How to write a Petition Letter

How to Write Petition Letter

Writing a petition letter would have been a tough task, if a social and information tool like Internet did not exist. To add to this support, site like ours specialise in guiding you towards this effect. To begin with a Petition letter is composed of two essential elements – The content (issue, problem etc.) and the list of signatures (supporting individuals). The other thing to keep in mind is the format which includes the essentials of any formal letter like - the addressee, the sender, the salutations, sign offs and so on. Refer to the sections below for easy approach to petition letters.

Petition Letter Formats

Petition Letter Format 1

Petition Letter Format 2

Petition Letter Writing Tips

• Gather Information – Writing a letter for petition demands a thorough knowledge of the subject of your petition. Collect all the necessary information to strengthen your case. A sound information is necessary for a sound argument. Visit libraries, talk with experts, watch related video, listen to audio, search the internet etc. This information will form the background of your petition. Prepare a list of individuals who will sign the letter or to whom you will send the letter. Mark out the most relevant facts which you will use to support your petition.

• Analyse your Petition – While searching the about the information for your petition, you will realise the relevance or irrelevance of your petition. It is here that you need to decide if your petition is justified? And if it so, is it reasonable in eyes of the others? Can you convince others? Is your goal achievable? This is important because your decision requires conviction. If you are not convinced enough, you cannot convince others.  Your analysis can also point you to a much achievable target. To put it easy, a matter like ‘End World Poverty’ is impossible to achieve. You can take initiative towards that effect but its outcome is uncertain. To make it more acceptable you can target a smaller area. This way it will find acceptance among the larger public.

• Whom to Address – Once you have analysed your petition, find out to whom it should be addressed?

1. Is it an organisation or an individual?
2. What is the postal and/or email address?
3. What is the designation of the recipient?
4. Are there multiple recipients?
5. Who is the most apt recipient?

You need to be absolutely sure about all the above given queries because even a slight error can result in futile attempt. Ensure that you are sending the letter to the right person of the right department of the right organisation. This is because a letter delivered to a right department may not land up at the desk of the right individual. This information also makes a lot of difference because certain individuals do not have authority in such matters. So find out, is it the Mayor, Minister, President, Prime Minister or someone else?

• Plan it out – Certain issues need an immediate attention as compared to others. Calculate the best time for the petition to be sent so that it receives a required reception. Untimely petitions may not draw as much attention as carefully planned ones.  So update yourself with the situation and arrange accordingly.

How to Start a Petition Letter

• Effective Title – A petition with an effective title is the first and foremost attempt to make an impression on the recipient. It is the first thing that will be looked at and it is the first thing you should work on.

The title should be:

1. Short
2. Informative
3. Easily understood
4. Easy to relate
5. Awe inspiring
6. Action initiating
7. Curiosity generator
8. Rhyming
9. Relative to your Goal

A title may not contain all these qualities but a few or one will also do good. The goal of the title is to generate interest in the letter and the petition itself.  

Some of the Petition Letter Titles:

1. Mumbai for horses: Ban victorias/horse carriages. Sign the petiton!
2. Indian Politicians: Stop bickering about Presidents and get down to some nation building
3. Tell Delta: Union Busting Won't Fly
4. Dolce & Gabbana: Stop the Killer Jeans
5. Sign Here to Stop Circus Cruelty!
6. Pledge to Help End Cruelty in Circuses
7. Kick the Bucket! Sign Pink’s Petition against KFC

• Follow the Format – After the title, there are certain formal structures which are to be included. These are - Current Date, Recipients Name, Recipients Address and Salutation. Please refer to the petition letter format and template for further assistance.

• Opening Statement – Influence the recipientin the opening itself. Your title has to be sustained by an appropriate opening statement. The initial sentences should state the purpose of the letter clearly. You can start with a simple request or state the issue with an appealing request. You can use quotes or phrases towards this effect.

Some of the wordings can be:

1. A heartfelt appeal
2. Words do fall short of the gravity
3. Even the Lord seems to have no answer
4. For the sake of the
5. Denied to the deserving
6. It is unlike any humane society
7. Cruelty that will shatter
8. Fear that rules the streets
9. The fact that 1 in every 1000
10. Just about 10 percent receive

It can be emotional charged statement, a factual one or a mix of both.  But don’t overemphasise these as it can be counterproductive.  

• Drafting – Drafting is a rough letter before you actually start the final one. Use the information of the outline and divide into short paragraphs. Since it is a draft write whatever comes in your mind irrespective of grammar, paragraph structure, punctuation, spelling etc. sentence and. Then read it aloud to yourself. How does it sound? Go through the contents again and refer them with the outline and your objective. The major objective of drafting is to have a concise matter for the final letter and to make sure that your thoughts and ideas are conveyed in a cohesive manner.

• Be Direct – As your letter is a request you cannot meander here and there. You have to come to the point in the beginning itself. But it doesn’t mean you have to be blunt, by direct means that you have to be specific about the issue at hand. Don’t divert the reader’s mind in any unrelated matter. Your language should be simple yet effective so that it comes across easy.

• Be Specific - While there are many examples, the letter focuses on one story that really embodies the need for change. If an appeal or request depends on particular facts which the decision maker will want to verify, be specific.

• Be Factual – A petition has to be factual and avoid dramatizing the issue. You don’t need to tell a tale. You have to describe in a factual manner. Emotionally laced words can be irritating and burdening on the recipient. For example – ‘I was denied a ticket in the first class. It was discriminatory and there was nothing that I could do about it.’ This sentence is a factual one. The dramatised version would be – ‘I was not given the first class ticket, I felt prejudiced and I felt helpless’.

• Give Solid Reasons – Provide solid reasons so that they have a strong effect. Lame excuses will not bear any fruit but an improvised weak appeal can get the work done. Explain to the reader why your appeal is important? Why should they get involved? Why should they agree with you? These strong ‘Why’s’ need a strong ‘Answer’. Showcase ‘The Before and After Scenario’. Establish a connection of the issue with the reader. Give simple reasons with which the reader can relate easily. Project an image of well being and peace; it appeals to all. This will garner more support.

• Supportive Argument – The information that you collected in the initial stage is meant to be utilised to give evidence and support your argument. By referencing the newspaper articles, research papers, videos, images are all evidences from reputable sources. These cannot be denied and cannot be repulsed as they themselves are established facts. This also establishes   credibility, authority, sincerity and proves the righteousness of the petition.

• Keep it Short – As an experienced observance, a lengthy text requires more time to read and understand. In this ‘Make Quick World’ short is the preferred option. When your petition doesn’t require a long description, why to offer it at all? There is an issue, a solution and a support. The recipients do mind reading that extra paragraph. But if you cannot shorten it make it interesting so that it is read till the last paragraph. You should know what exactly the recipient requires and provide it in a shortest and effective way.

• Using Graphics – Graphics can enhance the effect of your objective. Images are easily conceived and require less effort so you can use them provided they are apt and not confusing. Use pictures which are in context of the issue, it will grab the immediate attention of the reader. Eye-catching and emotional images work the best; you can use them as background for the letter or insert them where it appeals the most. But don’t make a scrap book out of it. Carefully and neatly placed pictures provide a better presentation as can be seen in e-petitions. The envelope in which the letter is to be sent cam also contain graphics.

• Learn from other petitions – Find the email format used by a government office or a company. Use these towards your benefit. There is no dearth of online petitions from which you can inspire structure and language that suit yours.

• Using Letterhead – Letterhead’s are symbols of authority and they tend to impress the reader. It gives more value to the letter. It will be taken more seriously and is considered of being reputed especially when it comes from a well established NGO.

• Typed – A formal letter is always typed or printed, same is the case with a petition letter. Print your letter with fonts such as Arial or Times New Roman. Don’t use fancy fonts which may not be legible to the reader. Use the proper size of font to suit the need in lieu of paper size. You can also print on the envelope for added effect.

• Be Polite – Avoid personal attacks, vulgar or hostile language. Threatening, cajoling, begging, pleading, flattery and making extravagant promises sound manipulative. Maintain a polite tone throughout your letter as you are requesting and not ordering.

• Documentation – Attach important documents which serve as reference or as evidence. In letter communication it is known as ‘Enclosure’. These documents’ can be pictures, videos, audio, copies of regulations and any other material which is supportive or required to establish the genuineness of the matter. Provide identification of the documents through marks or circles so that they can be easily comprehended. Do not send the originals and keep copies of all matter for future reference.

• Sum it Up – Summing up the letter involves proofreading and revising. It is the final step before you post the letter. Check your grammar, spellings, sentence formation and structure. Ensure use of active voice instead of a passive voice as the former has a commanding appeal. Check the accuracy, clarity and a sense of completeness of your paragraphs. Don’t forget call for action and place in the right sized envelope.

• Timely Action – To be successful, a petition letter must be delivered in time.  Certain issues are sensitive and require immediate action. Certain issues tend to pale and stale if they are not backed. To get a desired result always deliver the letters in advance so that there is plenty of response time.