Don’t use a form letter. Be original and use your own words. You can use a pre-written form letter as a base, but then expand with your own words.
Make sure your name, address, phone number and email address are included on the letterhead or at the bottom of the letter after your signature.
Make sure you have the official’s title and name correct, as well as the correct address.
The first paragraph should include your name, whether you are a constituent or not, and specific identity of the bill, law, agenda item or issue about which you are writing. If you know the bill number, statute or agenda item, include it.
Be brief and to the point. The letter should never be more than one page.
Be respectful. Taking a firm position on an issue is fine, but respect their position if it differs from yours.
Choose the three (or less) strongest points that will be most effective in persuading the official to support your position. Personalize the letter by explaining how the law or issue will affect you, your family or your community. If you have facts to back up your opinion, include them.
If you can personalize your relationship with the official, do so. For example: Did you vote for him or her? Did you contribute or work on their campaign? Do you know the official through business or social interactions? The closer the official feels to you, the more powerful your argument is likely to be.
Conclude with a thank you for their time!