Just some links to guides on persuasive letter writing to public officials and a guide that sums it up well.
https://www.aclu.org/other/tips-writing-your-elected-officials
https://ctb.ku.edu/en/table-of-contents/advocacy/direct-action/letters-to-elected-officials/main
https://www.thoughtco.com/write-effective-letters-to-congress-3322301
https://www.aclu.org/other/tips-writing-your-elected-officials
https://ctb.ku.edu/en/table-of-contents/advocacy/direct-action/letters-to-elected-officials/main
https://www.thoughtco.com/write-effective-letters-to-congress-3322301
Keep Your Letter Simple
Your letter will be more effective if you address a single topic or issue rather than a variety of issues you may feel passionate about. Typed, one-page letters are best. Many Political Action Committees (PACs) recommend a three-paragraph letter structured like this:
The best letters are courteous, to the point, and include specific supporting examples.
Proofread Your Letter
Always proofread your letter before mailing it. Read over it at least twice, checking for spelling, punctuation, and grammar errors. Make sure you have not repeated yourself, failed to make your points clearly, or left anything out. An error-free letter adds to your credibility.
Identifying Legislation
Members of Congress have a lot of items on their agendas, so it's best to be as specific as possible regarding your issue. When writing about a particular bill or piece of legislation, include the official number so they know exactly what you're referring to (it also helps your credibility).
If you need help in finding the number of a bill, use the Thomas Legislative Information System. Cite these legislation identifiers:
Addressing Members of Congress
There is also a formal way to address members of Congress. Use these headers to begin your letter, filling in the appropriate name and addresses for your Congressperson. Also, it's best to include the header in an email message.
To Your Senator:
The Honorable (full name)
(room #) (name) Senate Office Building
United States Senate
Washington, DC 20510
Dear Senator (last name):
To Your Representative:
The Honorable (full name)
(room #) (name) House Office Building
United States House of Representatives
Washington, DC 20515
Dear Representative (last name):
Key Things to Remember
Here are some key things you should always and never do when writing to your elected representatives.
What Not to Do
Just because they represent the voters does not mean that members of Congress are subject to abuse or belittlement. As impassioned as you may be about an issue, your letter will be more effective if it's written from a calm, logical perspective. If you're angry about something, write your letter then edit the next day to ensure you're conveying a courteous, professional tone. Also, make sure to avoid these pitfalls.
Do not 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.
Do not fail to include your name and address, even in email letters. Many representatives prioritize comments from their constituents and a letter in the mail may be the only way you receive a response.
Do not demand a response. You may not get one no matter what and demand is simply another rude gesture that does little for your case.
Do not use boilerplate text. Many grassroots organizations will send out a prepared text to people interested in their issue, but try not to simply copy and paste this into your letter. Use it as a guide to help you make the point and write the letter in your own words with your personal perspective. Getting thousands of letters that say the exact same thing can diminish the impact.
Your letter will be more effective if you address a single topic or issue rather than a variety of issues you may feel passionate about. Typed, one-page letters are best. Many Political Action Committees (PACs) recommend a three-paragraph letter structured like this:
- Say why you are writing and who you are. List your "credentials" and state that you are a constituent. It also doesn't hurt to mention if you voted for or donated to them. If you want a response, you must include your name and address, even when using email.
- Provide more detail. Be factual and 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 to be taken. It might be a vote for or against a bill, a change in general policy, or some other action, but be specific.
The best letters are courteous, to the point, and include specific supporting examples.
Proofread Your Letter
Always proofread your letter before mailing it. Read over it at least twice, checking for spelling, punctuation, and grammar errors. Make sure you have not repeated yourself, failed to make your points clearly, or left anything out. An error-free letter adds to your credibility.
Identifying Legislation
Members of Congress have a lot of items on their agendas, so it's best to be as specific as possible regarding your issue. When writing about a particular bill or piece of legislation, include the official number so they know exactly what you're referring to (it also helps your credibility).
If you need help in finding the number of a bill, use the Thomas Legislative Information System. Cite these legislation identifiers:
- 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._____"
Addressing Members of Congress
There is also a formal way to address members of Congress. Use these headers to begin your letter, filling in the appropriate name and addresses for your Congressperson. Also, it's best to include the header in an email message.
To Your Senator:
The Honorable (full name)
(room #) (name) Senate Office Building
United States Senate
Washington, DC 20510
Dear Senator (last name):
To Your Representative:
The Honorable (full name)
(room #) (name) House Office Building
United States House of Representatives
Washington, DC 20515
Dear Representative (last name):
Key Things to Remember
Here are some key things you should always and never do when writing to your elected representatives.
- 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.
- 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 to be done or recommend a course of action.
- Thank the member for taking the time to read your letter.
What Not to Do
Just because they represent the voters does not mean that members of Congress are subject to abuse or belittlement. As impassioned as you may be about an issue, your letter will be more effective if it's written from a calm, logical perspective. If you're angry about something, write your letter then edit the next day to ensure you're conveying a courteous, professional tone. Also, make sure to avoid these pitfalls.
Do not 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.
Do not fail to include your name and address, even in email letters. Many representatives prioritize comments from their constituents and a letter in the mail may be the only way you receive a response.
Do not demand a response. You may not get one no matter what and demand is simply another rude gesture that does little for your case.
Do not use boilerplate text. Many grassroots organizations will send out a prepared text to people interested in their issue, but try not to simply copy and paste this into your letter. Use it as a guide to help you make the point and write the letter in your own words with your personal perspective. Getting thousands of letters that say the exact same thing can diminish the impact.