Letters to Agencies

Rules for Letter Writing to Government Officials

• Be sure to spell all the names of the officials or legislators correctly. Nothing is worse than sending or receiving a letter that has a name misspelled. This will make it look like a mail advertisement.
• Be articulate and clear about what you are conveying.
• Make sure all the facts are correct. Dispensing false information can hurt you now and in the future.
• Carbon copying (ccs) is important. Copy those people you want to keep informed or are trying to educate. Always copy the Governor-generally he does not read his mail, but others do. This is often how grassroots groups can ultimately get the Governor's attention on matters of importance.
• Utilize your spell and grammar check. A small grammatical mistake is not a sin, but many spelling errors are.
• Try to be concise. A letter that goes on for pages probably will not be read and/or the person receiving the letter will miss the point.
• Use a letterhead. It looks better and provides the reader with vital information.
• A letter is the perfect vehicle for asking to set up a meeting. Always remember that a face to face meeting is better. This meeting will allow you to explain your issues and for the other person to put a name with a face.
• In closing a letter, let the reader know he or she can feel free to contact you at their earliest convenience.
• Formal letters should be signed "sincerely" or "sincerely yours."
• If you don't get a response to your letter, follow up your letter with a telephone call. Be sure to have the letter you mailed to the person in front of you, so that you can have the date and contents available if the person has any questions. Be persistent, polite, and do not give up!