiction. Example: "Sincerely, (your name)".
Part 3 of 3: Concluding the Letter
Step 1. Correct the letter
Spot minor spelling and grammatical errors. It may help to have someone else read it.
Step 2. Make any corrections
Fix any mistakes in the proofreading stage, then reread the letter. During the second reading, you may find other sentences to correct.
Step 3. Print the letter
To make it look professional, choose a suitable font, such as 12-point Times New Roman, and print it in black ink only.
Step 4. Buy the stamps
Glue them to the top right of the envelope. Make sure you post it well, otherwise it will be returned to you.
Step 5. Send the letter
After the shipment you should receive a response from the mayor or the municipality. If after a few weeks no one comes in, call the appropriate person to make sure the envelope has been delivered.
