It's when consumers have told companies that they want their clothes to be produced in decent conditions that we have seen improvements: that's why the companies that were put under pressure in the 1990s, like Nike and Gap, have started to take steps to improve conditions in their supply chains.
There is still a long way to go, so please keep writing! The following article is a guide to writing letters. Letters can be to any company you want to know more about or in response to an urgent appeal or campaign.
1. Letter writing tips
Use standard letter format
Letters can be handwritten or typed, so long as it is legible. Sign the letter and print your name below. Make sure your contact details are at the top of the letter.
Be polite and courteous
Phrase the letter in a way that suggests you are interested in what they are doing on these issue and are open to what they have to say.
If you can find a contact name, use it
You may be able to find a name for the customer service manager or their chief executive on their website. Alternatively you can phone and ask. If you can't find a name write to the customer services department (this will almost always be on their website).
Write as a customer
Companies are more likely to respond to their own customers raising queries, so introduce yourself as a customer. If you have a label or receipt from something you have bought, you may want to include this with the letter.
Ask specific questions
Most of the time companies will just respond with a stock answer from their PR department, so you need to ask questions that can't be so easily avoided. Rather than "please tell me what you are doing about sweatshops", you should ask questions like, "What proof do you have that working conditions are OK in your factories?" "Where are your clothes produced?" and "How much are workers paid in your factories?"
Make it clear that you expect a reply
You could end the letter with a phrase like: `I look forward to hearing from you shortly on the points raised' (Ensure that you have written your postal or email address at the top of the page).
Keep in touch with us
Let us know what you have sent and send us copies of the company's response if you can.
Persevere!
If you feel the company hasn't responded adequately to your letter or you are not convinced by their reply then follow up with a response. Suggested responses to common company replies can be found here.The next two pages give some ideas for writing - either to a company that you are interested in or as a response to an urgent appeal.
2. Writing a general letter
The letter can be as short/long as you want; the important thing is that the company knows you care, and that you make specific enquiries. Write naturally in your own style - personal letters have a big impact so don't worry about trying to follow a specific formula too closely.
Below are some ideas of what you might want to include in a letter. If you don't have enough time or information then writing a brief, more general letter is fine. However the more specific you are with your questions the more thought the company has to put into their reply.
Look at their website
Do they have a page about their policies on social responsibility? In particular, do they have a code of conduct on their website? If not, then ask them if they have one and to send you a copy if they do. If so, then ask them how they ensure the code is implemented and how they monitor it. If any key issues (especially trade union rights and a living wage) aren't included in the code then ask why not.
Can you find any information about the company elsewhere?
Look on the LBL website, check out the websites on our links page, or just search the web. If you find any information you could say that you have read concerning information about conditions in their supply chain (say where from) and would like to know what the company is doing to tackle these issues.?
Write about something you bought
If an item you have bought from the country has a county of origin label, or if you have an interest in a particular country, then you could ask about conditions in those factories.
Ask them about their own purchasing practices
What are they doing to ensure the way they do business doesn't have negative effects on workers, do they have long term, stable relationships with suppliers, do they demand supplier discounts to pay for advertising or promotions of goods?
Are they a member of a multi stakeholder initiative?
Do they work with other companies, unions or NGOs on these issues?
Sample Letter
This is meant to be a guide to help you get started - don't worry about following it exactly, adapt the letter to include your own interests/concerns.
Your Name
Your address
Dear xxx
(start by saying why you are writing) I am writing to ask for information about the working conditions in the factories that produce garments for your company.
(Introduce yourself and your concerns) As one of your customers (please see enclosed receipt) I am concerned to ensure that the clothes I am buying are made in decent conditions and that the workers who produce my clothes are treated fairly.
(any information you have found out about the company could go here- if you don't have any don't worry!)) I couldn't find any information on your website about these policies so I would be interested to hear about any work you are doing on these issues. Do you have a code of conduct or an ethical policy, and do you audit your factories for working conditions? What evidence can you send me of working conditions in your factories?
I saw on your website that you do have a code of conduct but I couldn't find any information about how you make sure the code is followed by your suppliers. How do you monitor whether or not this is the case? How do workers find out about your code? What evidence can you send me of working conditions in your factories?
I read on the Labour Behind the Label website that there were problems at one of your supplier factories in XXX/concerns about your supply chain.
As my garment was produced in XXXX I am particularly concerned to know about conditions there.
What is your company doing to ensure that its own policies don't have a negative impact on workers. For example is this something you consider when deciding on a price for the goods that you buy? Do you have long term contracts with your suppliers?
I look forward to hearing from you shortly, Yours Sincerely,
(Your Name)
3. Writing in response to an urgent appeal
Most appeals will have a sample letter attached to them but if you can write your own letter then please do. Here are some tips.
To see our most recent urgent appeals please click here
Know what you're talking about
Before you start be clear about what the case involves and what you are demanding from the company - if you aren't sure about something then contact LBL or look at background information on our website.? Make the subject obviousAt the top of the letter write a reference line with the name of the case included.
Introduce yourself
Say that you are a clothing consumer, and explain where you heard about the case.
Don't get bogged down in the details
Generally the company will already have been contacted about the case and should know what you are referring to, so while it's still worth including some details, you don't need to write too much about the facts of the case.
Get straight to the point
Focus on your concerns about the rights that have been violated (e.g freedom of association/living wages/health and safety) and what you expect the company to do.
Tell them not to cut and run
Make it clear that pulling out from the factory is NOT an appropriate response - this only serves to further damage the workers. Rather they should take positive action to resolve the case.
Sample letter
Your Name
Your Address
RE: Workers Rights violations at (factory name) (county)
Dear xxxx
I writing to express my concern at recent reports about worker rights violations at (factory name, region, country) which I understand is one of your suppliers.
Information I have received from Labour Behind the Label suggests that (e.g 10 workers have been sacked by factory management for participating in a legal strike/for organising a trade union. I also understand that these workers are being paid below the minimum wage/being forced to work excessive hours/being denied access to adequate toilet breaks/denied the right to a proper contract etc).
As I am sure you are aware the right to freedom of association is guaranteed by ILO conventions 87, which has been ratified by 145 countries, including the xxxxx government. The right to join a trade union/be paid a living wage etc (if possible quote their code) is also guaranteed by your own code of conduct.
As a customer of you company (see enclosed receipt) I am extremely concerned by these events. I urge you to take immediate steps to resolve these issues as quickly as possible. These steps should include:
(Include the specific demands of the case - these relate to the specific violations)
I also urge you to take the following steps to ensure that this situation does arise again in your supply chain: (Include the general demands of the case - these relate to improving the companies policies more generally)
I would like to emphasise that I do not want company name) to withdraw order from this factory. This would have a negative effect on the workers involved. Instead I urge you to work with other buyers to push for a fair and positive solution to the problems outlined above. I look forward to hearing what steps you have taken to ensure improvements in this factory as soon as possible,
Yours sincerely,
Xxxxxxxxxx (sign and print your name)
