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HOW DO I...
A GUIDE TO WRITING A LETTER, FAX, OR E-MAIL TO YOUR ELECTED OFFICIAL
Letters and Faxes
E-mails and phone calls are good communication tools, but letters and faxes are the most effective and persuasive method of communicating your views to elected officials. Here are some general guidelines to follow when writing your letter or fax:
- Identify yourself – Be sure to include your name and contact information. Also be sure to indicate whether you are a constituent.
- Be concise – Limit your letter to one page and one issue. Identify the issue you are writing about in the first paragraph and focus on no more than three main points throughout the body of the letter. If you are writing about specific legislation, use the bill number or name. Too much information can distract from your message/position.
- Add weight to your letter – Quote facts or statistics and be sure to site your sources.
- Make it personal – Let your elected official know why the issue is important to you and your community.
- Be polite – Never use harsh language or threats to convey your message. Letters from thoughtful and courteous people have a greater impact than letters from declared adversaries.
- Show appreciation – If elected officials have done something you agree with, make them aware of your support. A simple "Thanks" or "Keep up the good work" provides important encouragement, especially if they are receiving pressure from opposing viewpoints.
- Request a response – Asking for a response helps to hold your elected officials accountable to you. It allows you to understand their position on the issues. If they seem undecided, take advantage of the situation and write them another letter to bring to light new information on the subject.
- Always proofread your letter and make sure that it is easy to read. Type your letter if possible, or write or print neatly.
E-Mails
The same general guidelines for writing a letter to an elected official apply when writing an e-mail to an elected official. However, when writing an e-mail, it is best to convey your message in half a page or less. E-mails are generally not as effective as writing a letter because:
- They are perceived as requiring less effort to write
- Not all elected officials have e-mail addresses and
- Those who do may not always read their e-mail. However, e-mails are still an important method of communicating with your elected officials. E-mail is extremely convenient, allows constituents to respond to the decisions of elected officials promptly, and has the potential to mobilize hundreds of advocates.
 Speak out today about issues you care about. Send an e-mail through a current advocacy campaign to representatives to protect access to reproductive health care and information.
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