I just got off the phone with a worried lady who is trying to write to her condo management because they were trapping some of her cats. She has been trying to write an email to them and has been quite concerned about what to put in. Here are a few tips that I usually bear in mind when writing to TCs/condos/managements/etc :-
1. Always be polite, but firm
There is no need to be rude, but don't be a pushover either. State your case politely but firmly.
2. Check your facts and know your facts!
Make sure you have your facts right. Don't make allegations you cannot prove. You want to come across as trustworthy and reliable, so don't write things like, my friend's friend's friend saw this or that, unless you KNOW that person and think they are reliable.
You might want to add any information about Sterilisation, Community Cat management, etc that is useful at this juncture.
3. Offer your help where possible
It's always a good idea to try and offer help if you can. This shows you want to work with whomever is in charge to make the situation better.
4. Be Persistent
Sometimes one letter/email/fax may not be enough. Don't give up because this is just the first step in a process. Keep writing (but don't harass them) if you don't hear from them after a reasonable period of time.
5. Keep it real
People often ask me if this or that should be put in, or what I would write. The thing is I might write a very different letter from what you or anyone else would. It doesn't matter. The main thing is to put across how you feel and what you want to do. Don't feel you need to put in big words or write in a different style to make your letter seem more important. The most important thing is to write from the heart.
6. There is no perfect email
At the end of the day, don't fret too much about it. There will always be things you can improve so don't worry too much about making it perfect. Often you have a window of opportunity and you need to act fairly quickly before the issue gets thrown on the backburner - I find speed is usually preferable to perfection, because it will never be perfect.