Email or Letter?
Handwritten letters always receive more attention than preprinted materials. So if you are writing about a general inquiry or topic, taking the extra time to send a physical letter may be worth it.
That said, consider the urgency of the matter. If you are writing concerning a pending vote, email is your best option as security screenings may delay receipt of a physical letter by up to three weeks.
What happens to emails and letters once they arrive? A legislative correspondent reads the messages and verifies if the sender is a constituent. Messages are then routed or tallied:
- Important or compelling correspondence is given to a legislative assistant.
- Unique and moving messages are shared with the member of Congress.
- A summary of emails and letters received is given at an issue briefing before a vote.
9 Essential Tips for Writing Your Congressperson
Write letters only about the issues of greatest importance to you. That way you don’t dilute your influence or your message. Each letter should be:
Direct
State your subject clearly in the email subject line or first sentence of the letter. Stick to just one issue in the letter.
Informative
Identify yourself as a constituent. State your views, support them with your expert knowledge and, when appropriate, cite the bill number of relevant legislation (e.g., H.R. 1234 or S.3456).
Inquiring
Ask for the policymaker’s point of view and how he or she plans to vote on relevant legislation. Expect an answer to a letter, though it may be a form response. Replies to email vary by office; not all reply.
Factual & Courteous
Rely on the facts, but personalize the issue. Explain how the issue affects your life. Avoid personal attacks, threats of political influence or demands.
Constructive
Be positive about your issue and offer recommendations about how you want the member to address concerns.
Specific
Always explain the hometown relevance of the issue. Use "I" statements and cite specific times and examples.
Helpful
Offer to provide additional information if needed, and provide your contact information.
Appreciative
Remember to thank members for their attention. Follow the issue and thank them later if they vote your way.
Concise
Keep your letter to one page, or your email to 500 words or less.
Sample Letters
View a sample email (PDF, 239KB) to a legislator.
View two sample letters (PDF, 246KB) o a legislator.
Take the Next Step
Find out who to contact and stay informed.
