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Advocacy Toolkit: Writing a Letter or Email

A purple logo of the Minnesota State Capitol building.

WRITE A LETTER OR EMAIL

WRITING YOUR STORY

While in-person conversations are often the most impactful, writing a letter or e-mail to your legislator is another important way to connect with them.

ADDRESSING MEMBERS OF U.S. CONGRESS

To Your Senator:
The Honorable [Full Name]
Room #, Name of Senate Office Building
United States Senate
Washington, DC 20510

To Your Representative:
The Honorable [Full Name]
Room #, Name of House Office Building
United States House of Representatives
Washington, DC 20510

ADDRESSING MEMBERS OF MINNESOTA LEGISLATURE

To Your State Senator:
The Honorable [Full Name]
95 University Ave. W.
Room #, MN Senate Building
St. Paul, MN 55155

To Your State Representative:
The Honorable [Full Name]
100 Rev. Dr. Martin Luther King Jr. Blvd.
Room #, State Office Building
St. Paul, MN 55155

ADDRESSING MEMBERS OF NORTH DAKOTA LEGISLATURE

Each representative has an address in their district. The North Dakota Legislative Branch website provides specific mailing information as does the district finder.

WRITING YOUR LETTER OR E-MAIL

  1. State the main point of your letter in the first paragraph.
    If you are writing about specific legislation, include the bill number and if you support or oppose it. Keep your first paragraph to six sentences or less.
  2. Add a personal story.
    Use a personal story, facts, and other relevant information specific to your main point.
  3. Be brief and on point.
    Address only one issue per letter, and keep it to one page.
  4. Be timely.
    Hard copy letters are your best option if there is sufficient time for delivery. Most importantly, your letter or e-mail should arrive before action is taken on the issue. If you are unsure whether to use a letter or e-mail, call your legislator’s office and ask their staff how long it typically takes for mail to be processed through the mail room.
  5. Follow up.
    If you have not received a response within four weeks, follow up with a call to the legislator’s office. See the document titled “Calling Your Legislator” for ideas.