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Step 1
Make it original. The worst thing you can do when you write your congressman is to send in a chain letter, even if it is hand written, or anything else that is prewritten. The congressman's office will mark down that they received it and you may even get a form letter in response, but it will have no impact on how they stand on an issue.
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Step 2
Make it personable, but not personal. When you write your congressman do not attack them or rip their inability to make decisions if you disagree with a vote or stance on an issue. Be cordial and respectful.
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Step 3
State your case succinctly. Do not ramble on and on. Say what you need to say, thank them for their time and sign off. If you are writing something that requires background information, that is fine. A two or three page letter is appropriate if it is absolutely necessary. Provide the required information, but not every single detail. If a staffer needs more information on the issue, they will contact you and ask for it.
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Step 4
Send your letter to the correct office. If you are concerned about an issue, send the letter to the Washington, DC office. If you need assistance with a problem, send the letter to the closest local office. If the letter is one of encouragement and support, send it to the local office. If there is a reception or event involving the congressman in your area, they may invite you to attend if they know you are a local supporter.
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Step 5
Make it significant. Do not write that your neighbor does not take care of their lawn or that you thought a movie had a bad ending. You may think we are kidding, but people send in silly letters all the time. Write about a federal issue that they can do something about.
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Step 6
Write your congressman. Do not write someone else's congressman. They care about what people think that vote for them, not someone else.
