How to Write an Open Letter

What an open letter is

An open letter is written for a wider audience than the person it is addressed to. Rather than being sent only to its recipient, it is published or circulated for others to read, for example in a newspaper, on a website, through social media or in a newsletter.

People use open letters to draw attention to an issue, set out a point of view or put pressure on someone in a position of responsibility. Publishing the letter makes the writer's position public. If the recipient also replies publicly, readers can consider both sides.

An open letter may address a named person or organisation, or a broader audience. Campaigners, journalists and community groups often write to an MP, a council, a company or a public figure in this way. A business, club or charity might write openly to its customers or members, although not every notice or update is an open letter. Addressing a named decision maker can give the letter a clear focus and invite a public response.

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When an open letter may be the right choice

An open letter is not always the best tool. A private letter, a formal complaint or a meeting may be more effective. Open letters tend to suit issues that affect many people, or situations where private routes have already been tried.

Common reasons for writing one include:

• raising awareness of a problem that affects a community or group
• asking a public figure or organisation to take a specific action
• responding publicly to a decision, statement or policy
• showing that many people share a concern, often by gathering signatures

Before going public, check whether you have used the normal channels. If your concern is with a company, start with its complaints process. Some sectors have an ombudsman, but not all businesses are covered, and you will usually need to complete the organisation's own process first. For a public service, your local councillor or MP may be able to raise your concern, although they cannot necessarily decide the outcome. Depending on the service and where you live, an MSP, Senedd Member or MLA may be the right person to contact. You can find your MP through the UK Parliament website.

For matters within the responsibility of the UK Government or House of Commons, you could use the official petitions service alongside or instead of an open letter. Check its eligibility and submission rules first, and bear in mind that a petition does not guarantee action.

An open letter does not replace a formal complaint, appeal or other required procedure, and it does not pause any deadlines that apply.

Your situation may be slightly different. ask a question below ↓ and our editorial team will reply with our advice.

How to write an open letter

If you address a named recipient, write for both that recipient and the wider public. Someone who knows nothing about the background should still be able to follow your point.

A clear structure usually includes:

• A heading and greeting. State who the letter is to, for example "An open letter to the Chief Executive of…", followed by a normal greeting such as "Dear Ms Smith".
• An opening that explains why you are writing. Say in the first paragraph what the issue is and why it matters.
• The background and your evidence. Set out the facts plainly. Check figures, rules and policies against official sources such as GOV.UK or the organisation's own published information. Give dates for your sources, link to supporting documents where you can, and quote people accurately.
• What you are asking for. Be specific, whether you want a review, a meeting or an answer to a question, so it is clear what response you want.
• A closing and signature. Sign with your name, and your role or organisation if relevant. Only sign for an organisation if you have authority to do so.

Keep the tone calm and respectful, even if you feel strongly. Personal attacks, sarcasm and exaggeration can weaken a reasonable argument. Keep it concise, while including enough evidence to support your request, and use plain language and short paragraphs.

Before publishing, read the letter as if you were the person receiving it, and ask whether it is fair, accurate and clear.

Publishing your letter and staying within the law

Posting a letter online will not, by itself, mean people see it. Send a copy directly to the recipient so they do not hear about it second hand. Choose outlets your intended readers use, such as a newspaper letters page, your organisation's newsletter, social media or local groups, and share one stable link so the letter is easy to find. For local issues, you could approach local journalists. Newspapers may edit letters or decline them, so check their guidance first.

You are responsible for what you publish. Defamation law differs between England and Wales, Scotland and Northern Ireland. Check factual allegations carefully and distinguish them from comment. Describing a statement as an opinion, or repeating someone else's allegation, does not automatically protect you from a defamation claim. Seek legal advice before publishing serious allegations. If you find a significant error after publishing, correct it promptly and visibly.

Avoid publishing unnecessary personal information, especially home addresses, contact details or health information. Permission alone may not resolve every privacy, confidentiality or data protection issue, and data protection rules can apply to individuals as well as organisations. Check the Information Commissioner's Office guidance where relevant.

If you collect signatures, explain what people are agreeing to and record their consent to having their names shown. Keep their email addresses private, and give a suitable public contact address for responses.

Afterwards, keep a copy of the published letter, record any response and decide whether further action is needed.

The Next Step

Now that you have read through the advice above, you might want to put it into practice. Our Open Letter Generator lets you create a public statement to a person or organisation. Takes 2 minutes. Try it now →