This article was co-authored by Tami Claytor. Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification.
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Don't let a local issue or concern you have go unheard. Writing a letter to your mayor is a straightforward way to make your voice heard when it comes to policy issues and problems you've encountered within your city. Identify what issue you'd like to address, connect yourself to the problem, and offer solutions to the mayor.
Steps
Addressing the Letter
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1Find 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.
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2Gather 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.Advertisement
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3Fill out the envelope. Include your return address. Write this in the top left corner of the envelope:
- Your name
- Your street address
- Your city and zip code
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4Include the mailing address of the mayor. Write this in the center of the envelope:
- Mayor J. Doe
- City of (your city)
- Street address
- City and zip code.
Writing the Letter
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1Include a salutation or greeting. Start by addressing the person you're writing to. In this case, you might write, Dear Mayor Doe,[1]
- This is the standard greeting for a mayor. For the rest of the letter, you'll want to keep a conversational and respectful tone. Don't worry about being too formal.[2]
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2Introduce yourself in the first paragraph. Spend three to five sentences telling them 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.
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3Describe the issue of 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.[3]
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4Tell them how you feel about the situation. Again, keep this brief, but be sure to connect yourself to the issue. For example: I am appalled by the decision to...
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5Offer suggestions and solutions. Avoid simply complaining about a problem.[6] Show the mayor that you've done your research. You could give examples of similar situations in other cities and effective solutions.
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6Ask your mayor for help. Be honest with the mayor and don't feel as though you have to flatter them. 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.[5]
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7Thank them. 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.
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8Sign the letter. 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 their jurisdiction. For example: "Sincerely, (your name)"
Finalizing the Letter
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1Proofread your letter. Look for simple spelling mistakes and grammatical errors. It can help to have someone else proofread the letter too.
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2Make any proofreading corrections. Fix any mistakes from proofreading and then proofread again. You may catch something else as you read it another time.
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3Print your letter. 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.
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4Get or buy a stamp. 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.
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5Mail your letter. After mailing your letter, you should receive some response from the mayor or their 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.
Sample Letters
Community Q&A
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QuestionCan I see a sample letter to a mayor about the state of local beaches?
Community AnswerDear Mr./Ms. [mayor's surname or full name], I have recently become concerned with the state of the beaches in our area. They are [describe the problems], and this is harmful for [those who visit the beach, the wildlife, the ecosystem, water quality]. If there were a way to [organize a cleanup, reduce pollution, other solutions], that would be very helpful not only to me, but to [affected parties mentioned before]. Perhaps the [local group, such as a Boy/Girl Scout troop, garden committee, etc.] could get involved. Thank you for your consideration, [Your name] This is just one possible outline. Feel free to change it as you wish. -
QuestionHow do I write to the mayor to find out about municipal projects?
Community AnswerMost mayors have a direct web page which would include a phone number and email where you can contact them. Your best bet would be to email him/her and be straightforward. Let them know why you want to know about municipal projects and ask in a non-demanding way. Most mayoral departments respond in 2-4 business days. -
QuestionHow do I write a letter to a mayor asking for permission to campaign in the city?
Community AnswerSimply write a professional letter to your mayor and ask him. Follow the steps in this article to help you.
Warnings
- Don't write any offensive material in the letter. You could get into serious trouble with the city or the police!⧼thumbs_response⧽
Things You'll Need
- Piece of writing/printing paper
- Computer (optional)
- Printer (optional)
- Pen
- Envelope
- Stamp
References
- ↑ https://www.formsofaddress.info/mayor_us/
- ↑ https://www.wrexham.gov.uk/service/mayoralty/mayoral-etiquette-guidance/
- ↑ https://www.blinn.edu/writing-centers/pdfs/Writing-Job-Application-Letters.pdf/
- ↑ hhttps://mrsc.org/getmedia/034f13b6-7ec2-4594-b60b-efaf61dd7d10/Mayor-And-Councilmember-Handbook.pdf.aspx?ext=.pdf
- ↑ https://ctb.ku.edu/en/table-of-contents/advocacy/direct-action/letters-to-editor/main
About This Article
To write a letter to the mayor of your city, start by addressing them using “Dear Mayor" followed by their last name. Then, use the first paragraph to briefly introduce yourself and explain how you relate to the issue you’re writing about. Next, describe your issue, tell the mayor how you feel about it, and offer some suggestions for addressing it. Ask your mayor directly for help, and thank them in advance for trying to deal with your concerns. Finally, close your letter with “Sincerely,” followed by your full name. To learn how to find your mayor’s address and fill out your envelope, keep reading!
