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What is a Letter writing Campaign?

A letter writing project is a technique of making her group’s voice heard on issues that are crucial to the health of your watershed. They space a way of informing chosen officials and also decision-makers of the implications of your actions and also encouraging them come act in accordance v the desire of your constituencies. In addition to targeting decision-makers, they have the right to be design to reach the media come publicize an issue, potential donors come your organization to help you raise funds, and also other like-minded establishments to encourage them come multiply her efforts.

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Why must I start a Letter writing Campaign?

Some believe that letter creating is a meaningless, feel-good exercise–that decision-makers perform as they please or as paid lobbyists suggest. The truth is that well-timed, informed, and clearly written letters have the right to have an affect on politics decisions. This is specifically true in the reduced echelons that government–at the state and local level. Even when elected officials determined on an worry or take away a windy position, letters let them understand the political expense of your decision. Numerous elected officials save track of how their ingredient would like for them to vote and therefore much more letters have actually a accumulation impact. Elected officials understand that there are fewer letter writers than voters, yet they likewise understand that those that execute write are much more likely come vote.

Another reason to interact in letter writing projects are that they are relatively simple come organize–an easy campaign can be arranged by one knowledgeable person in one day! Letter composing is likewise a good way to educate the publicly on issues, to obtain them to take it action, and also to help them feel involved. This is specifically important through citizens that cannot take part in physical repair events but still want to it is in involved. Finally, letter creating can an increase your group’s visibility–both v the letter writers and those receiving the letters. If your chosen official sees that your group is vocal and persistent, s/he will want to at least show up to listen to your perspective and perhaps also occasionally provide aid to your efforts.

Developing your Goals and Budget

In addition to the reasons mentioned above, a good reason to usage a letter writing campaign is that they can be a low cost technique to attain your goals. Putting together a letter writing project is a fairly inexpensive proposition, but the costs connected with them have the right to vary. Your objectives for your campaign will in component determine the prices of your creation.


Set her goals relying on the form of main that you space writing. For example, it may only take it twenty to thirty letter to influence a local chosen official, however to impact your representative in the national senate it may require numerous letters. Decide on the number of letters girlfriend want and also plan on reaching at least 30 to 100 times the many world in order to obtain the preferred volume of letters, especially if you suppose them to compose their very own letters fairly than just signing a pre-written one listed by you. Some example goals for a letter project might be:

Raising awareness in chosen officials and also the windy on a details threat to your watershedFighting because that or against a certain piece that legislationDeveloping a network the letter writers that will campaign officials about current issues when the need arisesEncouraging the media come cover worries of prominence to her watershed


The cost linked with starting a letter writing campaign can be together low together the price of press ink and computer paper (or also less if you desire to use email), however there are plenty of optional prices depending ~ above the form of campaign you want to put together and if you are occurring a permanent network of letter writers.

Some example expense include:

Paper: $4.00-$40.00 per ream relying on the quality of paperPrinting: 3 cents come a disagreement a page depending on if you room printing or copying it you yourself or having actually it excellent professionally and depending on the number of colors usedThe current price of stamps times the variety of letters you intended to send. Friend can additionally send letters with each other in one mail to reduced costs, however it is generally believed to be more effective if they room mailed separately.Internet access and internet site hosting: A letter writing project run by email and also automated letters have the right to be sent out from your net site if who in your group has web expertise. If you want to have actually a professional collection up your web site to send automated letter it will cost a couple of hundred dollars and perhaps some added hosting costs.


Although letter-writing projects are inexpensive, they room not conveniently financed. Many grantors will certainly not pay for political tasks so your initiative will most most likely need come be payment for through donations to your organization. Another method to reduce the expenses to your company is to spread the cost around to the people writing the letters. Most human being who are active enough to create a letter will likewise be willing to pay the price of a stamp to make certain that that is sent!

Steps for starting A Letter composing Campaign

There room several actions in putting together a letter composing campaign. Several of the steps can take time. Due to the fact that issues frequently arise unannounced and quickly and because they must frequently be comment to swiftly, the is best to have as lot work done in development as is possible. A typical campaign requires:

Researching and also knowing the issuePutting with each other background details to notify letter writersWriting a sample letter (or number of sample letters) because that letter writersResearch your elected officials–know on whom your campaign should focusGet the details out come the public–send the end emails come letter writers, set up letter composing tables at strategic locations, and/or host letter writing partiesMail the letters (or have the writers mail them) to her targeted officialsFollow up–both through the elected official and with the letter writers

Starting A Letter writing Campaign


Below is a basic list of products you will should put with each other a letter composing campaign.

ComputerPrinter and Ink or TonerPaper (preferably v letterhead)CopierEnvelopesPensStampsTables and chairsBanner (optional)Internet access and email (for email campaign)

Researching your Letter Writing campaign Issue

The most important component of a letter writing campaign is knowing this issue. A great campaign will demonstrate to your chosen official, to the general public, and also to the media the your organization knows the details the the issue at hand. This will help give your organization credibility and also name recognition for every involved. A poorly researched project can have the opposite effect.

Research is other that have to be done lengthy in advancement of the campaign. Your organization must follow the problem as that evolves and know the various perspectives the those associated with the topic. As soon as the issue is comes to a head is not a time to start learning around it. Except in rarely cases, stay away from leading letter writing projects that your team does not recognize intimately.

As the worry evolves, keep notes with an eye to top a letter writing campaign. Compile estimates of parties for and against the issue and also outline a background paper for those who you will be asking to compose letters. Give them all sides of the issue and emphasize why you have chosen the place that you space pushing.

Researching Your elected Officials and also Decision Makers

This is one more step that can and also should be excellent in advance. Your group should save a list of elected representatives and decision-makers for your watershed and also their contact information. Along with this details you should compile data on what committees they sit on and also chair and/or their responsibilities. Together you room considering what place your group will take on an problem you should also be considering who you must be composing to express her opinion. You might want to draft number of letters to different decision-makers maintaining in mental their particular point of view.


This information is crucial because that does not carry out anyone any an excellent if the campaign is no directed at the appropriate officials. For instance if you direct a project to clean out storm water catch containers at the head that the Water and also Sewer Authority and also this work is actually brought out by the room of public Works, you have wasted your time. Remember that your regional representatives frequently wear numerous hats and also has different staff because that those different roles, therefore be sure you do the subject of the letter quickly known so the it is directed to the appropriate person.

If you space writing a member the Congress, remember the they frequently have several offices to which correspondence can be directed, consisting of the personal office and the workplaces of the several committees top top which that or she sits. This is vital because the congressperson is unlikely to actually check out the letter. Instead, it will certainly be tackled by your staffers. The personal office is involved with the political survive of the member, and much that their occupational is concentrated on constituent service. If you are writing as a constituent, an especially as a support or as a project contributor, the letter will normally carry certain weight with personal staff. The personal office additionally helps the member address the myriad of issues that come to the floor for controversy or votes every day, tracking them and weighing them against the member’s views, politics interests, and commitments. If a bill of attention were the end of committee and headed to the floor because that vote, they are the suitable people to write and also say whether you would choose it happen or not.

Most that the actual work of crafting legislation takes ar in committees, commonly in subcommittees. If you room trying to influence exactly how that procedure goes, you have to write come the committee, generally the committee chair and also ranking minority. Often that human will no be your own representative, and also generally you will write to them as an professional or as an official or unofficially representative the a wider group that stakeholders. These letters have tendency to be an ext elaborate, containing an ext detailed arguments and also examples.

Writing your Background Material and also Sample campaign Letters

The problem you room interested in is currently being considered and also the hour is now at your disposal to begin your letter composing campaign. The first step is come finalize the background information that friend will carry out your letter writers. You have actually two competing goals below – you want to be brief, however you desire to be as thorough as possible. Try to give the writers information on every sides the the problem so the they will be able to write more informed letters, however emphasize why your group has determined to come down on the next of the worry you have actually chosen. Try to administer this info in one web page or less.

You are currently ready to write sample letter to your targeted decision-makers. Again, you have actually two conflicting needs and also you must discover the suitable balance. The very first is the require for an individual letters. One individually composed letter will pack more of a punch 보다 a form letter. Top top the various other hand, you desire to do letter writing as straightforward as possible for your campaigners. One systems is to provide your letter writers with one or numerous sample letters that they have the right to then personalize.

What should a good letter have? The ideal letters come decision-makers are brief and to the point and are structured to encompass four points:

Who space you and what is the worry you are writing about?What space your points of concern?What new information deserve to you burned on the debate?What are your references for action?

You very first want to determine yourself and your organization. You have the right to be writing from much more than one role. Room you a(n):

Constituent – a voter telling your representative her views of part issue.

Stakeholder – someone directly impacted by a decision.

Expert – a human being who has committed knowledge about the worry being considered.

Representative – someone expressing the watch of the group for i beg your pardon you are speaking.

Other creating Tips

Keep the Brief–If possible keep your letter come one page or less and also focus top top a single subject.Get come the Point–Summarize your position or request in the very first paragraph and also use the rest of the letter because that explanation and also supporting information.Ask for specific action–Support or protest a certain issue or action. If possible, refer to any legislation by name and number and summarize what it is for.Be Factual–Don’t dilute her credibility with arguments that can not be substantiated.Personalize her Message–Explain just how the issue impacts you, her family, organization or community.Thank the Decision-Maker–Thank them for your time and also attention.Ask for a Reply–Do this to ensure that your letter is no ignored.Address the Letter Appropriately–Letters to chosen officials should be addressed to “The Honorable (first name) (last name). The salutation need to read “Dear (elected position) (last name)”.

Implementing her Letter composing Campaign

Now that you have actually your letters and materials completed, the is time to walk out and also get rather to authorize on to your campaign (literally!). There are numerous ways to acquire the windy to create letters for her effort and the an approach that you use will adjust from campaign to project depending on her needs and also goals. Usage your imagination to come up v inventive approaches for getting human being to assistance you cause. Some methods include:

Host a Speaker–Schedule a speak or event around your topic, then organize your letter composing event directly after.Meet the public–set increase tables at events and public areas like movie theaters and also grocery stores. Pick venues whereby your target audience is likely to be. For example, if your campaign is against a advance in a certain neighborhood, walk to their community association meeting.Letter composing nights–have a party and also invite every one of your friends to come over and also write a letter. Reap some alcohol or beer and also spend a tiny time functioning on the letters and stuffing and also stamping envelopes.Make the letter an open up letter–make a gigantic copy of the letter and also ask civilization to sign it. This renders the letter signing a publicly event. It will aid build your group’s image and also increase its affect in future issues. If you are using an open letter, consider making copies of it and also sending it to your regional newspaper come be printed in the letter’s web page or together a paid advertisement.Find a star–if you think girlfriend can discover a celebrity come side v your effort, that may have a bigger impact. This is especially true if her “star” is ready to speak to the media about the concern you space working on. If this is the case, take into consideration organizing a public signing occasion for the media come cover. One renowned person deserve to have the influence of hundreds of consistent citizens.Make it an internet campaign–if you have actually a team of active writers, email them around the issue and also send lock a sample letter so that they have the right to either email it ~ above to your decision-maker to publish it and mail it to them. The is best if it is printed and also mailed and it is even far better if the letter is personalized.

No matter how you technique your campaign remember the following:

The an essential to the success the a letter writing campaign is volume. After the main reads the very first letter, s/he will conveniently realize the each succeeding letter is a part of a campaign. The total number of letters will illustrate the level of concern.The less complicated you make it for people to compose letters, the much more likely they room to write. This is just one of the factors that email works, due to the fact that it is much much easier to get civilization to send an e-mail than a letter. If you space going to ask human being to write the old fashioned way, provide them with file and pre-addressed envelopes. Questioning the authors to do a donation come cover expense of your mailing.Keep your initiative focused. Don’t attend to several problems in one letter; focus exclusively on a details piece of legislation or an accurate watershed issue.Ask your letter writers to administer you with their email and/or mailing deal with for future campaigns, donations, and also restoration work. This means you are not only gaining them to write a letter, you are recruiting castle for her organization.Attempt to monitor how countless letters were sent. This is easier if you space mailing the letter or if girlfriend have set up a letter writing table. It is more complicated if your campaign is being waged top top the internet. If your writers are send letters by email, asking them come CC friend on the email or come let you understand if and also when they wrote.

Following Up

Letter composing is not favor most environmental efforts. Because that example, volunteer tree planters can see the fruits of their labor as soon as the work is done. In ~ the end of the day, your volunteer writers will not view if their efforts have succeeded or failed. You have to follow up with them to let them know how the project turned out. This is an additional reason to make sure to acquire their contact information.

In bespeak to have the ability to let her volunteers know how the campaign went, you may need to follow up your efforts as well. If your efforts were aimed on passing or defeating a details bill, friend will have the ability to easily gauge your success. If you to be aiming at an altering a policy, you may need to call the decision-maker you were composing to check out if your efforts made one impact. If girlfriend were effective in transforming an official’s mind, send them another letter saying give thanks to you. These letters are couple of and far in between for chosen officials. They will remember you and also it may assist in future efforts.

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Take it a step Further

If you have a database that passionate volunteers, have them speak to their chosen official come express your opinion for certain legislation or action. Carry out talking points and a suggested script for the volunteer. Knowing that a constituent is passionate enough around an issue to choose up the phone have the right to go a long means in convincing chosen officials to vote in your favor.


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