How to Raise a Township Concern Professionally
How to Raise a Township Concern Professionally
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Residents have a right to raise concerns about issues in their community. The most effective way to do that is through a clear, factual, and professional process. While social media may draw attention to an issue, it does not usually create an official record, inspection request, or documented response.
Professional communication helps keep the focus on the issue, the facts, and the proper path toward review or resolution.
Public Attention Is Not the Same as Public Action
Public Attention Is Not the Same as Public Action
Social media may create visibility, but it does not create a resolution.
Social media may create visibility, but it does not create a resolution.
A professional, documented, and fact-based concern leads to review, response, and accountability.
A professional, documented, and fact-based concern leads to review, response, and accountability.
Step 1: Identify the issue clearly
Step 1: Identify the issue clearly
Start by clearly defining the concern. Focus on what the issue is, not assumptions about intent or blame.
Examples may include:
Stormwater or drainage concerns
Potholes or road damage
Traffic signal or sign issues
Park or facility concerns
Zoning or land use questions
Public safety concerns
Code or nuisance issues
A clear description helps the Township understand what is being reported.
Step 2: Confirm the exact location
Step 2: Confirm the exact location
Always include the exact location of the issue.
Helpful details include:
Street address
Nearest intersection
Nearby landmark
Side of road or property
Approximate location if no address exists
A concern is much easier to investigate when the location is precise.
Step 3: Document what you observed
Step 3: Document what you observed
Keep a simple written record of the issue.
Include:
Date
Time
What was observed
Whether it has happened more than once
Whether it appears to be worsening
Stick to direct observations and avoid speculation.
Step 4: Take photos if appropriate
Step 4: Take photos if appropriate
Photos or videos can help document a condition more clearly.
Examples include:
Flooding or standing water
Damaged pavement
Blocked storm inlets
Missing signs
Unsafe conditions
Images should be clear, relevant, and focused on the issue being reported.
Step 5: Separate fact from opinion
Step 5: Separate fact from opinion
A professional concern should be based on what can be observed or documented.
Helpful example:
“The storm inlet near the intersection was covered with debris on March 20, and water was backing into the roadway.”
Less helpful example:
“The Township never does anything and clearly does not care.”
Facts support review. Opinions alone do not.
Step 6: Submit the concern in writing
Step 6: Submit the concern in writing
Whenever possible, report the concern in writing by email.
A written message should include:
Your name
Contact information
Exact location
Brief factual description
Dates and times
Photos if relevant
A clear question, request, review.
Written communication creates a clearer record than a phone call alone.
You can also call Upper Allen Township at 717-766-0756, and it is helpful to communicate with the same level of clarity, professionalism, and detail that you would use in writing.
Step 7: Ask for clarification professionally
Step 7: Ask for clarification professionally
A professional tone helps keep the process productive.
Examples of helpful wording:
“Can you confirm which department handles this issue?”
“Can you explain the review process for this concern?”
“Can you confirm whether this has been inspected?”
“Can you clarify whether this falls under Township responsibility?”
“Can you direct me to any related ordinance, policy, or meeting record?”
Clear, respectful questions are often more effective than confrontation.
Step 8: Allow time for review
Step 8: Allow time for review
Not every concern can be addressed immediately. Some issues may require:
Site inspection
Staff review
Coordination with another agency
Engineering input
Legal review
Budget consideration
Board or commission discussion
A delay does not automatically mean the concern is being ignored.
Step 9: Follow up in an organized way
Step 9: Follow up in an organized way
If follow-up is needed, keep it short and factual.
Helpful follow-up details include:
Date of original message
Exact location
Summary of issue
Any prior response received
Any case number or reference number, if provided
Organized follow-up is easier for staff to review and respond to.
Step 10: Attend a public meeting if appropriate
Step 10: Attend a public meeting if appropriate
If the issue relates to Township policy, public infrastructure, land development, approvals, or board oversight, public comment at a meeting may be appropriate.
Before attending:
Review the agenda
Identify the correct board or commission
Prepare a short factual statement
Bring documentation if needed
You are allowed 3-minutes to speak at the Board of Commissioners Meeting.
Public comment is generally more effective when it is focused, calm, and supported by facts.
What to avoid
What to avoid
When raising a Township concern, avoid:
Personal attacks
Threats
Rumors presented as fact
Harassment of staff or residents
Posting private personal information
Accusing people without evidence
Treating social media comments as official action
Keeping the focus on the issue helps maintain credibility.
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