Writing To An Elected Official: A Heartspoken Guide

Why, How, and Best Practices

Any time is a good time to write to your elected officials, but since this is an election year, the idea is even more appropriate. I want to thank my friend Karen R. Sanderson, the co-administrator of my Facebook group “The Art of the Heartspoken Note,” for suggesting the topic.

This post is a guide—a primer—in which I’ll hit the highlights of why you might want to write to your elected officials (local, state, and federal) and share some tips on increasing the odds that your letter will be delivered and read. Almost all the information here is applicable to emails or online communication as well as to letters sent by your postal service.

Use the blue button above to download the post as a pdf for future reference.

Why should you bother?

Writing to an elected official—whether at the local, state, or federal level—can be a meaningful way to influence public policy and advocate for the issues that matter to you. Engaging in dialogue with elected representatives is a fundamental aspect of democratic participation and civic duty.

Here are ten reasons you might want to write to an elected official:

1. Voice Your Opinion: This may be the most common reason. Sharing your perspective on important issues helps elected officials understand the views and concerns of their constituents.
2. Express appreciation for their service: It takes courage and dedication to run for office and serve constituents. We should encourage our elected officials by letting them know we recognize this and appreciate their efforts. Elected officials rarely receive this kind of communication, so yours will stand out.
3. Thank them for their vote or action: This is related to #2, but is more triggered by a specific stance or action taken by the official, especially if it was controversial. Let them know you realize what was at stake and appreciated their conviction.
4. Raise Awareness: Highlighting specific issues or problems—especially those on a local level—can bring them to the attention of those in a position of influence who may not be aware of them. Your story matters, and personal anecdotes can humanize abstract issues, making them more relatable and compelling for lawmakers.
5. Advocate for Change: Expressing support or opposition to proposed legislation can influence an official’s stance or voting decision. Even if your position doesn’t prevail, it’s important they know there are varying opinions.
6. Provide Expertise: If you have specialized knowledge or experience, sharing this information can help shape more informed and effective policies. Your expertise can add weight to your position.
7. Request Information or Services: Elected officials are sometimes able to help you or your community with a problem. Your well-written request might compel them to take action on your behalf.
8. Accountability: Holding elected officials accountable for their actions and decisions ensures they remain responsive to the needs and desires of their constituents. Writing a letter lets them know someone is watching and paying attention.
9. Build Relationships: Regular communication with elected officials can establish a rapport, making it easier to advocate for future issues, especially if it is done with civility and respect.
10. Inspire Others: Your advocacy can inspire friends, family, and community members to get involved and make their voices heard, creating a ripple effect of civic engagement.

Best practices for writing to an elected official

Even if your letter doesn’t get past the “gatekeepers” in the official’s office, you can increase the odds that they will read it and put it in front of the official if you keep these best practices in mind:

1. Be respectful: Maintain a polite, civil, and respectful tone, even if you are expressing opposition or dissatisfaction. Avoid personal attacks. Angry or mean-spirited rhetoric is the quickest way to ensure your letter will be ignored or thrown away. Make your letter heartspoken.
2. Be clear and concise: Keep your letter focused on one issue or topic and state your purpose simply and directly in the first paragraph. A brief letter is more likely to be read.
3. Use proper titles and appropriate address: Address your letter correctly, using the official’s proper title (e.g., “Dear Senator Smith” or “Dear Mayor Johnson”). Google or AI will usually provide this information accurately.
4. Identify Yourself: Introduce yourself and mention if you are a constituent or any other relevant affiliation. Provide your address so they can verify the constituency claim and so they can send you a reply.
5. State the Purpose Early: Clearly—and always in a civil manner—state whether you are writing to express support, opposition, appreciation, or concern.
6. Provide Specific Details: Reference specific legislation, actions, or issues if they relate to the reason for your letter. Providing bill numbers or dates can be helpful, especially if you are asking for their vote.
7. Personalize Your Message: Share personal stories or experiences that highlight the impact of the issue on you or your community. Appeal to them as though they were a friend or neighbor.
8. Use Facts and Evidence: Support your arguments with hard data and evidence, when possible. Citing reliable sources can strengthen your case.
9. Request a Response: Ask for a reply to your letter. This shows that you are engaged and genuinely want to know their thoughts and intended action. NOTE: If you are writing a simple letter of support or appreciation, you shouldn’t ask for a reply. If they send one anyway, that speaks highly for their thoughtfulness and dedication.
10. Proofread: Review your letter for any spelling or grammatical errors. A clean, accurate, and well-written letter demonstrates your seriousness and respect.

Who are my elected officials and how do I find their contact information?

Here are the best websites I could find:

• USA.gov: When I entered my address, I was able to find my Federal, State and Local officials along with their contact information.
• Common Cause: “Find your representative” page: Enter your address to find your elected officials at all levels. “See Details” for each on takes you to available contact information.
• Virginia residents: Add your mailing address and it will give you your Virginia State Delegate, State Senator, U.S. Congress Representative, and U.S. Senators. From there, you’ll find links to their emails and to “More Info.” For the state officials, “More Info” led to a tab that gave their Richmond and District Office mailing addresses. For my U.S. Congressman and Senators, I found a mailing address for their office in Washington, DC. and other offices in the state if available.
• You can also find your state or local elected officials and their contact information by going to the website of your state, town, county, or city.

Offline, your phone book, local election office, and public library can often provide this information too. Give them a call or drop by.

Take action: Write that letter

We need capable and qualified elected officials to run government at all levels, but they can’t do it alone and they can’t read your mind. You may not feel called to join in protests or visit your officials in person, but by writing well-crafted, heartspoken letters, you are not only encouraging our leaders but also contributing to a more positive and respectful political climate and participating in the Democratic process.

Your words can make a difference.

Need help crafting your letter?

I offer support for those who need help with wording and content. Here’s a link to my standard package, but if all you need is a quick review and edit, use this website’s contact form and we’ll work something out.

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