Type the date to start your letter, then put the address of the governmental agency you are writing to next. Follow this with a salutation, using the person's name if possible, then continue with the body of the letter. Use a businesslike tone and a business format as you write the letter.
Include relevant information and avoid hyperbole. Necessary information includes your contact information, a short description of the issue and your preferred resolution. It is important to specify how you wish the matter to be resolved, so the agency can assist you more efficiently. Sign the letter after "Sincerely." You may be able to send the letter via email or an online complaint form, depending on the agency involved.
Keep a clear and non-confrontational tone. A threatening or accusatory letter will make it more difficult for the reader to discern the issue. Depending on the government agency, perceived threats may also get you into serious legal trouble. The preferred method would be "I would like you to reimburse me for the additional utility charge on my next bill," as opposed to "If you don't fix my bill, I'll come down there and cause a scene until you pay attention!"
Give the agency time to respond to your request. If you call the same day the agency receives the letter and complain that no resolution has been reached, you hurt your own credibility, as well as the willingness of the agency to take your concerns seriously. If sending the letter by mail, it may take up to three weeks, between mailing and processing time, for you to receive a reply. An email reply should take just a few days.