Protocols for Writing to Elected Officials

Note:  These protocols apply both to letters and emails.  If you do send an email, make sure that your address is included. 

• Use your home address.
• Make sure your address is on the letter, not just the envelope.  (Envelopes are sometimes thrown away.)
• Do not use your school or college email account or letterhead to contact legislators.
• Send typewritten (not hand-written) letters. Use your spell checker and edit carefully.
• State who you are and why you are writing.
• Be concise.  Legislators have a full plate of issues and will appreciate a brief, clear synopsis.  Use bullet points. 
• Discuss only one bill or issue in the letter.
• If you are writing about a specific bill, refer to that bill number whenever possible.
• Be factual and respectful. Legislators do not appreciate harangues or diatribes.
• State your reasons for your viewpoint.  A few well researched arguments are better than a long laundry list of general reasons for your views.
• Relate it to home.  Help the legislator understand why your position is important to his or her constituents. Include specific facts about how a bill will impact educators, students or schools in their district. Include a story to illustrate a bill's impact.
•  Offer to act as a resource for further information.
•  Request a reply stating the legislator's views on the topic.
•  Address the letter to "The Honorable _____________"
• For the salutation use "Dear Senator ____________" or "Dear Representative ______________"
•  Be sure to include a thank you statement.
• And note that legislators rarely receive thank you notes.  If you send one to a legislator who is supportive of your issues, it will be remembered!