Writing Effective Letters

It’s impossible for legislators to know how every bill they pass will affect your business. A well-written letter will often help lawmakers understand these critical elements of pending legislation. If you are not able to personally meet or speak with your legislators, a letter can effectively deliver your message before they take a position for or against a particular bill.

The following tips should guide you in preparing an effective letter. Remember, if you get to know lawmakers on a first name basis, your letters will have an added impact.

When Composing a Letter–

•	Never make threats or promises.
•	Don’t pretend to have vast political influence.
•	Avoid becoming a constant “pen pal,” writing on every issue being debated.
•	Don’t demand a commitment.
•	Never use form letters. The Ohio Chamber can provide sample letters that may be personalized to meet your needs.

Effective Techniques–

•	Try to limit your letter to one page.
•	Use your elected official’s full name. Spell it correctly, using the proper salutation and address.

For a state senator – The Honorable John Smith Ohio Senate Statehouse Columbus, OH 43215 Dear Senator Smith:

For a state representative – The Honorable John Smith Ohio House of Representatives Statehouse Columbus, OH 43266-0603 Dear Representative Smith:

The Ohio Chamber’s Legislative Directory provides you with a complete list of names and addresses.

•	Identify the specific bill or bills you are writing about by using the official bill numbers (e.g., HB 215). The Ohio Chamber’s online bill tracking service – LegiSeek™– can update you on the status of many critical business-related bills.
•	Use facts to validate your letter, providing specific examples of how a legislative proposal will impact your business and employees. Legislators find good examples of a proposal’s ultimate effect to be most helpful and persuasive.
•	Mention your involvement with the Ohio Chamber of Commerce. This connection will help reinforce the message our governmental affairs staff may concurrently be delivering on the same legislation
•	If it’s appropriate, mention that you’ve talked with a member of the elected official’s staff and include their name in the letter.
•	Clearly state the action you would like your lawmaker to take on the bill (e.g., please vote against HB 215).
•	Offer to be available to further discuss the legislation or answer any questions the legislator may have.