A petition letter is a written request to someone in a position of organizational power, such as elected public servants, board members and business managers. These letters directly alert the recipient to specific concerns and solutions. A single letter may accomplish little, but when part of an organized letter writing campaign that includes wider community networking and ongoing follow up, they can be an important factor for change.
What is a petition letter?
Research and preparation
- Research and verify all relevant facts and supporting materials.
- Confirm that you are addressing the correct decision maker(s), i.e., those with authority to act on you request.
- Confirm that you have the recipient’s correct name, title, preferred pronouns, and contact information.
- Identify your recipient’s likely major concerns with the proposal, and identify possible win-win solutions.
Writing style
- Write in a professional, fair-minded and respectful tone.
- Use clear, concise, credible, and compelling language.
Elements of a strong letter
- Opening
- Address the decision maker.
- Introduce yourself, the issue, and your relation to the issue.
- Describe the issue.
- Include relevant details and background information about the issue.
- Reference relevant data, events, and news stories that support your case.
- Add context, depth and impact by sharing the struggles and hardships you or other in the community have endured.
- Explain why action on this issue is needed now.
- Describe your proposed solution
- State the specific actions you are proposing.
- Explain how these action will improve the situation.
- Note any community support for your proposal.
- Anticipate objections
- Show that you have carefully considered the recipient’s perspective.
- Acknowledge their legitimate concerns, and propose possible win-win solutions.
- Closing
- Thank them for their time and consideration.
- Sign with your full name.
- Ensure that your correct contact information is included in the letter.