|
LETTER WRITING GUIDE
INTRODUCTION:
“Can my letter really make a difference?" It's a question often asked by people who feel the urge to write an elected representative, but are overcome with a sense of insignificance or feel intimidated by the requirements of protocol.
The answer, however, is YES! Your letter can make a real difference - especially in the hands of your MLA or a member of his or her staff.* In addition to the list of suggestions included on this sheet, the following ideas may encourage you to begin writing.
First, protocol may seem to be an insurmountable barrier of detail to master, but it is mainly a matter of manners - such as getting the MLA’s name right. While it is important to make an effort toward formal protocol, it is more important to be gracious, clear and brief. Making a good point is more important than getting the language to sound "parliamentary."
Second, making your letter serve more than one purpose is more effective than just dashing it off to salve your conscience. Take 30 seconds longer and send a copy of your letter to the provincial Attorney General, for instance, and to others who might get behind your idea - such as your own MLA. Maybe you could even take the time to restate your idea for the local paper's opinion page.
Finally, having a handy supply of paper, envelopes and stamps will ensure that you will be able to write when you feel the urge! Remember, you will make a difference.
* Estimates vary greatly, but an elected representative or government official usually is convinced that anywhere from a dozen to several hundred other constituents feel as you do if you took the time to write a personal letter.
Ten Tips for Writing an Effective Letter:
1. Concentrate on your own representatives. Know who your local MLA are. They have an obligation to consider your view.
2. Send a letter of your own composition. Mass-produced letters, postcards, faxes or e-mails that are part of a campaign or petition drive are usually not as effective, unless they are part of a provincial campaign organized by a well-recognized, credible organization. Your member or his/her assistants will measure your interest in an issue by the fact that you took time to inform them of your own convictions.
3. Be brief. Keep your letter to a single page. Letters that attempt to deal with more than one concern at a time are less likely to be read and receive a response. When referring to current or pending legislation, indicate the pertinent section of legislation or the number of the bill. Include appropriate statistics, facts or quotes.
4. State your opposition clearly and rationally. Avoid emotional arguments or language that is demanding or threatening. If you disagree with your legislator, say so, but your attitude should be polite and positive. You want him/her to think of you as a potential supporter.
5. Provide an alternative. Condemning current legislation or procedure is of little value if you don't have a reasonable option with which to replace it.
6. Be timely. The best time to write is when you first learn that the provincial legislature is going to consider the issue. By writing your letter before decisions are made, it is possible to encourage the legislator to take the right position.
7. Send copies of your letter to others. Copy your letter to other involved officials or individuals. Indicate to whom copies have been sent (cc:-) at the bottom of your letter. You can also fax or e-mail your correspondence.
8. Ask for a response. Politely request an answer to a specific question. A well-formulated question will often get a more personal response. Write a letter that cannot be answered by a computer and be sure to include your name and address on both the letter and the envelope. File a copy of your letter and any responses.
9. Request a Meeting. You may wish to try to arrange a meeting with your elective official, yourself, and one or two others who share your concern.
10. Say "well done" when deserved. Thank your legislator if he/she voted for your position on an issue, or for his or her hard work trying to represent your riding. Do this while the vote is still fresh in the member's mind.
|
