Tips for Writing Your Legislator

Your legislators receive a huge amount of phone calls and mail from their constituents.  Unfortunately, their full agendas limit their ability to personally read and respond to it all.  How then, can you be sure your voice is heard?  Here are some tips to help you get the most impact out of your communications with your legislators in Tallahassee.

About Letter Writing
Most constituents don't write letters to their elected officials or their hometown media for similar reasons. Some believe they're not read or that they're not heeded.  Others believe no one will actually listen to them.  Some are concerned about their writing ability, or that they don't know who to write or their address.  But, your letters are read and needed for the reasons we've already cited.  We need to show legislators we have the votes.  We believe they will be more concerned with your honest, personal expressions of concern than your handwriting or command of the language. 

Here's some advice for writing to your legislators when we issue a Call to Action.

To Write, Email, Text, Direct Message – These are Today’s Questions
Technology of today affords constituents a variety of methods in which one can communicate to their elected official.  There are many people with many answers to the question “What is the most effective method of communicating to my elected official?”  The answer that really counts is that of the elected official, and even today they agree, the hand crafted mailed letter is most effective.  They are read, they are responded to, and they are valued.

Of-course, there are always instances because of the time sensitivity of an issue, that rapid communication is necessary. 

As is always the case, one should ALWAYS remember that what is blogged, discussed via the internet, is available for the pubic to view and law enforcement to retrieve.  Communications whether addressed to the official, or addressing something about the official, should always be professional and above board.

It is not recommended that you text or social media message elected officials unless you are very close personal friends with the individual and they have requested you to communicate in that manner.

Things to Keep in Mind
When writing your elected official, regardless of the delivery method, one should always remember that the communication – electronic or written – is public record and must be maintained and recorded according to Florida Statutes governing legislative correspondence.  Never assume that if you are communicating to an elected official there is any level of confidentiality afforded that communication.

Five Guidelines for Writing Your Legislator
There are five basics to effective letter writing. 

TONE - Be personal and sincere.  Be firm and direct, never coy or threatening.  Form letters, petitions and other obvious mall efforts have much less effect than letters in your own words and style.

FORM - Say what you mean precisely and succinctly.  A good rule: one subject, one letter.  This gives your letter more impact and makes a reply easier. Keep your letter to one page, no matter how important the issue.

CONTENT - In your first paragraph: (1) identify your subject clearly, providing bill name or numbers if appropriate; and (2) state your reason for writing on that subject.  Then, in your own words and avoiding clichés, campaign phrases and jargon, explain how and why the subject or bill would affect you, your family, your business or your community.  Use facts to support your point of view, but be certain you're accurate.  However, your own personal experience can be your most effective argument.

TACTICS - Say "Please" and "Thank You."  Regardless of the issues that concern you at the moment, if an elected official does something that really pleases you, write and say so.  It doesn't hurt to write your elected officials periodically, but don't wear out your welcome by writing frequently to philosophize or argue.  Never burn your bridges. Express any dissatisfaction politely; your legislator may be your hero on the next issue.

LOGISTICS AND TIMING - Write on personal stationery or on plain paper.  Put your return address on the letter, not just on the envelope.  Time the arrival of your letters for mid-week when the mail isn't as heavy.  

Recommended Salutations and Address Formats:
Address information can be best obtained from the State Legislative website.  Once there, you can select the Senator or Representative, and then select Member Pages where both the district office and legislative Capitol address will be posted.

For Your State Senator

For Your State Representatives

For Florida's Governor:
The Honorable ___________________
The Capitol
Tallahassee, FL 32399

Dear Governor __________,

For Congress:
The Honorable John Doe
United States Senate, District ____
District Address   OR   DC Address

The Honorable John Doe
United States House of Representatives, District _____
District Address   OR   DC Address