Letter to public officials

Preparing Your Letter

The following guidelines are offered to help you write an effective letter. Keep in mind that you can write a positive letter that explains why a decision is or would be good (a recommended practice after a favorable decision) or a negative letter that explains your opposition to a pending decision. Use the blank spaces to write what you want to say in your letter.

Decide whom you will write.

Get the name, title, and address of the highest official who has authority and responsibility for a decision.

Will the letter be positive or negative?

A positive letter would explain why a decision is or would be good. A negative letter would explain your opposition to a pending decision.

This letter will be:

1. Open the letter. If you are writing to an elected official, show respect for the position by using the term “Honorable,” the title of the office, and the official's full name.

In any other letter, use the familiar term "Dear," the title Mr., Mrs., Ms., or Dr., and the official's full name.

Examples:

Honorable Mayor Robert A. Hersch

Dear Dr. Frederick Marsh

2. Write something about yourself.

Example: "I am an art lover. However, I have never been able to get my wheelchair into the city Art Museum."

3. Tell why you are writing this letter.

State why you are concerned or pleased that a particular decision is being considered.

Example: "I am writing to let you know how pleased I am that you are considering using revenue-sharing funds to make the museum accessible."

4. Summarize your understanding of the issue (decision) being considered.

State the general impact you expect, if a particular decision is made.

Example: "I believe that this change will make it easier for many people in our community to enjoy art."

5. Tell why you think the decision should occur.

Describe in detail why you think the decision made will lead to the impact you foresee.

Example: “The proposed installation of wheelchair ramps for the front entrance of the museum will make it possible for me to get into the building to enjoy the exhibits and plays.”

6. Tell what any changes mean to you personally. Tell the official who and how many other people will be affected in the same way.

Example: “The latest census statistics indicate there are over 1,200 people in our community with mobility impairments. All of these individuals are similarly affected."

8. Acknowledge past support. Tell official about appropriate actions and decisions she or he has made in the past.

Example: "You have always been sensitive to the needs of all community residents."

9. Describe what action you hope the official will take. State specifically what action you hope the official will take--what you would do in his or her place.

Example: "I urge you to vote in favor of using revenue-sharing funds to improve accessibility.

10. If you have written a letter that opposes some action, offer an alternative. Tell official what decision or action you believe would be best.

Example: "The zoning in our neighborhood should remain as it is. Those wishing to build apartments rather than new homes have many alternatives more appropriate than this from which to choose."

11. If you have time and you are committed, ask how you can help. Tell the official that you would be willing to volunteer your help.

Example: "If there is any way I might be of assistance, please don't hesitate to call on me."

12. Close your letter. Thank the official.

Example: "Thank you for your thoughtful consideration of this important matter."

13. Sign the letter.

Sign your full name