Sample Letter to a Legislator or State Representative - Writing, Sending Email, and Calling Tips

Sep 16, 2026

A ready-to-use template for writing to a legislator or state representative, including a complete letter structure with placeholders for date, recipient, subject, personal identity, district connection, reasons for support or opposition, a personal story, and a clear voting request. Guidance follows for proper salutation, concise one-page messaging, personalization, and including contact details and signature. Additional sections explain effective use of email communication and phone calls.

LanguageEnglish

CategoryLetters

FormatPDF

Pages2

Reading Time1 min

AccessFree to download

Letter Template

Header and Subject Line

Body Paragraphs and Voting Request

Closing and Signature

Tips for Sending

Writing a Letter

Sending an E-Mail

Calling a Legislator

Sample letter you can use to write your Legislator or State Representative (Month) (Day) (Year) The Honorable (First name) (Last name)(Room Number), House Office Building City, State (Zip Code) RE: (state the topic or include the bill number, author and subject if you are writing to support or oppose a particular legislative bill) Dear (Representative/Senator/Congressman or Congresswoman) (Last name): My name is (your first and last name) and I am a regional center consumer (family member /service provider/advocate/community member) who resides in your district. (State why you support or oppose the bill or other issue here. Choose up to three of the strongest points that support your position and state them clearly. ) (Include a personal story. Tell your representative why the issue is important to you and how it affects you, your family member and your community.) (Tell your representative how you want her or him to vote on this issue and ask for a response. Be sure to include your name and address on both your letter and envelope. ) Sincerely, SIGN YOUR NAME Print your name Street address City, State, Zip code TIPS FOR WRITING, SENDING AN E-MAIL OR CALLING A LEGISLATOR Writing a letter to a legislator Use the proper salutation, for example: The Honorable (first name) (last name) Address City, State, Zip code Dear (Assembly Member / Senator) (last name) Be courteous and informative in your communication. State the purpose of the letter in the opening sentence and if you are referring to a bill, include the bill number, author and topic. If you live in the elected official’s district be sure to say this in the opening paragraph as well. Focus on the message and key points. Personalize the letter by including examples of how the legislation might impact you and your family. Keep the letter brief – not more than one page. Restate your request at the end of the letter, for example urging them to support or oppose the bill. Thank the legislator for his or her support and offer to address any questions that he or she might have. Be sure to include your contact information, and sign the letter. Sending e-mail communication to a legislator The same guidelines apply to e-mail as to written letters. Before sending an e-mail, you might want to call the legislator’s office and ask if a letter sent by e-mail is effective. If you do send ane-mail, send it to the representative. Do not copy other representatives or send a mass e-mail. Make it a brief message with no special layouts or graphics. Do not include attachments. Include your full name and address so it is clear that you are a constituent, and ask for a response. You might also want to send a hard copy of your e-mail to the legislator. Phone calls to a legislator State your name and address and identify yourself as the legislator’s constituent. You will often be speaking with a secretary or aide. Briefly make known your position as they keep track of the issues that people call about to report to the legislator. Have your thoughts organized in advance, which will help you to keep the call brief and to the point. It is also very helpful to share how the issue affects you personally. Thank them for their support.

FAQs

What key information should be included in the letter to a legislator?

Include your name and address, the recipient’s proper salutation, the topic or bill information, why you support or oppose the issue, a personal story, and a specific request for how the legislator should vote. Finish with a sincere closing and your signature.

How should the subject and opening paragraph be written if referencing a bill?

State the topic and include the bill number, author, and subject when supporting or opposing legislation. If you live in the official’s district, mention that in the opening paragraph as well.

What are the recommended guidelines for contacting a legislator by email or phone?

For email, keep it brief, avoid special layouts or graphics, do not include attachments, and include your full name and address while asking for a response. For phone calls, state your name and address, identify yourself as a constituent, explain your position briefly, and share how the issue affects you personally while thanking them.

Sep 16, 2026

Upload by Riley West