Tips for Writing Letters.

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Writing to elected officials, legislators and other government officials can make a difference. The format, content and style of your letters are important -- whether you're asking someone to support or oppose a bill.

Here are some tips for effective letter writing:


Don't write too often. Once a month is plenty.

Use your personal stationery. Be sure to include your return address, since Congressional members generally only respond to people in their own districts.


Address your correspondence correctly.

The Honorable
Senate Office Building
Washington, D.C. 20510
Dear Senator

The Honorable
House Office Building
Washington, D.C. 20515
Dear Congressman/Congresswoman

Be brief and to the point. Use your own words. Never use a form or mass duplicated letter.
Write intelligently so legislators know that you know what you're talking about ... that you're not just writing in response to a letter-writing campaign.

Don't insult them. Don't say things like, "As a citizen and taxpayer..." or "I'm pro-life and I vote."

Keep your letter to one page whenever possible.

Address only one topic or one piece of legislation. Remember that your letters will be given to the Congressional staff person responsible for that issue.

Use facts and logical reasoning. Emotional rhetoric and statements that can't be supported are counterproductive. Don't threaten or make demands. Legislators know the power of your vote.

Explain how this legislation or new program will impact the legislator's district or state.
Be as specific as possible.

Cite your awareness of his or her past voting record. Especially on this topic or similar legislation.

Refer to the bill by name as well as by number. For example: H. R. 2369, the Reauthorization Bill for Title X of the Public Health Service Act. This ensures that your letter gets to the right assistant.

Ask him or her to vote in a specific way. Be specific but courteous: "Can I count on you to support H.R. 555?"
Your job is to learn how the ultimate decision-maker gets the information upon which he or she decides. Is there a key staff aide who handles such issues? If so, that's the person whom you want to reach. Does a particular newspaper or television reporter seem to influence the decision-maker? Write a letter to the editor or see about getting that reporter to cover your "story."

As always, know exactly what you want to say to the people you are contacting. And make sure your message is a simple and repetitive one. You don't want to give people a college education in your subject; you just want them to know the few key facts that will convince them to see things your way.



A checklist for an effective letter must answer these questions:

Is your position defensible? If not, what must be done to make it acceptable?
Do you have credibility? Do you come across as a reliable and reputable source of information?

Have you identified the key people? Who are the people most likely to influence decisions?
To what extent are other people affected? What are the impacts of your argument or proposal?

What can the opposition do? Have they answered the same basic questions you are asking? What is their strategy and plan?
YOU WANT TO DEVELOP CLEAR "CASES FOR SUPPORT" WHICH PERSUADE KEY DECISION-MAKERS THAT YOUR VIEWPOINTS DESERVE SERIOUS CONSIDERATION!

 

[C-pher]

http://usgovinfo.about.com/c/ht/00/07/How_Write_Letters_Elected0962932964.htm

Letters from constituents are very important to elected officials, but they get thousands of them every day. Here are some tips to help your letters get attention -- and action.

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Here's How:
Always be courteous and respectful, but avoid being 'gushy' or overly flattering.

Clearly and simply state the purpose of your letter. If it's about a certain bill, identify it correctly. [See Related Features for more details.]

Identify yourself. Anonymous letters go nowhere. Even in email, include your correct name, address, phone number and email address. If you don't include at least your name and address, you will not get a response.
State any professional credentials or personal experience you may have, especially those pertaining to the subject of your letter.

Keep your letter short -- one page letters are best.

Provide specific rather than general information about how the topic affects you and others.

Be sure to address your letter correctly. [See Related Features for more details.]

Use specific examples or evidence to support your position.

Clearly state what it is you want done or recommend a course of action.

Thank the official for taking the time to read your letter.

NEVER use vulgarity, profanity or threats. Simply stated, don't let your passion get in the way of making your point.

NEVER demand a response.


Tips:

When writing members of the U.S. Congress, it is usually best to write only to the Representatives and Senators from your district or state. Mass-mailings to all Members of Congress rarely have much impact.

Each letter should address a single topic or issue.

 

[C-pher]

http://usgovinfo.about.com/library/weekly/aa020199.htm

So, you're going to write your Congressman? Good idea. Make it a good letter.

People who think members of Congress pay little or no attention to constituent mail, are plain wrong. Concise, well thought out personal letters are one of the most effective ways Americans have of influencing law-makers. But, members of Congress get hundreds of letters and emails every day. Whether you choose to use the Postal Service or email, here are some tips that will help your letter have impact.

Think Locally
It's usually best to send letters to the Representative from your local Congressional District or the Senators from your state. Your vote helps elect them -- or not -- and that fact alone carries a lot of weight. It also helps personalize your letter. Sending the same "cookie-cutter" message to every member of Congress may grab attention but rarely much consideration.

Keep It Simple
Your letter should address a single topic or issue. Typed, one-page letters are best. Many PACs (Political Action Committees) recommend a three-paragraph letter structured like this:


Say why you are writing and who you are. List your "credentials." (If you want a response, you must include your name and address, even when using email.)

Provide more detail. Be factual not emotional. Provide specific rather than general information about how the topic affects you and others. If a certain bill is involved, cite the correct title or number whenever possible.
Close by requesting the action you want taken: a vote for or against a bill, or change in general policy.

The best letters are courteous, to the point, and include specific supporting examples.

Addressing Members of Congress

To Your Senator:

The Honorable (full name)
(Room #) (Name) Senate Office Building
United States Senate
Washington, DC 20510

Dear Senator:

To Your Representative:

The Honorable (full name)
(Room #) (Name) House Office Building
United States House of Representatives
Washington, DC 20515

Dear Representative:

When writing to the Chairperson of a Committee or the Speaker of the House, address them as:

Dear Mr. Chairman
Dear Madam Chairwoman

Dear Mr. Speaker
Dear Madam Speaker

The above addresses should be used in email messages, as well as those sent through the Postal Service.

Finding Their Addresses
Senate and House of Representatives
Contacting the Congress is one of the Internet's most complete sources of contact information for the current Congress.

Email Addresses & Web Sites for Congress is a massive project of the University of Michigan Library Documents Center. It's just a text page, but the information is priceless.

U.S. Supreme Court
Contact Information - US Supreme Court. The Justices do not have email addresses, but they do read letters from citizens.

Many members of Congress maintain one or more offices in their home states where they can also be contacted. These addresses are typically listed on the members' web sites.

To Conclude
Here are some key things you should always and never do in writing to your elected representatives.

Always

Be courteous and respectful without "gushing."
Clearly and simply state the purpose of your letter. If it's about a certain bill, identify it correctly. If you need help in finding the number of a bill, use the Thomas Legislative Information System.
Say who you are. Anonymous letters go nowhere. Even in email, include your correct name, address, phone number and email address. If you don't include at least your name and address, you will not get a response.
State any professional credentials or personal experience you may have, especially those pertaining to the subject of your letter.
Keep your letter short -- one page is best.
Use specific examples or evidence to support your position.
State what it is you want done or recommend a course of action.
Thank the member for taking the time to read your letter.
Never

Use vulgarity, profanity, or threats. The first two are just plain rude and the third one can get you a visit from the Secret Service. Simply stated, don't let your passion get in the way of making your point,
Fail to include your name and address, even in email letters.
Demand a response.

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Identifying Legislation

Cite these legislation identifiers when writing to members of Congress:

House Bills: "H.R._____"
House Resolutions: "H.RES._____"
House Joint Resolutions: "H.J.RES._____"
Senate Bills: "S._____"
Senate Resolutions: "S.RES._____"
Senate Joint Resolutions: "S.J.RES._____"

 

[KMaurer]

Most of us tend to be techno-junkies, using EMail over other forms of communication. Unfortunately, the simplicity of EMail also means that it carries a lot less weight than other more personal media. If you can take the time to write neatly and legibly, that carries more weight than any other form short of a personal visit. Typed/printed letters carry less weight, particularly if they look like a form letter. The more individual and personal content, the more seriously it's going to be taken.

Ken

 

[Lynne]

Ken is correct. They weigh the medium of contact by the amount of effort it took to contact them. I forget what they breakdown of numbers are, but they look at a hand written letter as if 1 person writes it, then something like 50 pther people feel that way. If it's a typed letter, then 25 people feel that way. If it's an email, then 5 or 10 people feel that way. I forget where phone calls fit in.

They DO pay attention to modes of cummincation that take YOU time.