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How to Write an Email to Government Officials

There is no reason why each of you cannot write an email to an elected official about an issue relating to arthritis. Times have changed, we dont send them a written letter, we zap them an email. But this isnt like writing to your chat buddy.

u should spend more $ on arthritis. thanx Is not going to get a great response! Lets look at how an email to a government official should be written.

• Start at the beginning: Your subject line needs to state that you are a constituent and what you are writing about. Knowing you have a vote to cast makes them a little more attentive to your thoughts. Heres an example:
  Subject: Constituent from Akron Re: Arthritis Funding.

• The greeting: How you address them makes a difference! When writing to your congressman and senators, start with:
  The Honorable Joe Schmoe,

• State your point quickly: Long rambling emails are just not effective. Say who you are and why you are writing in the first paragraph. Short and sweet, just the facts.

• In the second paragraph provide more details: Tell them how this issue affects you and those that you know. Give them a glimpse of your life. If it regards a certain bill, include the number if you can.

• Closing: Tell them what action you expect them to take. A vote against or for a certain bill or a policy change. Also let them know that you expect a response to let you know how they will act on this issue.

• You must include your contact information, including snail mail address. If you dont, your email will probably be deleted.

• According to Marlowe and Co, you should send your email so that it arrives on Wednesday or Thursday. Most Congressional mail arrives on Monday, Tuesday or Friday. E-mail which arrives on those high-volume days has less of a chance of getting their full attention.

• Follow-up! If you didnt get a response in a reasonable period of time, write again. If you did get a response and you are pleased with it, thank them. If you are not, tell them you are disappointed.

Sources: 
Marlowe & Company: How to Write an Effective Email to Members of Congress
US Gov Info at About.com: How to Write a Letter to Congress

Tina J. Underwood
Page last updated on February 13, 2001