How to Write a Letter to the Mayor of Your City
Find the mayor's address., Gather your writing materials., Fill out the envelope., Include the mailing address of the mayor., Address the mayor: Dear Mayor Doe,This is the standard greeting for a mayor., Introduce yourself in the first paragraph...
Step-by-Step Guide
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Step 1: Find the mayor's address.
Look it up in your local phone book, or go to your city's website.
You might also research if there's a specific committee that deals with your concern.
Think about writing a separate letter to that council as well. -
Step 2: Gather your writing materials.
You'll need clean stationery and writing implements or a computer and printer.
If using a computer, open a text-editing program. , Include your return address.
Write this in the top left corner of the envelope:
Your name Your street address Your city and zip code , Write this in the center of the envelope:
Mayor J.
Doe City of (your city) Street address City and zip code. , For the rest of the letter, you'll want to keep a conversational and respectful tone.
Don't worry about being too formal., Spend three to five sentences telling him/her who you are in relation to the issue you'll be bringing up.For example:
As a citizen/employee/member... of (city/company/organization...) Keep the intro brief.
Don't provide irrelevant details about yourself.
Instead, connect yourself to your concern. , You'll need to give specific details.
Don't be afraid to use bullet points to provide facts.
For example:
It has come to my attention that...
Only address one issue in your letter.
If you have multiple concerns to bring up, write a separate letter for each issue., Again, keep this brief, but be sure to connect yourself to the issue.
For example:
I am appalled by the decision to... , Avoid simply complaining about a problem.Show the mayor that you've done your research.
You could give examples of similar situations in other cities and effective solutions. , Be honest with the mayor and don't feel as though you have to flatter him or her.
Instead, be upfront about the changes you'd like to see.For example:
As the Mayor of our great city, I ask that you consider other solutions.
Make sure your letter is under a page, by this point.
You'll want to keep it brief to ensure that it's completely read.
Ideally, your letter should be between 3 and 5 paragraphs long., Be sure to thank the mayor in advance for addressing the concern.
Since your letter should be brief, offer to provide more information if needed.For example:
Thank you for attention to this important issue. , Keep the closing address respectful and be sure to sign your name.
Include your mailing address directly underneath your name so that the mayor is sure you live within his/her jurisdiction.For example: "Sincerely, (your name)"
Look for simple spelling mistakes and grammatical errors.
It can help to have someone else proofread the letter too. , Fix any mistakes from proofreading and then proofread again.
You may catch something else as you read it another time. , To make your letter look as professional as possible, only use black ink and print in a legible font and size, such as Times New Roman 12 point. , Stick the stamp on the top right corner of the envelope.
Be sure to use enough postage, or your letter will be returned to you. , After mailing your letter, you should receive some response from the mayor or his/her office.
If you don't hear anything back after a few weeks of mailing the letter, call the office to make sure it was received. -
Step 3: Fill out the envelope.
-
Step 4: Include the mailing address of the mayor.
-
Step 5: Address the mayor: Dear Mayor Doe
-
Step 6: This is the standard greeting for a mayor.
-
Step 7: Introduce yourself in the first paragraph.
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Step 8: Describe the issue of your concern.
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Step 9: Tell him/her how you feel about the situation.
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Step 10: Offer suggestions and solutions.
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Step 11: Ask your mayor for help.
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Step 12: Thank him/her.
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Step 13: Sign the letter.
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Step 14: Proofread your letter.
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Step 15: Make any proofreading corrections.
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Step 16: Print your letter.
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Step 17: Get or buy a stamp.
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Step 18: Mail your letter.
Detailed Guide
Look it up in your local phone book, or go to your city's website.
You might also research if there's a specific committee that deals with your concern.
Think about writing a separate letter to that council as well.
You'll need clean stationery and writing implements or a computer and printer.
If using a computer, open a text-editing program. , Include your return address.
Write this in the top left corner of the envelope:
Your name Your street address Your city and zip code , Write this in the center of the envelope:
Mayor J.
Doe City of (your city) Street address City and zip code. , For the rest of the letter, you'll want to keep a conversational and respectful tone.
Don't worry about being too formal., Spend three to five sentences telling him/her who you are in relation to the issue you'll be bringing up.For example:
As a citizen/employee/member... of (city/company/organization...) Keep the intro brief.
Don't provide irrelevant details about yourself.
Instead, connect yourself to your concern. , You'll need to give specific details.
Don't be afraid to use bullet points to provide facts.
For example:
It has come to my attention that...
Only address one issue in your letter.
If you have multiple concerns to bring up, write a separate letter for each issue., Again, keep this brief, but be sure to connect yourself to the issue.
For example:
I am appalled by the decision to... , Avoid simply complaining about a problem.Show the mayor that you've done your research.
You could give examples of similar situations in other cities and effective solutions. , Be honest with the mayor and don't feel as though you have to flatter him or her.
Instead, be upfront about the changes you'd like to see.For example:
As the Mayor of our great city, I ask that you consider other solutions.
Make sure your letter is under a page, by this point.
You'll want to keep it brief to ensure that it's completely read.
Ideally, your letter should be between 3 and 5 paragraphs long., Be sure to thank the mayor in advance for addressing the concern.
Since your letter should be brief, offer to provide more information if needed.For example:
Thank you for attention to this important issue. , Keep the closing address respectful and be sure to sign your name.
Include your mailing address directly underneath your name so that the mayor is sure you live within his/her jurisdiction.For example: "Sincerely, (your name)"
Look for simple spelling mistakes and grammatical errors.
It can help to have someone else proofread the letter too. , Fix any mistakes from proofreading and then proofread again.
You may catch something else as you read it another time. , To make your letter look as professional as possible, only use black ink and print in a legible font and size, such as Times New Roman 12 point. , Stick the stamp on the top right corner of the envelope.
Be sure to use enough postage, or your letter will be returned to you. , After mailing your letter, you should receive some response from the mayor or his/her office.
If you don't hear anything back after a few weeks of mailing the letter, call the office to make sure it was received.
About the Author
Diane Butler
Specializes in breaking down complex cooking topics into simple steps.
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