Advocacy Tools

Guidelines for Writing Letters to Decision-Makers

Personalized letters or emails are one of the best ways to express your opinions to policy makers.  Legislators care about the opinions of the people and will usually record how many comments they receive per issue.  Your letter is not just another tally mark, but valid argument that may influence the actions of the state representative or senator.  Often, policy makers will make sure that personal letters receive a response.

• Be sure to spell the legislators name correctly and address your legislator properly.  For example:

The Honorable John D. Smith
Massachusetts House of Representatives
State House
Boston, MA 02133

Dear Assemblyman Smith:

  I am writing to voice my concern for.../ Please actively support..../ I am writing to support the...

• State your purpose for writing in the first sentence of the letter.

• Address only one issue and clearly express your concerns and what you would like the senator to do.

• Be brief.  Keep your paragraphs short and try to limit to one page.

• Identify yourself as a constituent; you live and vote in the district.

• Make sure that you thoroughly understand the issue you are writing about. If the issue has been introduced in bill form, try to provide the legislator with the bill number and name as a reference point.

• Be positive, constructive, and respectful.

• Give reasons for your concerns and reasons why the senator should take these actions.  If appropriate, include personal information or stories about why the issue matters to you.  If you have specialized knowledge on the issue, include that as well.

• Restate your purpose for writing in the closing of the letter.  Thank the policy maker for his/her time and considering your views.

• Include your name and address on the envelope and the letter so that the senators office can write you back.

• Remember to proofread!