Guide to Effective Letter Writing

The Alliance For A Clean Environment

Guide to Effective Letter Writing

Keep it Brief · Focus on a Specific Topic · Be Polite and Concise

1. Address it properly: Know your legislator’s full name and correct spelling. You can also get specific addresses on-line.

2. Write on only one issue per letter: Combining different issues and bills in one letter becomes confusing and diffuses your message.

3. Always include your last name and address on the letter itself (printed or typed): A letter cannot be answered if there is no return address or the signature is not legible.

4. Make sure it's neat: Proofread for errors and typos. Try to fit your message all on one page...it's easier to read.

5. Use your own words: Form letters and petitions tend to be identified as organized pressure campaigns and are often answered with form replies. One thoughtful, factual, and well-reasoned letter carries more weight than a hundred form letters or printed postcards.

6. Back up your position with facts: Include background information you have to support your position.

7. Be reasonably brief: Many issues are complex, but a single page, presenting your opinions, facts, arguments, or proposals as clearly as possible, is preferred and welcomed by most legislators.

8. State clearly your reason for writing.

9. Give reasons for your position: Explain how the issue would affect you or your family, business, or profession – or the effect on our community or our state. If you have specialized knowledge, share it with your legislator. Concrete, expert arguments for or against the bill can be used by the legislator in determining the final outcome of a bill.

10. Request a written response: Ask specifically for a written response to the question(s) you have posed.

11. Never be abusive or threatening: Be polite and reasonable; explain why you feel so strongly about the issue. The reasons may change the legislator's mind whereas a threat probably will not.

12. Determine your priority concerns: contact legislators on those specific issues rather than on every issue. The “pen pal” who writes every few days on every conceivable subject tends to become a nuisance, rather than an effective voice of concern.

13. Write a letter of appreciation: when you feel a legislator has done a good job. Legislators are human, too, and seldom receive “thank-you” letters of encouragement.

Sources:

Tips For Writing Legislators

How to Write Letters / E-Mails to Your Government Representatives