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Home » OMS Professionals » Government Affairs » Grassroots Involvement » How to Write a Letter to Your Lawmaker

How to Write a Letter to Your Lawmaker

Writing a letter only takes a few minutes, but letter writing is an effective way to convey your message to both state and federal lawmakers. When lawmakers receive enough letters on a particular issue, it does influence their vote!

Unless they hear from you, many legislators may not be aware of how strongly their constituents feel about a particular issue. You words can sway them and help them to understand why an issue is important to those whom they represent.

A letter with the best intentions can become its own worst enemy if it becomes bogged down with irrelevant rhetoric. Your letter, even if it is about a very special problem, must compete for attention with dozens of other letters received daily by the officeholder. It is to your benefit to write your letter in as clear and concise a manner as possible. Make it easy for your reader to learn your views or understand the problem about which you are seeking help.

AAOMS recommends a few important guidelines on the best way to write your letter.

• Use the correct name and address of the official. If you are unsure who your federal representatives are, contact the AAOMS Government Relations Department at 800-822-6637. For state representatives, contact your statehouse switchboard.

• Use your own words and your own stationery/letterhead. A handwritten or neatly typed letter is best, as long as it is legible. Form letters, photocopies, and preprinted postcards — although important — are somewhat less valuable and usually do not receive individual responses.

• Clearly identify yourself. Be sure to include your home address so that the legislator realizes that the letter is from a constituent. Also be sure a return address appears on the letter in case the envelope is discarded.

• Be concise. A one-page letter is more likely to be read than a longer one.

• Identify your subject clearly. If possible, refer to legislation either by its bill number or by its popular name in the first paragraph of your letter.

• Discuss only one issue in your letter. This ensures that your letter will be seen by the right staff member and will be more focused.

• Have an "ask". Ask the lawmaker to do something specific, for example, ask him or her to vote for a particular amendment, request hearings or co-sponsor a bill.

• Cite arguments in support of your position. Explain how this issue affects you, your business, the community, the state, and particularly the economy. Facts and numbers are highly recommended — if possible and appropriate.

• Personalize your message. People tend to remember a good story, and one told from the heart is better than a ream of facts. Let your lawmaker know why the issue matters to your family and your business.

• Mention your involvement in the AAOMS and other local organizations and groups, if it is pertinent to the issue.

• Ask for a reply to your requests and questions. Ask for the legislator's opinion on the bill and how he or she plans to vote.

• When you receive a reply, don't be upset or insulted if the reply to your letter comes from an assistant to the public official you have written. Public officials have staffs so that requests for help and expressions of views can be dealt with effectively and efficiently. Be glad that the official you are writing has the sense to surround himself with a staff who can help him serve you and other constituents.

• Always send thank-you letters to those who voted on your behalf.

• It is best to write your legislator when the bill is in subcommittee or full committee. Providing information during this fact-gathering stage will give your input the greatest impact and may strongly influence a legislator's opinion of the bill.

• Petitions are another way of illustrating the impact a particular issue has on your group; however, individual, hand-written letters carry more weight with legislators

Please do not:

• Complain. If you disagree with a bill, offer constructive solutions or suggestions to address your specific concerns.

• Ask for the impossible or threaten in any way.