LETTER AND EMAIL WRITING

 

Letter writing at a glance:

 
 

1. Decide on the Recipient

Identify the name, title, and address of the official who will make the decision about your ODS  issue. Check to be sure that all names are spelled correctly, you are using the official’s preferred gender pronouns, and that you have the proper address.

 

2. Open the Letter in an Official Manner

If you are writing to an elected official, show respect for the position by using the title of the office such as “Representative” or “Senator” or “Superintendent” or “Dr.”, and the official's last name. In any other letter, use the familiar "Dear" and the official's first and last name.

 

3. Explain the Purpose for your Letter

Begin your letter outlining your concern. Tell the person why you are concerned or pleased that a particular decision is being considered, or should be considered.

 

4. Summarize your Understanding of the Issue/Decision Being Considered

State the general impact that you expect to occur if a particular decision is made.

 

5. Describe what any Changes will mean to you, and to others

Describe specifically the positive or negative effects the decision will have on you personally and on those you represent. The more people affected by the decision, the more convincing you may be.

 

6. Identify Others who may be Affected by this Decision

 

7. Acknowledge Past Support

 

8. Describe the Action you Hope the Official will take

Tell the official which, and how many people will be affected. Statistics can be very helpful here.

 

Mention appropriate actions and decisions the official has made in the past and express thanks for them.

 

State specifically what action you (and those you represent) hope the official will take--and by what date, if there is a deadline.

 
Person writing in a notebook with glasses and a mug on the table.

Person writing in a notebook with glasses and a mug on the table.

9. If you have written a letter that opposes some action, offer an alternative

This is an additional opportunity to be clear about what action you would like to take place, and reiterate the benefits of your request. Make the case FOR your alternative, rather than focusing on the negatives of that which you oppose.

 

10. If you have time and are committed, ask how you can help

Decision-makers are encouraged by people who are willing to help with an issue.

 

11. Close and sign your letter

Thank the official and sign your full name. Make sure your mailing address, email address, and phone number are included.

 

12. Proof your letter for spelling, grammar, and more

Have someone review the letter for spelling, grammar, tone, and messaging. While correct spelling and grammar won't do the job by themselves, they can help. It never hurts to have another set of eyes to look things over! Why not give your letter every possible advantage?

 
 
 

Other ways to use your writing skills to advocate for Outdoor School

  • Letters to the editor

    • Do you love writing and want to share the importance of Outdoor School with your community? Write a letter to the editor at your local paper and send it to us so we can feature it on our website!

  • Letters and art from students

    • Student letters and artwork are a great way to make an impact on legislators! Send us a photo of the letter or artwork you’re sending to your legislator or send it to us and we’ll hand-deliver it for you.

  • Write thank-you notes to decision-makers

    • Write a thank-you note to your legislator to share what Outdoor School means to you and how it has positively impacted your life. Be sure to include a thank you for their continued support! Make a thank you sign, a piece of art, or take a photo from Outdoor School. Get creative! Take a picture of your thank you note and email it to Friends of Outdoor School, then send it to your legislator. Better yet! Send your creation to us and we will hand-deliver your message for you.