Lake Sumter State College Advocacy State or Federal Legislator Letter

In Week 6, students will send a letter or email to one of their state or federal legislators to advocate for a legislative policy that impacts the health and well-being of a vulnerable or marginalized group/population.

Email or Letter? It depends on the urgency of the issue.

Handwritten letters always receive more attention than preprinted materials. So if you are writing about a general inquiry or topic, taking the extra time to send a physical letter may be worth it.

That said, consider the urgency of the matter. If you are writing concerning a pending vote on a bill, email is your best option as security screenings may delay receipt of a physical letter by up to three weeks.

What happens to emails and letters once they arrive? A legislative correspondent reads the messages and verifies if the sender is a constituent. Messages are then routed or tallied. Important or compelling correspondence is given to a legislative assistant. Unique and moving messages are shared with the elected official. A summary of emails and letters received is given at an issue briefing before a vote.

10 Tips for Writing Your State/Federal Legislator(s):

Write/Email your elected legislator(s) only on issues of greatest importance to you. That way you don’t dilute your message or your influence. Each letter/email should include the following:

1. State your subject clearly in the email subject line or first sentence of the letter. Stick to just one issue in the letter.
2. Identify yourself as a constituent. State your views, support them with evidence (2 sources) and, when appropriate, cite the bill number of relevant legislation (e.g., H.R. 1234 or S.3456).
3. Ask for the policymaker’s point of view and how he or she plans to vote on relevant legislation. Expect an answer to a letter, though it may be a form response. Replies to email vary by office; not all reply.
4. Rely on the facts. Please cite the 2 support sources in APA format and include a Reference page. After I grade the advocacy letter, you will have the option to actually send it or not (it’s not required). Then, personalize the issue. Explain how the issue affects the group for whom you are advocating. Avoid personal attacks, threats of political influence or demands.
5. Be positive about your issue and offer recommendations about how you want the legislator to address concerns.
6. Always explain the hometown relevance of the issue. Use “I” statements and cite specific times and/or examples.
7. Offer to provide additional information if needed, and provide your contact information.
8. Remember to thank legislators for their attention. Follow the issue and thank them later if they vote your way.
9. Keep your letter to one page, or your email to 500 words or less. 
10. Sign the letter with your home address (this is used to confirm you are a constituent and may be used to verify your political party affiliation).