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Tips for Writing a Letter to Congress

The letter is the most popular communication vehicle.  If you decide to write a letter, this list of helpful suggestions will improve the effectiveness of the letter:

• Keep it to one page.  Address only one issue in the letter.  
  
  
• State the issues/purpose clearly in the first paragraph, so that the letter can be assigned to the appropriate staff aide (i.e. "I am writing to ask for your support for increased funding for Reading Is Fundamental."). 
  
  
• If you know your legislator personally, say so.  If you have a personal relationship with your Representative or Senators or have previously met with them, make that clear in the very first paragraph.  Use his/her first name in the letter if you are on a first name basis. 
  
  
• Personalize your letter.  Use your own words and speak from the heart.  Avoid form letters.  Fifty letters that use the exact same language are ineffective, but five letters that tell the RIF story in their own way will be noticed and valued.  Using your own words will make the crucial difference.
  
  
• Emphasize RIF’s impact. The largest section of your letter should explain to your lawmakers how RIF impacts your community, its children and families.  Be positive and be passionate!  Let them know how much the children and families would lose if there was no RIF program by citing specific examples and sharing personal stories. If you are a RIF program coordinator, consider using the comments that you have already written on the "Final Remarks" section of your RIF proposal or performance report. Often, these comments speak volumes about the impact and value of RIF. 
  
  
• Show your awareness of your lawmaker’s past actions. If at all possible, cite his/her public announcements, statements about education or literacy, past voting record, previous public office held, etc.  Visiting their congressional website can be very helpful in this regard.
  
  
• Ask for a response.  To obtain a personal response, ask a question about the issue that concerns you.  For example, at the end of your letter ask, "Will you support increased funding for Reading Is Fundamental?" or "Will you sign the RIF Dear Colleague letter?"
  
  
• Focus on the merits.  Never threaten (i.e. "I won’t vote for you") a member of Congress.  Always appeal to the lawmaker on the merits of an issue.
  
  
• Use the correct format! Make sure to address your elected officials as follows:

For a United States senator:

The Honorable John Doe
United States Senate
123 Hart Senate Office Building* 
Washington, DC  20510

Dear Senator Doe: 

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For a member of the United States House of Representatives:

The Honorable Jane Doe
United States House of Representatives
123 Cannon House Office Building*
Washington, DC  20515 

Dear Representative Doe:

 
* Please Note: There are three Senate office buildings: Hart, Russell and Dirksen.  And there are three House office buildings:  Cannon, Longworth, and Rayburn.  Call the specific congressional office, the congressional switchboard, or check the website to find out your Congressman’s address.

When you’re ready to send your letter, remember:

• Mail delivery to congressional offices in Washington, DC is very slow due to security screenings.  If you need to take action quickly, it’s better to fax the letter.
  
  
• Send a letter to each one of your three members of Congress (two senators and one representative).
  
  
• A handwritten letter is fine, but make sure your handwriting is legible.
  
  
• Include your return address on the envelope and on the letter in case the two get separated.
  
  
• Don’t be afraid to write another polite letter if your lawmaker’s answer doesn’t satisfy.