Tips for Writing a Letter to Your Member of Congress
Because much of a lawmaker's time is spent in Washington, most communications will probably be written. When writing to a legislator as a member of the American Occupational Therapy Association or your state association, it is important to keep the following guidelines in mind.
- If applicable use your practice's letterhead when writing legislators. Personal stationery should be used if your home address is in the district of the legislator and your office is in another district. DO NOT use your employer's letterhead.
- Address the letter correctly.
- On the envelope and on the inside heading refer to the elected official as "The Honorable (full name)."
- Address the letter as follows:
- Members of the U. S. House of Representatives:
The Honorable (full name)
United States House of Representatives
Washington, D. C. 20515
Dear Representative. (last name)
- Members of the U. S. Senate:
The Honorable (full name)
United States Senate
Washington, D. C. 20510
Dear Senator (last name):
- State the reason for writing. If extending an invitation or requesting a meeting, suggest a time and date, or several dates, for the visit. Be flexible. Indicate the amount of time you would like with the lawmaker and the purpose of the meeting.
- If applicable, provide brief background information about your practice (number of employees, length of time in the community, etc.).
- Keep your comments short and to the point. Cover only one issue per letter.
- Identify the subject clearly. Use the House or Senate bill number, if available, when writing about an issue.
- State your reason for writing. Explain how the issue would affect you, your family, the practice, your profession and what impact it would have on your community or state.
- Be reasonable. Don't ask the impossible. Don't use threats. Be courteous and respectful in all communications.
- Be constructive. If a bill deals with a problem but seems to represent the wrong solution, propose constructive alternatives.
- Avoid form letters or stereotyped phrases and sentences that give the appearance of form letters. Communications written in your own words are more effective.
- Write when the lawmaker does something that deserves approval. A word of appreciation will create a more favorable light for the next communication.
9/16/06