Write a letter

Top Ten Tips for Writing to Congress

Writing to Members of Congress is one of the easiest and most effective ways to communicate with policymakers on issues of interest and priority. Such written communication can be sent to the Congressional office by e-mail, fax, or U.S. Postal Service.

When writing to policymakers, be sure to use personal stationery or your personal e-mail account because your employer might not share your views on the topic. For all forms of communication, include your full name, return mailing address, e-mail address, and phone number.

Keep a hard copy of what you send because sometimes faxes, e-mails, or letters are lost and you may need to send a second copy to ensure a response.

Always be polite. When addressing correspondence to any government official, be sure to use the proper forms of address (see the end of this document). Even if you are angry, frustrated, or disappointed, use a polite tone and appropriate language. Do not be threatening, confrontational, or rude.

Be clear as to who you are and why you are writing. In the opening sentence, make your request clear and identify yourself as a registered voter, constituent, and someone who has a tie to nursing and cancer. For example: As a person with a disability who lives, votes, and works in your district, I am writing to request your support for increased funding for

Be concise and informed. To the degree possible, try to keep your letter to a single page. You do not need to be an expert on the issue, but you should be familiar with the basic facts and points.

Personalize your message. Remember, you are an expert in what it is like to have a disability and, as such, you have many experiences to share. Tell your own story and explain the relevance to the issue at hand. Although form letters and postcards are counted, they often do not elicit a response from a Congressional office. Personal stories and illustrations of local impact are remembered more easily by policymakers and their staff than statistics and generic examples. Moreover, personal stories often are what spur policymakers to action, not statistics. The reality is that our policymakers often legislate by anecdote. Your own words are best and can influence the legislator's response or vote.

Be honest and accurate. Be sure not to exaggerate the situation or issue you are discussing; do not oversell the policy solution you are advocating or overstate the consequences if the policymaker does not do what you request.

Be modest in your request. Although you may wish to address multiple issues, do not include everything and the kitchen sink in your communication. It is best to focus on only one or two issues that are of top priority to you.

Be of assistance and serve as a resource. Policymakers and their staffers are overworked and overwhelmed, so offer your assistance to them; they will appreciate your input and help.

Express appreciation. Too many times we just  spank  and forget to thank.  If in response to earlier correspondence you receive a letter informing you that the Member shares your views or took the action you requested, write back expressing your thanks for the response and support. his or her action. At the close of your correspondence, acknowledge and thank the Member for his or her attention to your concerns.

Ask for a response. Because policymakers and their staffers work for you, you have every right to (politely) ask for a response and hold them accountable if your communication goes unanswered. In fact, entire systems, processes, and staff exist in Congressional offices to respond to constituent input. It is important to note, however, that because of the volume of constituent input, it could be weeks or month before you may receive a response. Make clear at the close of your correspondence that you are requesting a written response regarding the policymaker's views on the issue or legislation you addressed.

Be sure to follow up. If you do not receive a response in a timely fashion (in excess of a month for most offices, a bit longer for Senators from large states like California and Texas), follow up with the office by phone or with another letter (fax is best) and attach your original (make sure you keep or print a copy for your records before you send it off). Indicate that you have not received a response and are requesting one.