46. Forty-Six

Writing Effective Letters to Elected Officials: A Guide for Action

Ideas and Suggestions for Letters to Elected Officials
that will Make a Positive Impact and Difference!

Robert J. Vickers and Bob Winford
Artful Askers
P.O. Box 1225
Warrensburg, Missouri 64093
www.artfulaskers.com

© Copyright 2006 and 2007 by Robert James Vickers and Bob Winford
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any way by any means, electronic, mechanical, photocopy, recording, or otherwise, without the prior written permission of the author, except as provided by United States copyright law. The exception is when the material is used consistent with its design for local and cut-and-paste use (without any charge) in which case liberal copying is permitted and encouraged. Please contact the author at P.O. Box 1225 Warrensburg, Missouri 64093.

Outline of Contents
I. Overview and Simple Directions
II. How to Write Effective Letters
III. Where to Find Names, Addresses, and Other Information: Doing the Due Diligence
IV. Worksheet to Record Your Contact Targets
V. What about Using E-mail?
VI. Sample Positive and Positive-Negative Letters
VII. Sample Negative and Positive-Negative Letters

I. Overview and Simple Directions
Writing a letter to an elected official is THE most effective way of communicating with them.
–When you agree with their position.
–When you disagree with their position.
–When you want to let them know what you need and what they can do to help you.

II. When writing a letter, there are several suggestions that will improve the effectiveness of its’ receipt.
1. Be as positive as possible and your letter will be better received.
2. Address the person appropriately and with respect and honor (for the office, if nothing else).
3. Make it thoughtful.
4. State your purpose in a clear, convincing, compelling, and concise way.
5. Identify the issue as clear as possible–the more clearly you identify it, the more it shows you have done your due diligence and homework.
6. Be specific and direct as to your position and in asking them for a particular action.
7. Make certain that it looks and sounds professional and is well-written. If it has mistakes, it will not be taken as seriously.
8. Most elected officials respond promptly with their constituents–trying to make the best impression they can–if you are one of their constituents–identify that quickly and up-front in the letter.

3. Address the envelope properly and appropriately–this demonstrates to the receiver you know what you’re doing.
–Handwritten is always best.
–Write legibly.
–Mail it with Priority Mail or First-Class postage.

4. Address the letter properly and appropriately. ALWAYS sign the letter in blue ink and hand address the envelope in blue ink!

5. Be certain to make the purpose for your writing the letter to be stated clearly as soon as possible in the letter. If your letter pertains to a certain bill or pending legislation, identify that accordingly (e.g., House Bill #141; H.R. #141; Senate Bill #141; or the Elderly Rights Act of 2005; Charitable Giving Act of 2005; or whatever).
–Be courteous.
–Be to the point.
–Be as positive as possible.
–Include key identification information showing that you have done your homework and due diligence.
–Use direct, accurate, and real examples to support your position.
–Use feeling and emotion–but remember, every person is different and will not necessarily share yours.
–Address only one issue in each letter and, if at all possible, keep the length to one page.
–Make it personal. Don’t just copy someone else’s letter–write your own.

6. The letter structure. . .
Write it on letterhead–if you have some. If not, create computer-generated letterhead. Then, have appropriate addressing.
Paragraph #1 Compliment and Affirm.
Paragraph #2 I am writing this letter to you because. . . (3 to 5 sentences)
Paragraph #3 The result if it goes one way or the other. . .
Paragraph #4 I am asking you specifically to do this:___
Paragraph #5 Express affirmation and support of confidence.
Closing Paragraph–thank them for their commitment to the community and/or being a public servant.
Closing–Respectfully,
3 or 4 blank lines for signature (sign in blue ink)
your name typed
your address
(In bottom white space, write one or two sentences expressing your appreciation for their time.)

III. Do Your Due Diligence to Find Your Contact Targets!

1. Find out who are your contacts. Although President and some national elected officials will be the same, most state-level and local level will be unique specifically to where you live. Find out who are your elected officials and write to them.

2. Spell their names correctly and address all things correctly. What are their addresses?

IV. Use the following as a worksheet to record your elected officials:

Elected Statewide Officials for State of ____________________________:

U.S. Senators (each state has two that represent statewide and are elected for 6 year terms–staggered):

1. __________________________________________________

2. __________________________________________________

Access your U.S. Senators' contact information by Clicking HERE.

U.S. Congressional Representative (each state has varying numbers dependent upon population. Your representative depends upon your county and address. All Representatives must run every 2 years and are elected to represent their district):

Your District # ___. Representative is ________________________________.

Governor: _______________________________________________.

Lieutenant Governor: ______________________________________.

Attorney General: _________________________________________.

Treasurer: ______________________________________________.

State Senator: District # ___. Senator is ___________________________.

State Representative: District # ___. Representative is ___________________.

City and/or County Officials:

Mayor: ________________________________________________.

County Commissioner: ___________________________________________.

City or Ward Council Member: ______________________________________.

VI. Other:

_____________________: _______________________________________.

V. What About Using E-mail?

We suggest that you NOT use e-mail to address problems and concerns as a well-written letter will be received and be “weighted” much greater. However, because we live in the age of technology and e-mail is becoming more popular, if you choose to use an e-mail to write someone, we suggest the following guidelines. . .

1. Take time to write, re-write, edit, and make your e-mail very well thought out following the same suggestions and ideas written in this guide for writing a letter.

2. In the Subject line, write the title or number of the Bill you are wiring concerning OR a 3 to 5 word phrase indicating the concern of your e-mail.

3. Many Members of the House and Senate prefer and utilize, “Webforms” rather than public e-mail addresses. You can find the webforms and many of the e-mail addresses at www.congress.org or in the following pages.

VI. Sample Positive and Positive-Negative Letters Click HERE (coming soon).

VII. Sample Negative and Positive-Negative Letters Click HERE (coming soon).