Guidelines for Letter Writing
Be sure to know who your representatives are.
Know your legislative district, the names of your state senator and two assembly persons, your state board members, and your representatives in Washington, DC, if working at that level. Know the legislators and policy makers who are key to your issue. Try to have people from their districts lobby them. If you need assistance to find your current legislators, visit www.njleg.state.nj.us/members/legsearch.asp
Proper letter etiquette should be followed.
The correct address and salutation on the envelope and letter should be used. All legislators and state board members are addressed as “The Honorable…”
Give your full name and address, and identify yourself as a registered voter in your district.
Legislators and state board members sometimes choose torespond to letters, so it is important for them to know who you are and what district you are in. Also, if it turns out to bea long effort, you may be contacting your legislator or stateboard member several times and you want to build on the familiarity. Mentioning your organization also helps.
Identify the bill of concern or regulatory proposal.
Give both the bill number and name, if it has one, and a short description. A legislator is involved with many bills and may not automatically know which one you are referring to. Similarly, state board members handle several regulatory packages simultaneously.
Give reasons for your position, but be brief.
Besides giving the basic information, be specific as to how this will affect you, the community, or the district. Short, concise letters that discuss one issue are most effective.
Express yourself politely.
Intimidation, threats, or insincere flattery will not help you win the issue. Remember that others who may be in opposition to your cause will be making every effort to be polite.
Try to generate a commitment of support from the legislator.
Ask why the legislator or state board member feels a certain way about the issue. Engage the legislator or state board member in a meaningful and thoughtful discussion of the issues.
Be Original.
Don’t use form letters or copy another person’s letter. It is better to make a short, original, and unique statement than to mimic someone else.
Time your letter to arrive at the key moment.
There are critical times in the legislative and regulatory process. Being too early in your contact will not help. Contact the NJPSA Government Relations staff for guidance. In fact, consider utilizing email to contact your legislator and state board member.
Thank your legislators when their actions meet with your approval.
They appreciate the support of the voting public and, like everyone else, like to hear good news instead of always the bad.