Example Letter #1
The next round of negotiations between the Springfield Symphony Board of Directors and the Artists' Alliance will end without any more progress than we made in the previous four rounds--unless we can make a genuine breakthrough. Many of us, ourselves long-time members of the Alliance, feel our leadership has taken an unreasonable position against caps on honoraria for guest artists.
Aiming to resolve this standoff quickly and amicably, Eric Doe has slated an emergency meeting of section heads for Monday at 7:30 a.m. With your supporting vote at that time (and with just a few other yes votes), we should be able to demonstrate that the majority of the Alliance is prepared to yield on this issue. Musicians will be able to return to work, and the symphony will avoid the public relations fiasco that would inevitably follow a cancelled season opener.
Other cities across the nation have learned that the life of civic orchestras depends upon a positive public image. We are counting on you to help turn the negative tide by giving your support to honoraria caps and ending the current gridlock. There's still time to get our season off to a promising start!
Example Letter #2
John, I understand that you had a disagreement with the Board of Directors regarding the Doe contract. I know you have worked many hours on this project and that your brother-in-law is the general contractor. However, the majority of the directors feel that the contract will not meet our needs. They voted to reject it, and there is little you can do to reverse that decision.
As a concerned friend, I strongly recommend that you refrain from contacting the directors and discussing the matter any further. They have made their decision. Your arguments will not change things and could even jeopardize your future with the company.
I have no personal stake or interest in the Doe matter. My interest is in your welfare. I value your friendship and wish you well for the future.
Example Letter #3
A matter of grave importance faces us; it affects each and every one of us! I am writing to solicit your support for John Doe's plan to hold the office Christmas party at the Springfield Entertainment Hall instead of at the Yacht Club. Company tradition dictates that the party be held at the Yacht Club, but attendance in the past years has steadily declined. I think we all know why.
The Entertainment Hall offers an exciting atmosphere, great music, and unpretentious, good food. Let today be the day we all join together in demanding a worthwhile Christmas party. Let today be the day John Doe tastes victory, and we all will enjoy its spoils! Register your support with the entertainment committee by signing the attached petition.
Example Letter #4
We have all seen news reports lately about the problems of repetitive stress injuries. Doe Enterprises is making every effort to see that these problems do not arise for our employees.
During Employee Safety Week, your managers and directors urge you to schedule a time to have your work station evaluated by one of our trained safety inspectors. The inspectors will offer you tips on how to avoid repetitive stress injuries on the job.
Call John at extension 5-5555 to schedule your visit with the safety inspectors.
Write Your Letter Step-by-Step
Open with a statement that focuses the reader's attention on the issue.
State what you want to persuade the reader to do or not do.
Explain why the reader should cooperate. Calling attention to personal benefits will help.
Close with a call to action. Add any additional information the reader may need.