Writing Letters to Elected Officials

Jan 01, 2000

A well-written personal letter may be the most effective way to communicate with elected officials. They want to know how their constituents feel about issues, especially when those issues involve decisions made by them.

Your elected officials usually know what advocacy groups are saying about an issue, but they may not understand how a particular decision affects you. A well-written letter describing your experiences, observations, and opinions may help persuade an official in your favor.

In general there are two types of letter. Most of them are either positive (in support of a proposed or implemented policy) or negative (opposing that same policy) in tone.

Why write to elected officials?

Maybe you're not convinced that writing a letter to your elected official is the best way to spend your time. Well, here's several reasons you should write:

• To explain to an official how a particular issue affects you or your group.
• To demonstrate to an official that his/her constituents are aware of an issue and have a real interest in the outcome.
• To attempt to persuade an official to vote in a certain way on an issue, or to take other related action.
• Effective letters build your reputation as a thoughtful person in the eyes of the officials, and thus your criticism or support is more influential.
• To thank an official for support given, or action taken.

When should you write letters to elected officials?

So when would you want to write that letter? Whenever an issue arises that concerns your group, but especially when:

• To request an official to consider a certain action or policy (e.g., increasing funding for a program for senior citizens).
• There is an upcoming vote on a policy that concerns your group--be sure to allow ample time for the official to receive and read the letter before the vote (but not so much time that he/she forgets your comments!)
• You want to respond (positively or negatively) to a completed action or a change in policy (e.g., enacting a law that requires people to wear seatbelts).
• You want to point out a deficiency or need in a particular area (e.g. more public transportation to the community health clinics, more police patrols through your neighborhood)
• To request information (e.g. about voting records, their stance on certain issues)

How do you write letters to public officials?

So how do you write letters to public officials, anyhow? We have a number of guidelines that should help you not only write the letter, but increase the chances that it will be actually read and taken seriously.

1. Decide on the recipient

Get the name, title, and address of the official who will make the decision about your issue. Watch to make sure that all names are spelled correctly and that you have the proper address. An incorrect name counts against you. An incorrect address may mean your letter might not arrive at all.

2. Open the letter in an official manner

If you are writing to an elected official, show respect for the position by using the title of the office, and the official's full name. In any other letter, use the familiar term "Dear," the title Mr., Mrs., Ms., Miss, or Dr., and the official 's full name.

Example: January 5, 1995 Title [Name of Representative or Senator] House of Representatives [OR] U.S. Senate Office Address Washington, D.C. 20515

3. Start by explaining your purpose for writing this letter

Let your reader know immediately what your letter is about. Tell him/her why you are concerned or pleased that a particular decision is being considered.

Example: The proposed increase in the gasoline tax will make the cost of transportation unreasonably high for commuters in the metropolitan area.

4. Summarize your understanding of the issue/decision being considered

State the general impact that you expect to occur if a particular decision is made .

Example: The creation of a peer-counseling program at our high school will help reduce the number of teen pregnancies in our community.

5. Explain your position on this issue

Describe in detail why you feel the decision made will lead to the impact you foresee.

Example: This will provide opportunities for our high school students to discuss pressures they experience with their peers at this critical time in their lives.

6. Describe what any changes will mean to you, and to others

Describe specifically the positive or negative effects the decision will have on you personally and on those you represent. The more people affected by the decision, the more convincing you may be.

Example: This program will help our group meet its goals of providing career opportunities to teenagers in our community.

7. Identify others who may be affected by this decision

Tell the official who, and how many other people will be affected in the same way. Statistics can be very helpful here.

Example: A recent study showed that most minors who smoke obtain cigarettes at stores that do not ask for any identification. Increased enforcement of the existing laws prohibiting tobacco sales to minors could significantly reduce the rate of smoking among out youth.

8. Acknowledge past support

Mention appropriate actions and decisions the official has made in the past and express thanks for them.

Example: We appreciate your past support of the bill protecting the rights of emergency medical crews to not be tested for HIV.

9. Describe what action you hope the official will take

State specifically what action you (and those you represent) hope the official will take--and by what date, if there is a deadline.

Example: We hope you realize the best course of action to protect our community's infants and young children is to vote "yes" to House Bill #689b.

10. If you have written a letter that opposes some action, offer an alternative

Example: I believe that rather than increasing the number of police cars patrolling our neighborhood, a cheaper and more effective alternative would be to work with our community to develop a community-policing program.

11. If you have time and you are committed, ask how you can help

Example: Our group is more than willing to explore the various options in helping make our community a safer place to live.

12. Close and sign your letter

Thank the official and sign your full name. Make sure your address and phone number are included.

13. Check your letter for spelling and grammatical errors

Correct spelling and grammar won't do the job by themselves, but they can help. Why not give your letter every possible advantage?

Should you use e-mail?

With the speed and ease of delivery, it's very tempting to use e-mail and send your correspondence via the computer. Doing so, particularly for formal letters , has several advantages:

• It is much faster than normal mail. This also makes it possible for the official to respond much more quickly.
• It saves the trouble of addressing an envelope, buying a stamp, and mailing your letter.
• Electronic mail is less likely to get lost on the receiver's desk.

However, note that the last can also be a disadvantage. First, you need to know your target has e-mail and the he or she reads it. Unless the recipient goes through the trouble to print your message, it may be gone with one tap of the delete key--and out of mind as well. If you are going to use e-mail for your correspondence, be particularly clear and emphatic about your message from the beginning.

A third possibility is sending a facsimile, or "fax." Faxes are quick and usually reliable. Realize, however that most office fax machines are in a public area; your intended recipient is not necessarily the only person who will read your fax. Secondly, the receiver's fax machine may not necessarily print a neat, readable, professional -looking copy.

To sum it up:

Writing letters to elected officials is a good way to explain how an issue affects you or your group. It also can build your reputation as a thoughtful person giving you more influence with the people in power. A letter is also a good way to get your issue noticed by people who have the power to help you.

Provided by the Community Tool Box. Used with permission.

Resources

Bates, Jefferson D. (1985). Writing with precision. Washington, D.C.: Acropolis.

Homan, M.(1994). Promoting community change: Making it happen in the real world. Pacific Grove, CA: Brooks-Cole Publishing Co.

Managing correspondence--Plain letters, [available from the Superintendent of Documents, Washington, D.C. 20402]

Seekins, T., Fawcett, S. B., The Research and Training Center on Independent Living.(1984). A guide to writing letters to public officials: Contributing to important decisions affecting you and others. University of Kansas.

Roman,K., Raphaelson, J.(1992). Writing that works. New York: Harper Collins.

Stonecipher, H.W. (1979). Editorial and persuasive writings: Opinion functions of the news media. New York: Hastings House.