One of the key principles of a healthy democracy is that citizens can and should be able to make their elected officials know of any problems or concerns they have.
But in the day and age of sliding into someone’s DMs, leaving comments on Instagram, and nonstop group texts, writing a letter to your Congressperson about a specific issue might not be top of mind.
But in fact, writing personalized letters is still one of the most effective ways to ensure your elected official is aware of what issues matter the most to you.
But not all letters are created equal. To ensure your letter is actually read by your representative’s staff, here are seven tips for you to follow. And as a bonus, we’ve included a template you can use for your next message.
1. Be Clear and Concise
While it may be tempting to fill your letter with heaps of research and citations, the best letters will stick to one page. Lawmakers and their staff get a lot of correspondence. Aim for clarity and brevity.
Stick to one topic: Don’t dilute your message by covering multiple issues in a single letter. A lawmaker is more likely to consider how to tackle one problem, but when confronted with multiple issues, it’s harder for them to prioritize your concerns.
2. Personalize It
Tell your story: Explain how the issue affects you, your family, or your community. Personal stories are memorable and persuasive, and show how the issue is impacting you.
Avoid form letters: Original language stands out and carries more weight. Even if you’re writing as part of a larger campaign effort, take the time to put at least 2-3 sentences into your own words.
3. State Your Ask Early
Include a clear call to action near the top, such as “I urge you to support [Bill Number or Name],” or “Please vote no on [Issue].” This focused approach will be easier for the lawmaker and their staff to clock exactly what you want them to do.
4. Use Correct Titles and Formalities, and Be Respectful
Address them as “Dear Representative [Last Name]” or “Dear Senator [Last Name].” Showing basic courtesy is expected and anything else will likely result in your letter ending up in the recycling bin.
Even if you strongly disagree, keep your tone polite and constructive. Hostile letters are far less effective.
5. Include Your Contact Information
Include your name and address - only constituents are taken seriously and receive a reply. It also legitimizes your message to include your personal information. Either email address or postal address is fine to include.
6. Do Your Homework
Be sure to include relevant facts and research that back up the point you are making. Well-researched letters are likely to be taken more seriously over emotionally driven missives. Keep your points concise, and be sure to fact-check and spell-check everything before sending.
7. Make It Timely
Mail focused on current legislation or upcoming votes will be top of mind for both a lawmaker and their staff. The right timing can increase the impact.
To take more of the guesswork out of the process of writing to your representative, here is a sample format you can use when composing your letter.
Sample Structure
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Date]
The Honorable [Full Name]
[U.S. House of Representatives / U.S. Senate]
[Office Address]
Dear [Representative/Senator] [Last Name],
- Introduction: State who you are and that you’re a constituent.
- Issue: Briefly explain the issue you’re writing about.
- Personal Story: Share why it matters to you personally. (See here for tips on this!)
- Call to Action: Clearly state what you want them to do.
- Closing: Thank them and offer to be a resource.
Sincerely,
[Your Name]
This series is part of Global Citizen’s “Take Action Toolkit” where we share tips and tricks for raising your voice and making it heard on the issues you care about. Check it out here!