How to Write Letters to Congress

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“I am very happy that Swords to Plowshares is promoting the importance of advocacy in the legislative process. There is nothing more significant than receiving letters, e-mails, and phone calls from veterans who live or work in my Congressional District. One thoughtful letter is very powerful, receiving ten letters and calls on the same issue will definitely make an impact in bringing that issue to my attention, and 50 -100 to each office would make every Member of Congress sit up and take notice! I hope that all users of this web site will join in the opportunity to influence the laws that affect them.” - Congressman Bob Filner, House Veterans Affairs Committee Chairmen

One thing that must be stated from the outset is that those who think members of Congress pay little or no attention to constituent mail are grossly incorrect. In fact, concise, well thought out personal letters are one of the most effective tools we as Americans have to influence law-makers. However, members of Congress get hundreds of letters and emails every day. Whether you choose to use the Postal Service or email, here are some tips that will help your letter have impact. Please note however, due to new mail handling procedures, postal mail to D.C. offices may be delayed. It is recommended that one use fax or e-mail, if possible.

Contacting YOUR Congressperson

Letters are the instruments which measure a constituencies political interest. It’s usually best to send letters to the Representative from your local Congressional District or the Senators from your state. Your vote helps elect them — or not — and that fact alone carries a lot of weight. It also helps personalize your letter.

Keeping It Simple

Your letter should address a single topic or issue. Typed, one-page letters are best and many PACs (Political Action Committees) recommend a three-paragraph letter structured as follows:

  • 1. Say why you are writing and who you are. List your “credentials.” (If you want a response, you must include your name and address, even when using email.)
  • 2. Provide more detail. Be factual not emotional. Provide specific rather than general information about how the topic affects you and others. If a certain bill is involved, cite the correct title or number whenever possible.
  • 3. Close by requesting the action you want taken: a vote for or against a bill, or change in general policy.

    • The best letters are courteous, to the point, and include specific supporting examples.

    How to contact the Senate and House of Representatives

    The most convenient way to contact your Congress person, other than by phone, is through e-mail. In fact, you can often e-mail them directly through their website with the use of an easy online form. If you prefer using the postal service, many members of Congress maintain one or more offices in their home states where they can also be contacted. These addresses, as well as their D.C. office address are typically listed on the Congress members’ web site.

    The DO’S and DONT’S

    These are some key points to follow when writing to your elected representatives.

    Always:

    • Be courteous and respectful.
    • Clearly and simply state the purpose of your letter. If it’s about a particular bill, be certain to identify it correctly. If you need help in finding the number of a bill, use the Thomas Legislative Information System at http://thomas.loc.gov. Or the more user friendly GovTrack.us http://www.govtrack.us
    • Say who you are. Anonymous letters go nowhere. Even in email, include your correct name, address, phone number and email address. If you don’t include at least your name and address, you will not get a response.
    • State any professional credentials or personal experience you may have, especially if it pertains to the subject of your letter.
    • Remember to keep your letter short — one page is best. If you have more information than will fit on one page, include it as background material, clearly marked as such, and attach it to the letter. However, do this only if absolutely necessary.
    • Use specific examples or evidence to support your position.
    • State what it is you want done or recommend a course of action.
    • Thank the member for taking the time to read your letter.

    Never:

    • Use vulgarity, profanity, or threats.
    • Forget to include your name and address, even in email letters.
    • Demand a response.

    Addressing Members of Congress

    To your Senator:

    The Honorable (full name)
    (Room #) (Name) Senate Office Building
    United States Senate
    Washington, DC 20510

    Dear Senator:

    To your Representative:

    The Honorable (full name)
    (Room #) (Name) House Office Building
    United States House of Representatives
    Washington, DC 20515

    Dear Representative:

    Chairpersons, Speaker of the House

    When writing to the Chairperson of a Committee or the Speaker of the House, address them as:

    Dear Mr. Chairman
    Dear Madam Chairwoman

    Dear Mr. Speaker
    Dear Madam Speaker

    Aearch for and contact members of the House of Representatives

    Find and contact your Senator

    California Senators

    Diane Feinstein

    Barbara Boxer

    Nancy Pelosi California 8th District Representative (San Francisco)