The time-tested method of sending a written communication remains one of the most effective ways to deliver a message to a senator or representative. You can deliver a written message to any member of a state general assembly or Congress by mail or, when time is short, by fax.

E-mail also may be used to communicate with most members of Congress and their staffs. Receptivity to this form of written communication varies among congressional offices. A few offices don't use e-mail. Most congressional offices receive huge numbers of e-mails each day due to the ease of sending e-mails to several legislators at once. However, personally written e-mails from constituents usually stand out, and e-mails from individuals known to the congressional office also gain attention.

However they are received, letters and other forms of written personal communications are influential communications tools. Communications from constituents that are well written and concisely explain the impact of an issue or proposal will be noticed in a congressional office.

Addressing a Letter to a United States Senator or Representative
The Honorable (full name)
United States Senate
Washington. D.C. 20510

Dear Senator (last name):

OR

The Honorable (full name)
United States House of Representatives
Washington, D.C. 20515

Dear Representative (last name):

Example
The Honorable John Smith
United States Senate
Washington, D.C. 20510

Dear Senator Smith:

Opening Paragraph of Letter

• State the subject of your letter.
  
• Use the bill number or title of legislation, if available.
  
• Identify yourself and your organization and/or health system. Example: "I am an oncology nurse at CHRSITUS Schumpert Health System, one of the largest nonprofit hospital in the state," or “I am a member of the board of trustees of CHRISTUS St. Joseph’s Paris, the only hospital serving six rural counties."

Body of Letter

• Explain the issue simply and factually in a way that the senator or representative will understand.
  
• Give an example of the local impact of the issue to help the legislator understand how it affects his/her constituents.
  
• State your position on the bill or provision, whether you support it or oppose it.
  
• Be polite. Don't threaten. There's always another issue to fight another day.
  
• Thank the senator or representative for his or her attention to the issue.
  
• Let the senator or representative know that you and your colleagues are a resource for more information.
  
• Ask for a reply.

Tips for Effective Letter Writing

• Write to both the legislators who represent the district in which your organization is located and to the legislators who represent the district in which you live, if they are different individuals.
  
• Limit the length of your letter to no more than two pages and keep it to one page if possible.
  
• A single, well-written letter from a well-known constituent may influence a legislator's decision more than an avalanche of post cards. When sample letters are provided to you by CHRISTUS Advocacy, feel free to modify them to deliver your own unique message.
  
• Write on personal stationary or organization letterhead and make sure your full name and address are included on the letter, not just the envelope, so that the member of Congress may respond. (Envelopes often get separated from letters when they are opened.)
  
• Give your credentials when appropriate and relevant to the issue discussed in the letter.
  
• Avoid personal criticism of the legislator.
  
• Express appreciation for past or anticipated future support.
  
• Ask the legislator to respond by sending you a letter stating his/her position on the issue.
  
• Send copies of your written communications with legislators to your regional CHRISTUS Advocacy Associate so they can be coordinated for other advocacy interactions with the member of Congress.