Indiana Legislative Grassroots Guide

"Effectively Communicating with Your Legislators"

Email Messages

In order to act in your best interest, elected officials need to know your opinions.   Sometimes, an email can be the quickest way to deliver a message; however, you will need to carefully write your message just as you would a letter.  Here are a few recommendations to make your email message an effective communication tool for both you and your legislator.

• Be sure you are sending your email to the appropriate legislator.   There is no need to copy other legislators or agencies who have no representation of your interests.  To find out if your legislative representative has an email address and then send him or her a message, click here:  Legislative Email Listings.  This link contains email contacts for the the House of Representatives and Senators.
• It is in your best interest to keep the email as brief as possible.  
• When addressing your legislator, use "Honorable ____________" and "Dear Senator _____________."  These are their titles and it is appreciated that you show your respect accordingly.
• Be certain to include your full name, mailing address and a phone number where you can be reached during the day.  Your email address is not a complete nor proper identity when communicating with your legislative representative.
• Identify your subject clearly.  If your concern is related to an existing bill or piece of legislation, please include a reference name and the bill number.  Stick to one subject per email.
• Personalize the message. Explain why you have knowledge about the issue and the effects it would have.  Use specific examples and share the local viewpoint with sincerity.
• Tell your legislator what it is you want them to do.  Be specific and reasonable (i.e., vote "yes" to enact into a law or vote "no" against the bill).   Do not ask for the impossible.
• Request a response from your legislator stating his or her position.
• Thank your legislator for their time and interest.  When your legislator is able to comply with your wishes, send a short email message of thanks.  If your legislator was not able to comply with your request, politely let him/her know you are still seeking assistance.

It is expressly prohibited to quote from this excerpt or use any portion of it without crediting its author or obtaining permission from Beebe, Scherer & Associates, LLC.  Indiana Legislative Grassroots Guide in its entirety is available to our clients with compliments as a valuable resource. 

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