Tips to Writing Effective Letters to Elected
Officials
By FastFred Ruddock
It is important that we inform elected officials
where we stand on our issues. Our input on motorcycle issues
and other important issues shapes the way our representative
in the General Assembly and Congress create and implement legislation
and social policy. Emails, postcards, and phone calls are good
communication tools. However letters and faxes are the most
effective and persuasive way of communicating our views to elected
officials. Many legislators believe that a letter represents
not only the position of the writer but also many other constituents
who did not take the time to write.
These tips will help you write a persuasive letter:
- Be respectful: The letter should be
polite, positive and constructive. Never threaten an elected
official politically or otherwise.
- Address letter to your representative:
Address the letter to the Representative or Senator(s) who
represents you in the General Assembly or Congress. Mass
letters to every member of the legislative body are seldom
effective. Do not send a photocopy.
- Keep your letter short: Limit your letter
to one page and one issue.
- Identify yourself: Anonymous letters
go nowhere. Always include you name, address, voter registration
number, and phone number. Even in email, include your correct
name, address, voter registration number, phone number and
email address. If you don't include at least your name and
address, you will not get a response.
- Identify your issue: In the first paragraph
of your letter state what issue you are writing about. If
you are referring to a specific bill, identify it by name
and number (e.g. Criminal Gang Prevention Act: S. 141).
- Focus on your main points: Choose the
three strongest points to support your argument and develop
them clearly. Too much information can distract from your
position. Provide specific rather than general information
about how the topic affects you and others.
- Make your letter personal: Tell your
legislator why the issue matters to you and how it affects
you, your family, and your community. Make a connection
to the legislator. Did you vote for him or her? Did you
contribute to the campaign? Are you familiar with him or
her through any business or personal relationship? If so,
tell your elected official or his staff person. The closer
your legislator feels to you, the more powerful your argument
is likely to be. Thank elected officials when they vote
the way you want. Never use vulgarity, profanity, or threats.
Don't let your passion get in the way of making your point.
- Ask for a reply: Include your name and
address on both your letter and envelope. Ask for a response
but never demand a response.
- You are the expert: Be polite and take
a firm position in your letter. Be confident in your understanding
of the issue and remember that the legislator may know less
than you. No one knows more about motorcycle issues than
bikers. State any professional credentials or personal experience
you may have, especially those pertaining to the subject
of your letter.
- Sign your letter: Type or print your
name below your signature
Forms of Address:
State General Assembly:
The Honorable ...
SC State Senate
Post Office Box 142
Columbia, SC 29202
Salutation: Dear Senator:
The Honorable ...
SC House of Representatives
Post Office Box 11867
Columbia, South Carolina 29211
Salutation: Dear Representative:
US Congress:
The Honorable ...
U.S. Senate
Washington, DC 20510
Salutation: Dear Senator:
The Honorable ...
U.S. House of Representatives
Washington, DC 20515
Salutation: Dear Representative:
How to locate your elected officials:
You can quickly locate all of your elected representatives
at the local, state, and federal levels online at http://www.scstatehouse.net/cgi-bin/zipcodesearch.exe
Those without Internet access may call 803-734-2010
for assistance in locating and contacting their members of the
General Assembly.
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