How to Write a Professional Letter to a Senator
Make an impression on a legislator and let your voice be heard through a professional letter. There are many reasons to write to a senator or other elected official. You can share your views on an issue that is currently being debated, express disapproval over a particular vote or position, or raise awareness for an issue in which you are personally involved. Make sure to follow the proper format when writing to the senator in order to make the best possible impression on the leader, and hopefully get a letter in return.
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Instructions
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Write the letter in block formatting, which means the text is left-justified, without indents and single-spaced. Write the heading in the top left of the letter, which should include your full address, phone number, email, and voting district. Space down a few lines and write the inside address, which should include the senator's name and office address. Write the phrase "The Honorable" before the senator's full name. Skip four lines if you are composing on a computer, or an equivalent space if you are handwriting your letter, and begin your salutation.
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Write the salutation of the letter with the word "Dear" followed by "Senator" and then the name of the senator and a colon or comma. Double-check the spelling to make sure you did not spell the name incorrectly. Avoid writing generic salutations such as "To Whom It May Concern" or "Hi" as they are not professional and ill-suited for addressing a member of Congress or your state legislature.
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Write the body of the letter in your own words, instead of simply using a template from online. State your opinion or disapproval politely and concisely. Give a background of your expertise in the subject area if you have it. List reasons for your unhappiness and contributing facts if you wish to sway the mind of the senator. State the name of your organization and your current campaign if you are writing an advocacy letter. Give reasons why the senator might wish to join your cause and state how your campaign will help the lives of community members.
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Skip a line after the body of the letter and write your closing statement. Express your heartfelt appreciation if you are writing a complimentary note. Ask the senator directly for a particular action or vote in this last paragraph if you are writing an advocacy letter. Thank the senator for taking the time to read over your concerns and ask for a response on the matter. Skip a line before the signature area.
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End the letter by writing a formal phrase such as "Sincerely" or "Respectfully." Sign your name if you are writing the letter by hand, or skip another three to four lines and type your name as it appears in voting records. Take a pen and handwrite your signature in the empty space above the name. Address the envelope in the same manner as the inside address from step one and attach the correct postage. Be patient waiting for a response, as senators typically receive thousands of letters.
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Tips & Warnings
Do not call the senator's office asking for a response or confirmation that the letter was received.
References
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