To write a letter of concern, express your concerns plainly and succinctly. Outline pertinent background information and offer solutions. Include your contact information, and remain professional. Emphasize that your goal is to find a resolution and not to escalate the situation.
- Perform research before writing the letter
Perform any research needed. Interview people, read statements and brainstorm a list of possible solutions.
- Introduce yourself in the opening paragraph
Explain who you are and your stand on the matter, and briefly mention the group you are representing, if applicable.
- Outline the situation you are writing about, and discuss why you find it important
Remain respectful and do not criticize, abuse or blame anyone for the situation. Suggest possible solutions or calls to action.
- Conclude the letter by thanking the person you are writing to for his time
After expressing your gratitude to the person the letter is addressed to, close the letter with your contact information. Depending on your preferences, you may wish to provide your mailing address, email address, telephone number, website and fax number.
- Proofread for grammatical errors and content
Review the letter to ensure it is as professional as possible. If you can, wait at least a day before sending it so that you can have other people look it over as well. Make a copy for your files.