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How to Write or Email Your Legislator

Writing to your legislator is an effective way of making your concerns about an issue heard. When a legislator receives a letter or e-mail from one person, it indicates that there are likely many others with the same concerns who haven't taken the time to write. It also leaves a paper trail, physical evidence that the public has taken notice of an issue.

Addressing the Letter

Always include your name, address, phone number, and your e-mail address, if applicable. If you can, use personal or business letterhead (depending on the capacity in which you are advocating). Use the proper form of address:

Senators and Representatives:

To The Honorable [FirstName LastName]
Dear Senator/Representative [LastName]

The Governor:

His/Her Excellency [FirstName LastName]
Dear Governor [LastName]

Members of the House/Senate leadership:

Dear Mr./Ms. Title [e.g., "Dear Mr. Speaker"]

If you know the legislator you are writing to personally, it is acceptable to use the legislator's first name.

Writing the Letter

The body of your letter should answer several important questions: Who are you? A constituent, businessperson, member of a particular organization? As when phoning your legislators, it is important to indicate why a politician should pay attention to you. What do you want? Include the title of the bill, bill number, or line item when relevant, and state where this matter is in the legislative process. Be specific about the action you want your legislator to take, whether it's moving a bill out of committee or voting in favor of a bill. Why is it important that your legislator take this action? State where you stand on the issue, and feel free to give personal examples of how the actions of your legislator will affect you and your community. Include compelling statistics if possible. Close your letter by offering to provide additional information, if necessary. Don't forget to say "Thank you" for the legislator's time, and to repeat your contact information at the end of the letter. Type your name, and also handwrite your signature. Your letter is ready to mail!

E-mailing Your Legislator

Many legislators have electronic forms you can fill out on their websites to facilitate communicating with them and to make it easier for you to weigh in on an issue.

How To Contact Your Legislator By Phone

Telephoning you legislator can add a sense of urgency to the issue you are concerned about. On the state level, contact both your state representative and your state senator about specific issues. Chances are, you will end up speaking with an aide. That's okay. Treat the aide just as you would the legislator. Be sure to get that person's name for follow-up calls. Your conversation should be brief, but you should still be sure to introduce yourself and any organization you may represent or belong to, before explaining what issue you are calling about. Make a point of saying you will follow up with another phone call at a later date. Ask your family, friends, and everyone you can to make the same call to their senators and representatives

Tips For Meeting With Your Legislator

Meeting with your legislators helps to put a personal face on the cause you represent, whether you are working for a particular issue, an organization, or a network. When you take the time to personally visit your legislators, it shows them how much you really care about a particular issue. Developing a personal relationship with your legislators can be a very effective method of making your concerns known.

How to Prepare

Make an appointment to meet in your legislator's office, either at the State House or in the district office. You won't always be able to meet directly with the legislator, and may be seen by an aide instead. That's okay. Treat the aide just as you would the legislator. Aides often have more time to focus on your specific issue and have a certain degree of influence over how your cause is presented to the legislator.

Develop a fact sheet that can serve as a reference for your legislator later on. You may want to bring one fact sheet about your organization and another with the details of the particular issue you are concerned about. Be sure to include the line item number, bill title, and any other important facts or figures.

At the Meeting

Start by thanking your legislator for taking the time to meet with you in person. If your legislator has been supportive of your issue in the past, express your gratitude for that as well. Even if you've met before, be sure to introduce yourself, and give a little bit of background about the organization and/or the cause you represent.

When it comes time to present your case, be very specific about what you're asking of the legislator—whether you want a vote for or against a bill, an increase in funding on a specific line item, etc. Try to give concrete examples of how the legislator's action on this matter will affect you, your organization, and the people of the district. Ask how your legislator perceives the issue. Are there any questions you can answer? Don't get nervous about being put on the spot. If you don't know the answer to a question, it's perfectly acceptable to say that you're not sure and will get back with an answer at a later time. Be sure to follow up! If your legislator is supportive of your cause, you might want to ask how you can be helpful both within and outside the State House. Thank the legislator again for his time and support, shake hands, and be on your way.

Additional Tips

Regardless of your legislator's position on your issue, don't issue an ultimatum or force a commitment. Expressing your passion for and commitment to your cause is fine, but getting angry with a legislator only leaves a bad impression, and will do your cause no good. Leave your contact information in case any questions come up in the future. Remember, legislators are busy, and will appreciate a lobbyist who respects the value of their time.