Writing to Policymakers

Never underestimate the power of written constituent contact! Writing to your policymakers to express a given viewpoint can help change a policymaker’s mind, and it is a particularly helpful step to take when that official is deciding on an issue.

Capitol Hill offices keep track of all constituent opinions that they receive. To this end, personalized communication from constituents is the most effective at all levels of government. Personalized, well-written and detailed letters are attention-grabbing to staff members. However, due to contamination threats, mail service on Capitol Hill continues to be unpredictable – delivery of a physical letter could take weeks to reach the intended office. Many state government offices have similar restrictions on mail delivery service. As such, it is typically best to communicate by email when reaching out with written correspondence  to your policymakers. You can send a formal letter via email to make sure it arrives on time, or just a quick note or update via email. Communicating with your policymaker and/or their staff via email is safe, fast and convenient.

Below are some tips to help you send effective messages to policymakers, whether you are sending a formal business letter or a more informal email message:

 

Formal Letters Sent by Email

 

You can send a formal business letter to your policymakers or members of their staffs via an email attachment. In your letter, you can ask for support, discuss current issues or legislation impacting CTE and explain why you need their help or support. It is important that your correspondence be as simple and clear as possible. In general, always follow these guidelines to make your letter more effective:

  • Keep it short.
    Limit your letter to one or two pages.
  • Use appropriate address, salutation and business letter formatting.
    Use the correct title, address and salutation and spell each correctly. To find the contact information of your Members of Congress, please visit ACTE’s Action Center. If you are writing a state or local official, visit your local government page or your state ACTE association for more information. Follow conventions for business letter formatting, and if your school or organization uses letterhead, include it at the top of your letter for a professional look. Use an easy-to-read and appropriate font, such as Times New Roman 12-point. Save your letter as a PDF file for ease of viewing and downloading by the recipient. As you type your letter, the following forms of address and salutation are recommended for Members of Congress:

To Senators:
The Honorable (insert full name)
United States Senate
# Dirksen/Hart/Russell Senate Office Building
Washington, DC 20510

Dear Senator (insert last name):

To Representatives:
The Honorable (insert full name)
U. S. House of Representatives
# Rayburn/Longworth/Cannon House Office Building
Washington, DC 20515

Dear Representative (insert last name):

  • Be positive.
    Policymakers, like most of us, respond best to praise, not criticism. Tell them you supported them in the past (if you did) and how you need their help. It is extremely important to acknowledge their previous support on this or other issues.
  • Ask for a reply.
    When they do reply – and they usually will – write again. Compliment positive actions taken or encourage reconsideration of negative actions or those not taken. When a public official differs from your position, his or her response may include such language as “careful study,” “due consideration,” or “keeping your comments in mind.” These are often negative indicators and do not show commitment. Write back for clarification. Doing so lets the policymaker know that you are serious about the issue and are following his or her actions carefully.
  • Establish yourself as a resource.
    You are an expert in your field and can offer to provide additional information regarding the field, the issue, and the impact of proposed legislation. Reiterate that you are their constituent in your letter, and that you can serve as a resource to policymakers in your local area.
  • Use facts.
    Utilize facts in your letter that support your points. Explain what will happen and the benefits if the policymaker supports your view; on the contrary, explain what will happen if they do not support your view, and what the consequences will be.
  • Explain the personal narratives behind why you are asking for their support.
    Write confidently about your experiences and expertise as a CTE professional and explain how CTE and CTE-related policies help the policymaker’s constituents

    • Are you an educator?
    • What would it mean for you and your students?
    • Have you seen the impact of a program or curriculum first-hand?
  • Thank them for their time and attention.
    Mention that you are looking forward to having their support.

General Email Message Tips

 

ACTE’s Action Center can help you compose and send emails to your Members of Congress, or if you have a contact in an office from NPS or another time, you can also email them directly. You may also visit the official government websites for your Members of Congress, and their websites will include instructions for sending messages. Contact your ACTE state association or visit state government webpages to get information on contacting state and local officials. To help make your message more effective:

  • Make your ask clear and direct.
    If you are asking for their time for a meeting, inviting them to an event or asking for their support, make sure that your request is as clear as possible.  Don’t bury your ask in a wall of text or hide it behind unclear language. By keeping your message brief and to-the-point, you allow policymakers and their staffs to clearly focus on your thoughts and requests.EXAMPLES:

    • I am writing to ask you and your boss to support H.R. 555. This bill would…
    • I am writing to cordially invite you to attend our Back-to-School Open House at Butler Tech on Monday, August 20 from 5:00-7:00PM…
  • Clearly explain WHY they should support your view(s).
    • Have facts on hand that actively support your position and include them in the body of your email, if you are asking the policymaker to support legislation or policies in your email.
    • Explain what will happen and the benefits if the policymaker supports your view; on the contrary, explain what will happen if they do not support your view, and what the consequences will be.
  • Weave in facts and personal narratives that support your ask.
    Explain the personal narratives behind why you are asking for their support.

    • Are you an educator?
    • What would it mean for you and your students?
    • Have you seen the impact of a program or curriculum first-hand?Write confidently about your experiences and expertise as a CTE professional and explain how CTE and CTE-related policies help the policymaker’s constituents. Reiterate somewhere in your email that you are also their constituent, and that you are looking forward to having their support.
  • Summarize your views in the subject line.
    Make it short and efficient, for example: “YES ON H.R. 5587.” Whether consciously or subconsciously, staffers will always see the subject line in their e-mail windows.
  • Keep content short.
    Limit your message to a few paragraphs. It is best to use bulleted points, as in a fact sheet. You may suggest a meeting to discuss the subject of your email further. The same rules hold true as with formal business letters:

    • Use appropriate address and salutation.
    • Be positive. Positivity always accomplishes more than negativity, especially when you are asking for support!
    • Establish yourself as a resource.
    • Ask for a reply.
    • Thank them for their time and attention.

If you would like further assistance in crafting messages to your policymakers, please contact Jori Houck, Media Relations and Advocacy Associate, at jhouck@acteonline.org.