Letter Writing Tips

During the legislative session, much of your representative's time is spent at the capitol, so most of your communications should be sent to that address. When writing to a legislator, it is important to keep the following guidelines in mind:

• Use your personal or company stationery. Include your return address on the letter, if it is not on the letterhead.
  
• State the reason for writing. When you extend an invitation to participate in a special event or request a meeting, suggest a time and date, or several dates, for the visit. Be flexible. Also, indicate how much time you would like with the legislator and explain the purpose of the meeting.
  
• If applicable, provide brief background information about your practice or business/industry.
  
• Keep your comments short and to the point. If you are writing to express your views, address only one issue per letter.
  
• Identify the subject clearly. If the bill number and title are available, use them to identify proposed legislation and indicate which committee or subcommittee is working on the bill.
  
• If you are communicating your views about an issue, explain how the issue would affect you, your clients, your livelihood, and any specific impact it would have.
  
• If you know where your legislator stands on the issue, acknowledge this position in your letter. If it concurs with your own, don't spare the praise. If it conflicts with your view, be courteous but do not hesitate to state your beliefs and request that the legislator reconsider his or her position.
  
• If you have written previously on the same issue, acknowledge any reply you had received. Don't write so often that your letters become annoyances.
  
• Don't be threatening. Be reasonable, courteous, and respectful in all communications.
  
• Be constructive. If a bill addresses a problem but seems to put forth the wrong solution, propose constructive alternatives.
  
• Avoid form letters and trite phrases and sentences that give the appearance of form letters. Communications that are written in your own words reflect your personality. Always type your letters.
  
• Don't forget to write when your legislator does something that deserves approval or thanks.
  
• Write to express your disappointment when the legislator fails to support your position on an issue. Let the legislator know that you are attentive to his or her actions. Don't be rude.
  
• Always bear in mind that the legislator may support your view on future issues.
  
• Address the letter correctly. On the envelope and on the inside address refer to the elected official as "The Honorable [name]."

Addresses

For a member of the Pennsylvania House of Representatives:
The Honorable (name)
Pennsylvania House of Representatives
PO Box 202020
Harrisburg, PA 17120-2020

For a member of the Pennsylvania Senate:
The Honorable (name)
Pennsylvania Senate
Harrisburg, PA 17120

Salutations

Your greeting at the opening of the letter should read:
Dear (Representative or Senator) (name):

When writing to the chair of a committee or the Speaker of the House, it is proper to address them as Dear Mr. Chairman or Madam Chairwoman; or as Dear Mr./Ms. Speaker.