How to Format a Letter to a Senator

Let your senator hear your concerns through a letter that is clear, brief and to the point.

You may feel that writing a letter to a senator won't make a difference, but as government officials elected to represent their constituents, senators want to hear from you so that they can make informed decisions about particular legislation or issues. Expressing your support or concerns about a particular bill or issue in a well-written, factual and persuasive letter may lead a senator to reevaluate his or her position or strengthen his or her position and actions. To write an effective letter to your senator, be polite and courteous and follow a brief but clear format.

Things You'll Need

• Senator's name and address
• Pen

Instructions

1. Type "The Honorable" followed by the senator's first and last name, "Senate Office Building" and "Washington, D.C. 20510" on separate, single-spaced lines. Press "Enter" twice and address the senator with "Dear Senator" followed by the senator's last name and a semicolon . Press "Enter" twice.

2. State your views on the particular legislation or issue you would like to address. If you are writing about a piece of legislation, use the exact name of the legislation and the bill number. if you know it. Express why the particular legislation or issue is of interest to you and who or what in your life the legislation or issue might affect.

3. Press "Enter" twice to indicate a new paragraph.

4. Express your specific concern about the legislation or issue, Explain the reasons why you oppose or support the legislation or the senator's position on the issue. Be specific, brief and to the point but express your concerns and reasons clearly.

5. Press "Enter" twice to indicate a new paragraph.

6. Ask the senator to reply explaining his or her opinions and position on the legislation or issue and thank him or her for considering your views. Ask politely to show that you are fair, reasonable and sincerely interested in learning the senator's stance. Do not demand a response or an immediate commitment to support or oppose the legislation.

7. Press "Enter" twice, then type "Sincerely" followed by a comma. Press "Enter" two or three times, then type your first and last name; street address; city, state and zip code; phone number; and email address. Print out your letter and sign your name with a pen in the space between "Sincerely" and your typed name.

Tips & Warnings

• Although you can write your letter by hand, type your letter, if possible, to ensure that you letter is legible (See Reference 1).

• Limit your letter to no more than three to five short paragraphs, such as the three outlined in this format (See Reference 2).

• Be firm when expressing your views, but do not threaten the senator, especially with your vote (See References 1 and 2). You should also show the senator that you are fair and reasonable by commending or complimenting him or her on an achievement or stance toward another issue, even if you disagree with him or her on other issues (See Reference 2).

References

• Crapo.senate.gov: Tips for Writing to Your Senator; Mike Crapo; May 2009
• Nolanchart.com: How to Write a Powerful Letter to Congress; Jake Morphonios; February 2008
• Academic Language Therapy Association: Sample Letter to a Senator