A well-written and constructed letter to policymakers is an important part of influencing legislation and can be written to voice either support or opposition. It is suggested that all members with an interest in particular legislation send individual letters rather than form letters.

If writing about an AIMBE legislative priority, be sure the view expressed is consistent with AIMBE policy. Of course, any citizen may send a personal letter to a representative advocating a personal opinion or point of view but you can only speak on behalf of AIMBE if your information is consistent with AIMBE position statements and guidelines.  Please contact the AIMBE office at 202-496-9660 if you need assistance

• Write early – Begin to encourage approval disapproval of a bill while it is in committee, if possible.
• Identify yourself – Let the reader know if you are writing on your own behalf or as a representative of an organization.
• Put your return address on the letter because envelopes are often discarded.
• Identify your issue – Do this right up front. Include the bill number and subject matter.
• State your position – Also try to do this up front when you identify the issue. For example, “I am writing to request your support for House Bill 1212 which requires reporting of hospital-acquired infections.”
• Establish your credibility and expertise – Let them know your professional credentials and years of experience. Be sure to communicate that you are a registered voter from his/her district.
• Be brief – Keep the letter to one page. If your background information or supporting material is lengthy, attach it as a separate, supporting document to the letter.
• Use facts – Facts will validate your position. Numbers and statistics are very persuasive but don’t overload the letter with them.
• Be reasonable – Be firm, confident, positive, and courteous but do not give the reader an ultimatum.
• Use personal/human terms – Don’t fill the letter with jargon; it will distract the reader. Add a short personal story to tie the issue to a real problem.
• Ask for a reply – Indicate that you would appreciate a reply containing the reader’s position on the issue.
• Follow-up – If the decision-maker proceeds in a manner that pleases you on an issue, express your gratitude with a thank-you letter or offer to provide support to them on other issues. On the other hand, if you believe the decision-maker has acted contrary to your interest, let them know politely.