A Step-by-Step Guide to Writing a Letter to Your Representative
Make Your Voice Heard
Have you ever wanted to contact your U.S. Representative but didn't know how to get started or what to say? We understand. Writing a letter to your reps might seem daunting, but it's an effective way to communicate with your elected officials--who work for you.
In this step-by-step guide, we'll break down the process so you can confidently reach out to your reps and make your voice heard.
Step 1: Find Your Reps
Are you contacting a state rep, federal rep, local rep, senator or representative?
U.S. Senators
U.S. Representatives
- Visit house.gov and enter your ZIP code to find your member of Congress.
State Reps
Step 2: Research Your Reps
- Familiarize yourself with your reps' voting records and bills they've sponsored. This information will help you tailor your letter to their specific interests and values.
- For federal lawmakers, find your reps on Congress.gov, and you'll see all their activity in the House or Senate.
- Want a quick summary of what your reps stand for? Check their social media posts. These often include press releases about legislation they've introduced or sponsored.
Step 3: Choose One Topic & Identify Your Purpose
- Decide on a specific issue or policy you would like to address in your letter--focusing on a single issue will make your letter more impactful.
- Be clear about your purpose: is it to support or oppose a particular bill or policy? Request their support or opposition to an issue? Suggest changes to current legislation?
Step 4: Draft Your Letter
Begin your letter by including your name, address, and date at the top left corner of the page. This will help your representative verify your status as a constituent and respond to your letter.
Next, follow this basic structure for your letter:
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Salutation: Address your representative by their title and last name, e.g., "Dear Representative Smith."
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Introduction: Make it clear how the issue affects you or your community. Start by briefly introducing yourself as a constituent and mentioning the purpose of your letter.
- Personalize: Don’t hesitate to share a little about yourself or why you are passionate about the issue you’re addressing in your letter. Adding a personal touch can humanize the subject and the writer, and make your message resonate emotionally.
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Body: In the main part of your letter, elaborate on your chosen issue. Be factual, concise, and persuasive. Present clear arguments backed by evidence, and avoid jargon or overly technical terms. If relevant, refer to specific legislation or bills by name and number.
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Call to action: Clearly state what you would like your representative to do– whether to vote for or against a specific bill, support a policy, or take other action.
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Conclusion: End your letter by reiterating the action you'd like your representative to take. If you want a response, ask for one, and provide contact information for the representative's office to reach you. Thank them for taking the time to read your letter.
Step 5: Edit & Proofread
- Take the time to review your letter, checking for clarity, grammar, and punctuation.
- Ensure that your arguments are logical and that your letter is concise and easy to read. A well-written letter will make a stronger impression.
- Again, make sure it's clear how you want the representative to respond to your letter.
Step 6: Mail or Email Your Letter (Or Call)
- Depending on the representative's preferred contact method, you can send your letter through physical mail, email, or fax.
- Emails can often be the fastest and most responsive route.
- Physical letters convey more sincerity and have a greater chance of being physically read by the representative or their staff. Remember that physical letters may take longer to reach their destination due to security screenings.
- If you opt to make a phone call, a member of your representative's staff will answer the call and log your message into their system.
Step 7: Follow Up
- If you do not receive a response within a few weeks, consider following up via social media, a phone call, or an email. This will demonstrate your persistence and interest in the issue.
- Remember - your voice matters, and your representative has a responsibility to listen to it.