Good for you for taking the time to write!
Here is a link to a for a letter for a task force effort to get rid of formula samples. Not exactly your situation, but you may get some good ideas, and there are relevant references included. http://www.breastfeedingtaskforla.or...ack-letter.doc
The following is an excerpt from the second issue of the Moms for Milk newsletter. I asked permission from the author, Janice Reynolds, to post it here.
Write a Letter
When things go wrong, you need to make a complaint. Sometimes you can simply deal with the problem in person or over the phone. But you often put yourself in a better position when you write a letter: your message will not be interrupted, and you will have a written record of your complaint.
The purpose of the letter of complaint is not to blow off steam. The best complaint letters do not sound complaining. That statement may sound contradictory, but its not. If you write a letter that reflects only your annoyance and anger, you may not be taken seriously – you may simply appear petty and irrational. Instead, you need to explain the problem and ask for a solution. In fact, the less whiny your letter sounds, the more likely you are to get a positive response from your reader. You may even wish to comment on and compliment what was done well – that will build rapport. Remember, too, that the person who receives your letter may not be the one who was directly responsible for the situation about which you are complaining. Venting your anger at someone who was not at fault is neither fair nor useful. Most organizations are happy to get customer feedback because they want to provide quality products and services.
An effective complaint letter – a letter that accomplishes its purpose – should be both firm and well thought out. It should assume, first, that the recipient will be conscientious in correcting the problem. Second, it should indicate that the writer is capable of handling the situation calmly. Finally, the letter should convey that you expect the situation to be corrected.
Although the circumstances and the severity of the problem may vary, effective complaint letters should generally follow the same pattern. You need to produce evidence that a problem exists and that your reader has a responsibility to address the problem. Remember: Be Complete, Clear and Courteous
WHAT YOUR LETTER SHOULD LOOK LIKE:
Your address here
City, (State or Prov.), Postal Code
(The details of what happened) “I am writing because of a recent discussion we had in your office on (date)”. (Recount, as best you remember, the details and facts of your event or conversation).
The problem) Now tell why this is a problem. Be specific about why this information was incorrect or not helpful. Describe the affect this had on you (both physical and emotional – your feelings and self-esteem are important, too). Explain logically, clearly and specifically how this bad information or lack of support caused a problem. (Avoid expressing an opinion of why you think some problem occurred, if you have no way of knowing. For example, don’t say “maybe you were having a bad day, maybe you never breastfed your children” etc). Don’t discount yourself (“maybe I am overly sensitive” or “I’m not a doctor but…”).
(Attempted Solutions) Explain what you did, who you talked to and what new information or support you have found.
(The Solution) Explain what action you want the reader to take to solve the problem to your satisfaction. For example, to read and consider the information you enclose, to change policy, to remove formula samples, etc.
Enclosure: list each article, study, etc that you are including in the mailing
cc: clinic owner, clinic office manager, or all the doctors in the clinic?
cc: hospital administrator?
cc: Health District Chief Executive Officer?
cc: your State or Provincial Licensing Body?
(these cc’s are listed in increasing seriousness of complaint. Sending at least one carbon copy, especially to someone in higher authority, may increase your chances of getting a response)
(And if you have a local breastfeeding task force, cc them, or even me! so they are aware that there are citizen's groups forming to monitor these things)
(the more cc's the better)