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Effective Written Communication

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.