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Thanks to a question for the opportunity to share about properly addressing a letter to our U.S. Senators or Representatives. It helps us all to polish up on these, so I would like to use this to share some basic legislative letter writing tips. . It is helping me as well as I think I have sent a dozen out in the last couple months and I think it is possible I may have done them all differently.

I am going to share a couple important tips that need passed on to our newer members, like one of the most important ways we use our communications to cultivate our legislative edge, but I will also focus on the proper structure of a formal letter to a legislator.

How To Write a Letter to Your Legislators.

Handwritten letters are fine, as long as they are easily read. People who cannot write legibly should type the letter. Use dark ink on white paper. Avoid pink, purple, red ink.

Use blue or black ink and white paper.

Always start with the date, and note that sometimes the date is critical. For instance, if your letter arrives after your issue is already voted on, it is to late to help make an impact.

Your name and address should appear after the date on your letter, not just on the envelope.

The next thing should be the proper address for whomever you are writing -again- not just on the envelope, but here inside the letter. I will list some examples, these go both on the envelope and then inside your letter.

The Honorable Bill Nelson
United States Senate
716 Hart Senate Office Building
Washington, DC 20510

The Honorable Cliff Stearns
United States House of Representatives
2370 Rayburn House Office Building
Washington, DC 20515

The Honorable Mel Martinez
United States Senate
317 Hart Senate Office Building
Washington, DC 20510

The next thing is the salutation. This is where we use their title. Some examples:

Dear Senator Nelson,
Dear Representative Stearns,
Dear Senator Martinez,
Dear Governor Bush,
Dear President Bush,

Always begin your letter by identifying yourself as their constituent and identifying your issue.

Example, “As a resident of your district, I am writing to tell you about my feelings about S 577 and why I would like you to sign on as a co-sponsor to prevent health insurance discrimination against motorcyclists.”

Always identify legislation you support or oppose by using the bill number if you can. If there is any related legislation, a legislator of staffer might think your letter is about something different than you intended it to be.

Although you should courteous throughout your letter, you do not have to apologize for taking a legislator’s time, they work for and represent you. It is not ever a good idea to say anything like “I hope this letter gets past your secretary”. It irritates staffers and frankly, staffers can be a lot of help to us so it is not a good idea to irritate them. The letter should be courteous throughout as we do not want to alienate anyone, we are simply asking for support and sometimes explaining why we are asking for it, or sharing why we feel the way we do.

You can personalize your letter by emphasizing “you”. Example, “You may not be aware there was previous specific language to prevent health insurance discrimination against motorcyclists.” “You can help address this problem by sponsoring S 577”

Give reasons for your position on the legislation you are writing about. Be reasonable and feel free to personalize the impact the legislation will have on you, your family, business, state, or community. Don’t assume they know how you will be affected by the legislation you are writing about because the fact is that many times they do not even have a clue. This is your letter and your chance - tell them about it.

Always recommend what a legislator should do, tell them what action they should take, ask them to support your legislation, etc. Never demand, order or threaten. Don’t ask them to do the impossible. Your letter should present you as a reasonable and courteous person. It is important that when you are communicating with your legislators in person or in a letter that most legislation is the result of compromise. Often times, there is give and take, push and pull that lead to whatever legislation is finally produced.

It is important not to be threatening. Don’t brag about your political influence or threaten how you or your organization will vote in future elections.

Our GRASSROOTS EDGE.

It is also VERY important to write your legislator when you approve of something they have done. We are poised to capitalize on things like this in a LARGE way. Know that not many people get involved in communicating with their legislators. Our doing so is how we wield power reserved for effective grassroots organizations. The only thing fewer than the number people who take the time to communicate with their legislators is the number of people who take the time to express their appreciation or thanks. It is sad but true. Most people who contact them are mad, and almost all of them want something. Please capitalize on every opportunity to say THANK YOU. These expressions of appreciation will be remembered longer than you know because they can be very rare. Taking the time to make contact with your elected officials when you do not want something or to say thank you is a VERY valuable part of legislative grassroots politicking. It puts you and our organization in a very positive light.

At the end of your letter, be sure to close by clearing asking for the action you wish for and that your legislator share their position on the issue. Example: “I urge you to co-sponsor and vote for s 577 and help prevent health insurance discrimination against motorcyclists. Please let me know where you stand on this issue.”

At the end of your letter, your name should be legibly printed or typed and then sign your name over your printed signature.