How to Write Professional Letters to the Editor

It's easy to declare the intention of writing a letter to the editor of your local paper when you see a story that frustrates or affects you, or when you want to clarify or comment on an issue. However, before you "fly off the handle," it's important to remember a few key tips that will help you write a professional, sincere and proper letter that will make it to publication. With some editing, patience and a little research, you can make your stand in print in a way that will bring the right kind of attention to the issue you're concerned with.

Things You'll Need

• Computer/Paper & Pen
• Internet Access/Phone Access
• Dictionary

Instructions

Preparing Your Letter

1. Researching guidelines is the first task for anyone writing a letter to the editor. Newspapers, magazines and online media are all different in every town; there's no one set guideline to follow, so you'll need to cover your bases before you begin writing.

2. Identify the paper or magazine to which you're submitting your letter.

3. Using the phone book or internet, find contact information for the editorial offices. You may call the direct line or look for listings for the editorial or opinion departments.

4. Check for information, either call, email or look up online the news outlet you're researching. Most news organizations will have this information posted prominently on their opinion/editorial pages, either online or in print.

5. Gather all pertinent information, including the deadline for submission, the proper format for your letter (i.e., Word document, email document, etc.), the length limit for letters, and the personal information you'll need to submit with the letter for identification purposes. Also, be sure to check out the paper's rules regarding what can and cannot be included in a letter to the editor--most places prohibit specific naming of persons involved, personal assaults, disrespectful or inflammatory language.

Write and Send Your Letter

1. Write your draft first, simply expressing your opinions. You can edit for length and content when you have finished this first draft which will give you an outline of what you want to say.

2. Check grammar, punctuation, and sentence structure before you do any other editing. Remember, this will be published for your whole community to see--you want to make a good impression by paying attention to the details of correct punctuation and spelling.

3. Edit for length. Make sure you've only included pertinent information, and make sure your paragraphs are short, to the point and easy for readers of most levels to understand. Also, if you are quoting information to back up your points, paraphrase the source in your letter--this allows others to research the issue for themselves and also to make your argument or opinion more grounded in fact.

4. Once you've trimmed unnecessary inclusions, edit once more for content. Do you state your position clearly and concisely in the beginning of the letter? Is your tone respectful and professional? Do you prove your position with well-researched points, a minimum of elaboration, and simple terminology? If it helps, read your letter out loud or have someone else read it for you. This will help you judge the overall impact of the letter, its flow and style, and the larger idea it represents.

5. Submit your letter, with all contact information attached, in the correct format, and keep a copy for yourself. Do not be disappointed if your letter is not published. News media may received thousands of letters from readers.