Indiana Legislative Grassroots Guide

"Effectively Communicating with
Your Legislators"

Letter Writing

• Use your business letterhead or personal stationery including your company name (if applicable), mailing address and telephone number in the letter.  Be sure to date your letter.  Typed correspondence is preferred, but a handwritten letter is acceptable if it's legible.
• Try to keep your letter to one page, if typed or two pages if handwritten.
• When addressing your legislator, use "Honorable ____________" and "Dear Senator _____________."  These are their titles and it is appreciated that you show your respect accordingly.
• 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 letter.
• Personalize the message.  Express your thoughts in your own style.  Explain why you have knowledge about the issue and the effects it would have.  Be dignified, respectful and sincere.  Use specific examples and share the local viewpoint.
• 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 thank you letter.  Everyone appreciates a complimentary letter.  If your legislator was not able to comply with your request, politely let him/her know you are still seeking assistance.
• Avoid sending form letters.  They are a waste of your valuable time and energy.   And also avoid sending the same letter over and over again.

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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