A LETTER-WRITING TUTORIAL
6 TIPS on HOW TO WRITE TO GOVERNMENT BUREAUCRATS AND
POLITICIANS
By Del Albright
“You can’t convert a snake into a statesman by simply
snipping his fangs; the instinct to bite will always be there!” (Del Albright
quote).
How on earth do you capture the attention of a bureaucrat
so that your recreation-oriented letter doesn’t end up in the proverbial
“stack” of unread letters? Perhaps it’s not fair to say unread; let’s say “sort
of read but unheeded.” Here’s how: tell
them about the snake.
I’ve been writing letters to bureaucrats (and happen to
have been one), so I’d like to offer some advice. Oh, you ask, what the heck is
with the snake business at the start? Well, that’s a phrase I coined after
watching some of our politicians in action. Mostly, it’s there to get your
attention, so you’ll read this article!
Tip #1: NAIL IT UP FRONT. The
first tip for writing letters to bureaucrats (including elected officials) is
to get their attention up front -- make your point in the first sentence. If
you place yourself in the shoes of an ostensibly busy government official,
perhaps reading tons of mail every day, and nowadays maybe even spending hours
reading emails, then you’ll soon realize that there just isn’t enough time in
the day. If a letter doesn’t hone right in on the salient points, those points
might be missed.
My suggestion is to start your letter with your primary
reason for writing. For example, if you’re going to write to your elected
official to say that you’re opposed to a piece of Wilderness legislation that
is going to close a bunch of roads, then start by saying so: “I am writing to
let you know that I oppose (whatever) legislation.”
Tip #2: SAY SOMETHING NICE. Immediately
after stating your position, you may want to say something nice. A lot of times,
it really pays to complement the efforts so far, if appropriate. It lets the
reader know that you’re not just slamming their current work.
It might read like this: “I appreciate the time and
effort you and your staff have devoted to this issue, and I know you have given
this (whatever) a lot of thought.” By doing this, you acknowledge the fact that
they’re not just sitting around playing cribbage. Then, move on to some bullet
point-type facts that are substantive to the issue.
Tip #3: LAY OUT YOUR FACTS. Now,
you need to lay out your facts in simple form -- easy to read -- visually
capturing. And believe me, as a (retired) 30-year bureaucrat, I can attest to
the visual effect of bullet points in a letter. And you must have concrete
“stuff” to offer – facts, figures, and your personal experience with
substantive issues. Bullet point work to do this because:
* They stand out and get the point across quickly.
* They draw the eye to focus on them immediately as the
salient points.
* They are easy to find again when the reader wants to
refer to your letter.
You can also use numbers if you want to show some sense
of priority. But the point is, make your key messages stand out in the letter.
Then, after you bullet point your key facts, elaborate on each one in
succeeding paragraphs.
Tip #4: GET PERSONAL ABOUT YOU. Depending
on the topic, you may have to establish your credentials at this point (or even
earlier on if that works better). If you are experienced in your sport, let the
reader know your background. If you are a member of an organization, then point
it out.
Tip #5: CLOSE WITH A SUMMARY. Close
your letter with a summary of the key message you’ve presented and, of course,
your specific request for their action. Many bureaucrats will read the opening
paragraph, the bullet points, and the closing sentence or two. This is called
“speed reading” to some folks.
It’s more like “convenience reading” to me. But this is
what it might sound like: “Let me close by restating that I very much oppose
(whatever legislation) because I feel this legislation really denies the public
the opportunity to enjoy our public lands, and I request that you vote against
it when it comes before you.”
Tip #6: PLEASANT SALUTATION. Lastly,
it never hurts to leave the reader with a pleasant salutation and an offer to
help. For example, you might say: “Thank you for your time. If I may be of some
help to you on this issue, please let me know.”
Further, if you want to be included in future mailings or
be notified of any actions affecting your area of concern, include that comment
in the salutation.
Learn more about letter writing, landuse, politics, dealing with bureaucracy and more
Here is a sample letter:
****************************************
The Honorable <Congressperson>
Address
Washington DC 00000
Dear Congressperson ______:
I am writing to let you know that I am opposed to any
legislation that might close roads in the southern California desert. I
appreciate the efforts of you and your staff thus far with all the legislation
that has come before you. I know you are working hard to keep the interests of
the public first in your mind. However, there are too many bills before you now
that are threatening to take away our rights to use public land.
As I see it, there are three important points that you
should consider:
1. The opportunity for motorized recreation has been
severely limited by previous legislation; nearly ____ miles of roads have
already been closed;
2. The number of backcountry recreationists and off-road
enthusiasts is growing every day; nearly a __% increase in our local club
alone.
3. Many of the roads in the desert have been there since
the late 1800s and early 1900s and are the only realistic way to see the many
historic and cultural resources in the backcountry.
I have been exploring the backcountry for over thirty
years. I have yet to place a tire where it didn’t belong. I want my children to
enjoy the same opportunities to explore the desert and its vast expanses of
scenic wonder -- by vehicle. Most of us who adventure in the backcountry are
responsible recreationists and deserve the right to continue our sport.
I am a member in good standing of XYZ clubs and
organizations. We recreate responsibly and live by a code of ethics.
Let me close by saying again that I am opposed to any
legislation that might close any more roads in the southern California desert.
I request that you vote against any such legislation. I would also like to be
included on your mailing list and notified of any actions that affect this
area.
If I may be of any help or provide you with any further
information, please do not hesitate to contact me. Thank you for your time.
Sincerely,
You....
and your phone number, email address, and address.
******************************
Here is a summary of the tips I have offered you:
1. State your key message right up front in the first
sentence.
2. Say something nice and acknowledge previous and
ongoing efforts.
3. Lay out your facts in bullet point form; be
substantive.
4. Establish your credentials (if necessary).
5. Close by summarizing your key message and requesting
specific action.
6. Include a pleasant salutation and a sincere offer to
help.
##
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