Writing a letter

It’s a good idea to send personalised letters (appeals for help) – whether digitally or on paper – to organisations or associations who may be able to help find your missing person, e.g. either by passing on your missing person’s picture or information to their networks, or displaying the missing person poster. 

Organisations/people you could send a letter to could include:

  • State and federal MPs
  • Local figures/celebrities
  • Homeless shelters
  • Country Women’s Associations
  • RSL clubs
  • Fruit picking employers
  • Trucking companies
  • Hare Krishna groups
  • Salvation Army locations
  • Bushwalking clubs
  • Sporting clubs
  • Universities
  • Backpacker hostels/accommodation providers
  • Community groups
  • Local newspapers and radio stations

This Letter template and Letter example can provide guidance for writing your letter. Or, you may have a friend or family member who can help. It’s a good idea to get another person to read the letter before you send it.

Tips

  • Ask for help with your mailout – e.g. if you want to send a letter to all Victorian homeless shelters, ask someone to help you find the contact details to save time (there may be many shelters and many letters to send)
  • Email the letter wherever possible – it is faster and easier
    • Cover email should include key information about the missing person, with the formal letter as a PDF attachment
  • Send a copy of the poster with your letters, or include the poster as an attachment if sending an email
  • Always include the link to the social media page(s) or website (if applicable) in your letter
  • Write in short paragraphs and simple sentences. Aim to have all critical information on the first page, and only use additional pages if necessary 
  • Make sure you are clear in what you are asking the reader to do e.g. to display the poster in their window / to pass the information of your missing person on to their networks etc. Have this request early in the letter
  • Think about how far you want to send your letter e.g. do you want to send it to RSL clubs in your local area, your state, or the whole country
  • People who receive your letter may respond and offer condolences, or offer their help or support. Consider how you might involve them
  • Keep track of where you’ve sent letters so you can follow up if needed
  • Personalise the letter to the organisation or individual if possible (this could increase the change of action). If doing so, try to use full names and appropriate titles, especially when sending to MPs and councillors
  • If writing to MPs or councillors, mention if the missing person is from their electorate or area – this can help them connect to your request

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