In many cases, you need to write official letters of appeal to certain authorities. Nowadays, many of them are sent electronically, although the rules for compilation remain the same as with the physical versions. So how do you need to properly draw up such documentation?
Instructions
Step 1
Start by specifying the position and name of the addressee. For example: "To the chief engineer of JSC Polad Ivanov SS". Then write your appeal at the top of the letter. It usually begins with the word "Dear". Next comes the full name and patronymic of the addressee. You can also write "Dear Mr. Ivanov" without indicating his name. The address should be located exactly in the middle.
Step 2
Write a preamble to your letter of appeal. State clearly and concisely the reasons and purpose for this letter. The addressee from this paragraph should understand the whole essence of the letter. For example, start like this: "I am writing to you about the unsatisfactory quality of the bearings that you have been sending us during from … to …".
Step 3
Fill out the main body of the letter. As a rule, it consists of two to four paragraphs, which express concern about the issue outlined in the preamble. Also in this part, state all your thoughts on this matter and on a possible solution to the problem. Indicate what specific actions the addressee should take in order to resolve this issue in the near future. Use clear deadlines, numbers, and sentences.
Step 4
Write a conclusion. In this part, formulate the summary of the entire appeal letter. Example: "I am sure that you will resolve this unpleasant situation, and in the near future our cooperation will be the same as before."
Step 5
Put an official signature, which consists of the title of the position, as well as your full name. This is usually preceded by: "Respectfully yours", "Sincerely yours", "With hope for further cooperation", etc. Choose according to the situation.
Step 6
Make a postscript or postscript. This small section is located just below the signature. It is rarely used in letters of this format, but still sometimes it takes place. The postscript informs the addressee about some significant event in the life of the organization of the author of the letter. For example: “P. S. I would like to inform you that the percentage of rejects in a batch of raw materials received 2 days ago has increased to 19%!"
