Effective letter writing

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A Guide to Effective Letter-Writing

Ever read a news story or editorial and disagreed with the point of view it advocates? Or heard your Congressman or Senator on the news and felt he or she was misinformed?

When this frustrating situation occurs, there is something you can do: write a letter. Letters printed in newspapers educate thousands, sometimes millions of readers and policymakers from The White House to the House of Representatives. Policymakers do pay attention to the letters they receive.

Some letters, of course, are more effective than others. The allowing are some tips for writing effective letters:


Letters to the Editor

· Be succinct: Develop one or two points to make in your letter. Limit yourself to those points, and make them well.

· Be brief: Short letters are much more likely to be printed than long letters. Keep your letters less than 300 words in length. Much shorter letters - such as three or four sentences - are fine if you are able to make your point quickly.

· Be timely: Write about issues that are in the news. A letter about aid to freedom fighters, for example, is much more likely to be printed during a time when Congress is debating aid than it is a week after a Congressional vote.

· Sign your letter: Sign your name to your letters and include your address. Most editors will want to verify the authenticity of your identity. So include telephone numbers where you can be reached: Preferably, both day and evening numbers. Sign your name with your professional title only if your position is related to the subject matter at hand.

· Type or print: If the editor can't read your letter, he can't print it. Type your letter, or, if that is impossible, print neatly.


Letters to Policymakers

· Communicate: Make a specific request of a policymaker when, you write. You may want a decision changed, be clear about what you want.

· Personalize: Although mass-produced postcards and letters effectively communicate views -with policymakers - because they tell policymakers that a large- number of people hold a certain viewpoint – individually written postcards and letters are more effective. A policymaker knows the letter-writer cares a great deal about an issue if he or she has taken the time to write a personal letter. Therefore, although conservatives are encouraged to participate in all postcard and letter-writing campaigns with which they agree, personally written letters and postcards are the most effective of all.

· Be courteous: Rude comments in your letter will make it less effective. You can be firm while being courteous.

· Follow-up: If you receive a vague response from a policymaker, write again and request more specific information. If a policymaker does something you approve of, send a thank-you letter. Thank-you letters are rare, therefore, much appreciated.

· Be timely: If you wish to influence a policymaker's opinion on a specific issue, write early and often. Your letters will be most effective if you communicate your views before the policymaker has developed an opinion.

· Utilize letters-to-the-editor: If you get a letter-to-the-editor printed, send a copy of the printed letter to policymakers. This will show the policymaker that you are more than casually interested in the issue, and that you are working actively to educate your fellow citizens about it.

· Sign your letter: Include your name, address, and telephone number with your letters, so a policymaker can respond to your concerns.

· Type or print: Make sure a policymaker can read your letter by typing it. If that is impossible, printing neatly.


Telephone Calls

Telephone calls to policymakers can be more effective, faster, and cheaper than letters and postcards. All Senators and Congressmen have offices in their home states/districts. Chances are one of their district offices is within the local dialing distance of your home. When you are concerned about an issue of public policy, pick up the phone and call these district offices. Staff members there do relay messages to Washington. Many staff members report that ten telephone calls on an issue have a greater impact than ten letters.


The Honorable _____________
U.S. House of Representatives
Washington, DC 20515

The White House ____________
1600 Pennsylvania Avenue NW
Washington, DC 20500

The Honorable ____________
United States Senate
Washington, DC 20510

The Secretary of State ________
2201 C Street NW, 7th floor
Washington, DC 20520


____________________________________________________

A Publication for The National Center for Public Policy Research
300 Eye Street NE, Suite Washington, DC 20002
[phone] - Fax (202) 54-)-4779

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From Project Relief’s Grassroots Task Force
David Ridenour, Task Force Chairman

How to Make Your Letters to Capitol Hill Count

Letter to policy makers - whether they are to Members of Congress or local elected officials - can be an effective means of influencing public policy. Some letters, of course, are more effective than others. To follow are some tips on making your letters and telephone calls more effective:

Have a Specific Message: Make sure to have a specific action request before you write. If you want a decision changed (a vote cast a particular way or to communicate specific facts), you must be clear and concise. For legislative action, be sure to include the name and bill number of the legislation you are advocating (i.e. The Regulatory Transition Act, IFLR. 450).

Be Brief: Your letters are more likely to be read if they are brief and to the point. Include one or two arguments for your position -- presumably, those arguments in which your opinion would be given particular weight by virtual of your position or those that are simply powerful on their own merits.

Target Your Letters: Elected officials - particularly federal office holders - seldom read their own mail. This duty normally falls to a staff6r -- often one with little influence over policy decisions. To increase the chances that your letters will have impact, make sure to direct them to staff members who have some responsibility for issue(s) in question. For letters to Congress, these individuals will most often be Legislative Assistants or Legislative Directors. You may also wish to consider sending letters to your Congressman's or Senators' district offices rather dm their Washington, D.C. offices. Washington offices are inundated with mail, while district offices are not. As a result, a dozen letters in support of a particular position can be perceived as a ground swell of public support, while hundreds of letters to a Washington office would scarcely be noticed.

Personalize Your Letter: Although mass-produced postcards and letters can demonstrate to policy makers that a large group of people hold the same point-of-view, individually written postcards and letters are much more effective. A policy maker knows the letter-writer is genuinely concerned about an issue when he or she has taken the time to write a personal letter.

Use What You Know About the Official: Before writing to a Congressman or Senator, take the time to learn what motivates them. For example, if he or she is motivated his/her desire for re-election, demonstrate in your letter how your position would enhance his/her re-election chances. If he or she has a background as a farmer or rancher, show how your position would strengthen family farms.

Be Timely: If you wish to influence a policy maker's opinion on a specific issue, write early. Your letters will be most effective if sent before the official has developed an opinion.

Be Courteous: Rude comments in your letter will make it less effective. One can be firm while being courteous.

Follow-up: If you receive a vague response from an elected official, write again and request more specific information. And, should the policy maker do ask you ask, make sure to send a thank you. 'Ibank you letters are rare and thus most appreciated.

Utilize Letters-to-the-Editor and Op/Eds: If you get a letter-to-the-editor or an opinion editorial published, send a copy of it with your letters to elected officials. This will show policy makers that you are more than casually interested in the issue and that you have credibility.

Sign Your Letters: Include your name, address, and telephone number in your letter, so policy makers can respond.

Type or Print: Make sure your letters are legible by typing (or word processing) them. If that is no possible, they should be printed neatly.

Published by The National Center for Public Policy Research
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