Resources

Tips on Writing to Your Legislator

• Writing legislators and public officials is one of the most effective means for a local congregation member to participate in the government decision-making process. Letters are one of the primary means for legislators to learn how their constituents feel about an issue. Often, a carefully composed letter can change a legislator’s mind. Although writing a letter of advocacy is not difficult, many congregation members have never written one. Moving congregants to action can be an effective tool in your advocacy training. Here are a few points to remember when writing to local, state, or federal officials.

  • Timing can be crucial. The earlier a letter is sent, the better your chances of influencing your legislator’s position on an issue. A follow-up letter just before a key vote also may be helpful.

  • Write on your personal stationery if you are expressing your own view. Use business letterhead only if you are presenting a company position.
  
  • A handwritten letter is acceptable and often welcomed, provided it is legible. Stories are often effective. Your purpose in writing should be stated in the first paragraph. If your letter pertains to a specific piece of legislation, identify it accordingly (House bill: HB__, Senate bill: SB__).

  • Guidelines for Addressing the letter correctly. A legislator is referred to as
  “The Honorable” (The Honorable John Doe) on the envelope and inside address.

  The Honorable (full name)
  Colorado State Capitol
  200 East Colfax Avenue
  Denver, CO 80203

  Salutation: Dear Senator (last name):
  Dear Representative (last name): or,
  Dear Governor Ritter:

  • Be sure your name and address are on both the letter and the envelope.
  
  • Limit your letter to one subject, and if possible limit the letter to one page (or two at the most).
  
  • Refer to a specific issue or request. Include a bill number (for example, House Bill 90 or Senate Bill 53) when writing about a specific piece of legislation.

  • Be courteous, get to the point, and use examples to support your position.

  • Be factual and relate your viewpoint to local conditions, the need, the impact, and costs.

  • Be polite and reasonable. A positive-sounding letter is an effective tool even when you are asking your legislator to oppose a piece of legislation.

  • Write thank-you letters when legislators have voted in accordance with your wishes.  When they vote to the contrary, you may want to voice your displeasure do so tactfully.

  • Your opinion is important. Legislators cannot be the voice of the people unless they know what their constituents are thinking. Use your voice to make sure that legislators have the information they need when making important decisions.

  some optional enhancements

  • Enclose an article that relates to the policy or legislation in question.

  • If you have any personal association with the policy maker, say so. Nothing is more effective in getting an elected official’s attention.

  • Write or call a second time. Follow-up letters have a much stronger impact than an initial communication. Thank a legislator for taking a stand you agree with, or ask a question about unsatisfactory answers. A letter of thanks to an aide can also help your cause.

  • Handwritten letters are now the only way that the recipient knows that the letter comes from a real person. If you prefer to type a letter, make sure to sign it and then add a handwritten P.S.

• Source: Adapted from Equipping Advocates to Empower Others (Pittsburgh, Pa.: Division for Church in Society of the Evangelical Lutheran Church in America, 2001).