EFFECTIVE Letter Writing Tips
Letter writing (sent either by mail, fax or e-mail) is the most convenient and common way of communicating with your elected officials. In the U.S. Congress, for example, while Members of Congress can receive hundreds of letters each week, your letter or e-mail will have an impact. Sending a letter by standard U.S. Mail can have a slight time delay due to Anthrax testing.
Members of Congress often read some of their mail personally. In addition, they ask their staff to select the most interesting and revealing letters for their review. Congressional offices on Capitol Hill keep a weekly, and in some cases, daily count of how their mail is running on particular issues.
In order to ensure the greatest impact, try to avoid “form” letters and write the letter in your own words. Also, write the letter on your own letterhead, if at all possible. That will eliminate any doubt about your name and address and will establish that you are, indeed, a constituent.
Tips to Remember:
1. Personalize Your Letter – If possible, use your personal or business (if applicable) stationary or letterhead when ending a written letter. That will establish that you are a constituent and eliminate any doubt about your name and address.
2. Target the Official – Write to the elected official who represents your neighborhood, state, or district. You carry greater clout as you and your family has a vote in his/her re-election.
3. Be Specific – Refer to a specific bill number and title, when possible, or a specific local ordinance, for example. Try to focus on one topic per letter whenever possible. Try to keep your letter to one page, if possible. Your views and requests will get lost in a long, rambling letter.
4. Acknowledge His/Her Position – If you are aware of how your elected official has assisted in the past, acknowledge that in your letter. If his/her position agrees with you – don’t spare the praise! When it conflicts, be courteous, but do not hesitate to state your opinion.
5. Illustrate the Local Impact – Personalize and localize your written correspondence. Mention the impact that the elected official’s action will have on you, your family, your business, or your community.
6. Ask for His/Her support – Re-enforce your position. Let your elected official know that you want your views considered in his/her final decision.
7. Ask for His/Her response – Ask your elected official to state his/her position to the issue in a letter or e-mail reply.
Members of Congress often read some of their mail personally. In addition, they ask their staff to select the most interesting and revealing letters for their review. Congressional offices on Capitol Hill keep a weekly, and in some cases, daily count of how their mail is running on particular issues.
In order to ensure the greatest impact, try to avoid “form” letters and write the letter in your own words. Also, write the letter on your own letterhead, if at all possible. That will eliminate any doubt about your name and address and will establish that you are, indeed, a constituent.
Tips to Remember:
1. Personalize Your Letter – If possible, use your personal or business (if applicable) stationary or letterhead when ending a written letter. That will establish that you are a constituent and eliminate any doubt about your name and address.
2. Target the Official – Write to the elected official who represents your neighborhood, state, or district. You carry greater clout as you and your family has a vote in his/her re-election.
3. Be Specific – Refer to a specific bill number and title, when possible, or a specific local ordinance, for example. Try to focus on one topic per letter whenever possible. Try to keep your letter to one page, if possible. Your views and requests will get lost in a long, rambling letter.
4. Acknowledge His/Her Position – If you are aware of how your elected official has assisted in the past, acknowledge that in your letter. If his/her position agrees with you – don’t spare the praise! When it conflicts, be courteous, but do not hesitate to state your opinion.
5. Illustrate the Local Impact – Personalize and localize your written correspondence. Mention the impact that the elected official’s action will have on you, your family, your business, or your community.
6. Ask for His/Her support – Re-enforce your position. Let your elected official know that you want your views considered in his/her final decision.
7. Ask for His/Her response – Ask your elected official to state his/her position to the issue in a letter or e-mail reply.
EFFECTIVE TELEPHONE TIPS
Telephone calls are very useful for constituent input, particularly when you are dealing with a time-sensitive issue – as is often the case. While you should first ask to speak directly to your elected official, don’t be surprised or put-off if you end up speaking with staff instead. Chances are good that your elected official will be in a meeting, or committee hearing, or voting, and is unavailable. The staff person with whom you may end up speaking will very likely specialize in your particular issue of concern and will pass your opinions on to your elected official.
Phone calls can also be a good way to learn about an elected official’s position on a particular issue. Don’t be afraid to ask where he or she stands and to expect an answer!
Tips to Remember:
1. Time Sensitive Issues – Timing is critical. You should call your elected official as soon as possible after you receive an e-mail Alert from ACT! for America that asks you to make the phone call.
2. Ask to Speak with the Elected Official – Chances are good that the elected official will be in a meeting or committee hearing, or voting and unavailable. Do not be surprised if you are asked to speak to a staff person. If this happens, ask to please speak to the staff person assigned to the issue of concern.
3. Be Specific – Provide the bill number, or reference the legislative issue you are there to discuss.
4. State your Position – Let the staff person or elected official know your views on the issue/legislation, how it affects you personally, and the impact it has on your community. Remember…PERSONALIZE and LOCALIZE the issue whenever you can.
5. Learn the Official’s Position – Ask the staff person for their support on the issue. Don’t be shy about asking where your elected official stands on the issue. The response from staff can be given verbally during your discussion or you may request a response in writing from your elected official.
Phone calls can also be a good way to learn about an elected official’s position on a particular issue. Don’t be afraid to ask where he or she stands and to expect an answer!
Tips to Remember:
1. Time Sensitive Issues – Timing is critical. You should call your elected official as soon as possible after you receive an e-mail Alert from ACT! for America that asks you to make the phone call.
2. Ask to Speak with the Elected Official – Chances are good that the elected official will be in a meeting or committee hearing, or voting and unavailable. Do not be surprised if you are asked to speak to a staff person. If this happens, ask to please speak to the staff person assigned to the issue of concern.
3. Be Specific – Provide the bill number, or reference the legislative issue you are there to discuss.
4. State your Position – Let the staff person or elected official know your views on the issue/legislation, how it affects you personally, and the impact it has on your community. Remember…PERSONALIZE and LOCALIZE the issue whenever you can.
5. Learn the Official’s Position – Ask the staff person for their support on the issue. Don’t be shy about asking where your elected official stands on the issue. The response from staff can be given verbally during your discussion or you may request a response in writing from your elected official.
EFFECTIVE Face To Face Meetings
Without a doubt, meeting an elected official, or his or her staff face-to-face is the best way to present your views. While it may be difficult to arrange a one-on-one meeting with an elected official, it is ALWAYS worth the effort. If the official is unavailable, you can still meet with staff, either in their local (for example, City Council or County Commissioners) or main (state or Washington, DC) office. Arranging group meetings can improve your chances of meeting with the elected official in person. However, always remember to make arrangements by calling his/her office where the meeting is to take place well in advance. Try to avoid just dropping in. Like you, elected officials and their staff are very busy people and appreciate consideration of an appointment.
Another way to meet with your elected official is to invite him/her to address an audience – perhaps your local Chapter meeting – or cluster several nearby chapters into one big meeting for the event. Elected officials also frequently attend “Town Hall” meetings. Attending a Town Hall will offer you yet another opportunity to speak with the elected official and staff.
Tips to Remember:
1. Schedule an Appointment – Contact your elected official either in your community or his/her main (state, Washington, DC) office. Remember, meetings close to home can be just as meaningful as those in Washington, DC.
2. Come Prepared – Educate yourself with information on one or two specific issues. Refer to the website, or check pertinent e-mails and/or newsletters.
3. Arrive on Time – Elected officials often have unpredictable schedules causing them to run behind, or be called away for a last minute event such as a vote or meeting. Be patient and willing to meet with staff if the elected official is unable to attend.
4. Link the Issue to Interest at Home – Personalize – Elected official want to know how a specific proposal will affect your job, your family, and your community. Be sure to show the local effect of an action or bill.
5. Do Not Be Intimidated – Ask for a specific vote or action. Remember, you are the constituent and the expert on this issue. Take every opportunity to educate your elected official.
6. Stay on Message – Don’t be surprised if your elected official attempts to change the subject and discuss a different matter. Be sure to STAY ON MESSAGE, gently remind your elected official what you came to discuss, and then proceed with your key points.
Another way to meet with your elected official is to invite him/her to address an audience – perhaps your local Chapter meeting – or cluster several nearby chapters into one big meeting for the event. Elected officials also frequently attend “Town Hall” meetings. Attending a Town Hall will offer you yet another opportunity to speak with the elected official and staff.
Tips to Remember:
1. Schedule an Appointment – Contact your elected official either in your community or his/her main (state, Washington, DC) office. Remember, meetings close to home can be just as meaningful as those in Washington, DC.
2. Come Prepared – Educate yourself with information on one or two specific issues. Refer to the website, or check pertinent e-mails and/or newsletters.
3. Arrive on Time – Elected officials often have unpredictable schedules causing them to run behind, or be called away for a last minute event such as a vote or meeting. Be patient and willing to meet with staff if the elected official is unable to attend.
4. Link the Issue to Interest at Home – Personalize – Elected official want to know how a specific proposal will affect your job, your family, and your community. Be sure to show the local effect of an action or bill.
5. Do Not Be Intimidated – Ask for a specific vote or action. Remember, you are the constituent and the expert on this issue. Take every opportunity to educate your elected official.
6. Stay on Message – Don’t be surprised if your elected official attempts to change the subject and discuss a different matter. Be sure to STAY ON MESSAGE, gently remind your elected official what you came to discuss, and then proceed with your key points.
