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• Section 1. Writing Letters to Elected Officials

Chapter 33 Sections

• Section 2. Writing Letters to the Editor
• Section 3. Criticizing Unfavorable Action
• Section 4. Filing a Complaint
• Section 5. Seeking Enforcement of Existing Laws or Policies
• Section 6. Using Personal Testimony
• Section 7. Lobbying Decisionmakers
• Section 8. Establishing Lines of Communication with the Opposition's Traditional Allies
• Section 9. Conducting a Petition Drive
• Section 10. General Rules for Organizing for Legislative Advocacy
• Section 11. Developing and Maintaining Ongoing Relationships with Legislators and their Aides
• Section 12. Registering Voters
• Section 13. Conducting a Public Hearing
• Section 14. Organizing Public Demonstrations
• Section 15. Seeking a Negotiator, Mediator, or Fact-Finder
• Section 16. Initiating Legal Action
• Section 17. Organizing a Boycott
• Section 18. Organizing a Strike
• Section 19. Using Social Media for Digital Advocacy
• Section 20. Advocacy Over and For the Long Term
• Main Section

What is a letter to an elected official?

By now you are probably looking for ways to get your issue noticed by people who have the power to help you. To get the best results, you will probably want to try several of the direct action methods discussed in this chapter. In this section, we will show you the best way to write a letter to your elected officials.

A well-written personal letter may be the most effective way to communicate with elected officials. They want to know how their constituents feel about issues, especially when those issues involve decisions made by them.

Your elected officials usually know what advocacy groups are saying about an issue, but they may not understand how a particular decision affects you. A well-written letter describing your experiences, observations, and opinions may help persuade an official in your favor.

Until a short time ago, you had two options if you wanted to contact an elected official: telephone and the mail. In the last several years, e-mail has been added and become the medium of choice. It’s fast, it gets read, and – at least in the U.S. – virtually all elected officials, from town councils to the President, use and welcome e-mail communication. Any guidelines for writing letters in this section – the style to use, the information to include – apply to e-mail as well. A letter to your Congressman, whether it’s sent through the post office or electronically, should be formal and as well-written as you can make it. A political communication, to be taken seriously, should send the message that you care enough about the subject to take some care in writing about it. In the days before e-mail, officials generally considered letters more important than phone calls, because they took more thought and effort. A proper e-mail letter carries the same message – this person has really thought about this, and has put some work into sending his opinion.

Why write to elected officials?

Maybe you're not convinced that writing a letter to your elected official is the best way to spend your time. There are several reasons it’s worth your while, including:

• To explain to an official how a particular issue affects you or your group.
• To express support for a proposed law, policy, or course of action.
• To oppose a proposed law, policy, or course of action.

In any of the above cases, the letter may include information about the issue that the official may not have, or suggest an alternate course of action that she hasn’t previously heard about.

• To demonstrate to an official that his constituents are aware of an issue and have a real interest in the outcome.
• To inform an official about an issue or situation, giving background and history that she may not have.
• To attempt to persuade an official to vote in a certain way on an issue, or to take other related action.
• To build your reputation as a thoughtful person in the eyes of the officials, and thus make your criticism or support more influential, or to put yourself in the position of the person to be consulted when the official needs information about your issue.
• To request a meeting to discuss the issue or some related matter of concern.
• To thank an official for support given, or action taken.
• To criticize an official for a past vote or action.
• To put an official on notice that you and your group are watching his actions, and that he needs to take your votes into account at election time.
• To ask an official to state her position on a particular issue, or to reveal her voting record.
• To ask for help or support.

This type of letter often falls under the heading of “constituent support,” and concern individual problems with government – being denied military disability payments, for example, or being singled out for harassment by a local official.  The reason it’s included in this list is that it can sometimes lead an official to work to change procedures, policies, or laws that discriminate against or make life harder for a whole class of people – veterans, farmers, widows, etc.. Another purpose of this type of letter is to enlist the official’s support in a community or larger initiative of some sort.  This may be a request that he become a legislative champion for the effort, that he simply lend his name to the initiative’s list of public supporters or sponsors, or that he serve on a board or steering committee for the effort.

The letter may include information about the issue that the official may not have, or suggest an alternate course of action that she hasn’t previously heard about.

This type of letter often falls under the heading of “constituent support,” and concern individual problems with government – being denied military disability payments, for example, or being singled out for harassment by a local official. The reason it’s included in this list is that it can sometimes lead an official to work to change procedures, policies, or laws that discriminate against or make life harder for a whole class of people – veterans, farmers, widows, etc..

Another purpose of this type of letter is to enlist the official’s support in a community or larger initiative of some sort. This may be a request that he become a legislative champion for the effort, that he simply lend his name to the initiative’s list of public supporters or sponsors, or that he serve on a board or steering committee for the effort.

When should you write letters to elected officials?

When would you want to write that letter? Whenever an issue arises that concerns your group, but especially when:

• You want an official to consider a certain action or policy (e.g., increasing funding for a program for senior citizens).
• There is an upcoming vote on a policy that concerns your group. Letters are most effective when the vote is about to be taken. This is a good time to use e-mail.
• You want to respond (positively or negatively) to a completed action or a change in policy (e.g., enacting a law that requires people to wear seatbelts).
• You want to point out a deficiency or need in a particular area (e.g. more public transportation to the community health clinics, more police patrols through your neighborhood).
• You need information (e.g. about what happened the last time a certain issue came up for a vote).
• You need advice (how to approach another official, what kind of event will attract large numbers of officials to take notice, etc.). In this instance, you’d probably be writing to an official that you’ve already had positive contact with.

Another way to look at this question is to think about when a letter will have the most effect. There are particular times when letters are more likely to be carefully considered, and when officials are more likely to be responsive.

• Just before an election. Most elected officials become extremely anxious to please when they’re running for reelection.
• Right before an important vote. Officials will usually be receiving communication from many people on both sides of the issue when an important vote is coming up, so this is an especially crucial time to let your opinion be known.
• Just before and in the midst of the budget process. One of the most important things that legislators, town councils, and some other bodies do is set the budget for the coming year. Whether your concern is local, regional, state or provincial, or nationwide, most of the coming year’s policy and action related to health and human services, the environment, public safety, education, transportation, and a number of other important issues is determined, not by laws, but by the amount of money allowed for them in the annual budget. If you have priorities for funding, now is the time to make them known.
• Immediately after an official has done something you approve or disapprove of. There are two reasons why this communication should be immediate. The first is so that the action is still fresh in the official’s mind, and he can respond to your support or criticism. The second is that he will be hearing from folks on the other side, and he needs to know either that not everyone approves of his action, or that, regardless of all the negative letters, there are people out there who think he’s doing the right thing. Officials need to know who supports or objects to which of their positions. It can help them continue to work for the things you care about in the face of opposition, or can push them in that direction if they’re not doing it already.

The really crucial times to write this sort of letter are when an official is under attack for doing something you believe in – think of officials in the American South in the 1950’s and ‘60’s who supported racial integration – or has just done something outrageous – given out a billion-dollar contract in return for a huge bribe, for example. In either of these cases, the official needs to know either that you support her wholeheartedly, and will work to help her, or that you want her to resign now, and will work to have her prosecuted and jailed.

How do you write letters to public officials?

So how do you write letters to public officials, anyhow? We have a number of guidelines that should help you not only write the letter, but increase the chances that it will be actually read and taken seriously.

Decide on the recipient.

Get the name, title, and address of the official who will make the decision about your issue. Watch to make sure that all names are spelled correctly and that you have the proper address. An incorrect name counts against you. An incorrect address may mean your letter might not arrive at all.

If you’re concerned with politics or issues at all, you should make it your business to know the names and contact information (address, office phone, and e-mail) of all those who represent you, from the most local to the federal government. In the U.S., at least, you can get to know your representatives at any level of government if you make the effort. If you’re an activist, you may meet with them, or at least speak to them or their aides fairly regularly. If that’s the case, letters from you will be taken seriously.

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, and the official's full name. In any other letter, use the familiar term "Dear," the title Mr., Mrs., Ms., Miss, or Dr., and the official's full name.

Example: January 5, 2008 Title [Name of Representative or Senator] House of Representatives [OR] U.S. Senate Office Address Washington, D.C. 20515

Explain the purpose for your letter.

Let your reader know immediately what your letter is about. Tell him/her why you are concerned or pleased that a particular decision is being considered.

Example: The proposed increase in the gasoline tax will make the cost of transportation unreasonably high for commuters in the metropolitan area.

Summarize your understanding of the issue/decision being considered.

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

Example: The creation of a peer-counseling program at our high school will help reduce the number of teen pregnancies in our community.

Explain your position on this issue.

Describe in detail why you feel the decision made will lead to the impact you foresee.

Example: This will provide opportunities for our high school students to discuss pressures they experience with their peers at this critical time in their lives.

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.

Example: This program will help provide career opportunities for teenagers in our community.

Identify others who may be affected by this decision.

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

Example: A recent study showed that 80% of minors who smoke obtain cigarettes at stores that do not ask for any identification. Increased enforcement of the existing laws prohibiting tobacco sales to minors could significantly reduce the rate of smoking among our youth.

Acknowledge past support.

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

Example: We appreciate your past support of the bill protecting the rights of emergency medical crews to not be tested for HIV.

Describe what action you hope the official will take.

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

Example: We hope you realize the best course of action to protect our community's infants and young children is to vote "yes" to House Bill #689b.

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

Example: I believe that rather than increasing the number of police cars patrolling our neighborhood, a cheaper and more effective alternative would be to work with our community to develop a community-policing program.

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

Example: Our group is more than willing to explore the various options in helping make our community a safer place to live.

Close and sign your letter.

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

Check your letter for spelling and grammatical errors.

Correct spelling and grammar won't do the job by themselves, but they can help. Why not give your letter every possible advantage?

Letter-writing campaigns

So far, we’ve discussed individual letters. A letter-writing tactic that can be particularly effective is a letter-writing campaign, where dozens, hundreds, or even thousands of people write either to the same official (if they’re all in, or somehow represent people who are in, her district) or to many officials about a specific vote, policy, or budget item. This can be extremely effective, especially when the letter-writers are people who don’t usually contact their elected officials.

In Massachusetts, when funding for Adult Basic Education (ABE) and English as a Second or Other Language (ESOL) was being debated in the state legislature, over a thousand ABE and ESOL students wrote letters to their representatives explaining why funding was important to them personally. At the same time, program staff and administrators, volunteers, and advocates wrote letters to their own representatives explaining why ABE and ESOL were important to their communities and to the state. The letters from students were particularly powerful, many of them explaining that a year or two earlier, they couldn’t have written those letters. It was the opportunity to enter an ABE or ESOL program that had made the difference. Legislators responded, and funding for adult education was significantly increased.

If you want to engage in a letter-writing campaign, you have to prepare properly. Many people, especially people who see themselves as powerless and unimportant, and who may have little education, are intimidated by the thought of writing to someone in power. In many countries, writing such a letter can carry a certain amount of economic, social, or physical risk. (After a State House rally in the same year as the letter-writing campaign described above, one ESOL student was overheard to remark, “In my country, they shoot you for this.”) Even in democracies governed by the rule of law, people may be fearful of being punished for speaking out.

In addition to reluctance based on feelings of fear and intimidation, many people affected by an issue – especially those with low levels of education – can be embarrassed by their poor writing skills, or feel that they don’t have anything convincing to say. They need help putting their letters together, and they need a model to go by. The coordinators of the letter-writing campaign should be aware of what they have to do to meet these needs.

First, the campaign should contact potential letter writers with a request for letters, and a simple but complete explanation of why the campaign is needed, and what the important issues relating to it are. People can’t write letters that make sense unless they understand clearly why they’re writing. The chances are that, while advocates can – and perhaps do – go over the politics of the issue in their sleep, most people affected by it know very little about how it plays out politically, or even about how the political system handles issues. The better they understand what’s happening and the specific job their letters are expected to do, the more persuasive the letters they can write.

Along with this, the campaign should provide one or more templates for letters. A template is a pattern for the letters, illustrating the form of the letter on the page, with the sender’s and recipient’s addresses and date in the appropriate places at the top, and a formal signature at the bottom, as well as a sample of the content of the letter.

A template literally means a cut-out pattern that is used to make several identical pieces of wood, metal, or some other material that are part of something larger. A builder might use a paper or wooden template to cut a number of identical rafters to hold up a roof, for example.

In general, people affected by the issue should include : A description of who they are – single working mother, person with a disability, job training participant, ex-Marine. The fact that they’re residents of the official’s district, or participants in a program in his district. What they want the official to do. Their connection to the issue – program participant, staff person, community volunteer, parent of a child with disabilities.

Anywhere from one sentence up to a paragraph or two explaining what the issue means to them and/or how it has affected them personally. For program participants and others affected by the issue, this is by far the most important part of the letter. Officials are more often swayed by personal stories than by impersonal statistics, no matter how telling those statistics may be. If people can explain how a program changed their lives for the better, or how the lack of services has been a barrier for them, it’s likely that officials will pay attention.

Finally, campaign coordinators should make sure that those for whom letter-writing is difficult have access to help. In the Massachusetts adult education campaign, that was easy: letters were often written as part of a class, and students approached them as writing assignments, completing two or three drafts before the letter was ready to be sent. In other situations, you’ll have to make sure that program staff and others are available to encourage and empower people, and to help them write the best letters they can.

Should you use e-mail?

With the speed and ease of delivery, it's common to use e-mail and send your correspondence via the computer. Doing so, particularly for formal letters, has several advantages:

• It is much faster than normal mail. This also makes it possible for the official to respond much more quickly.
• It saves the trouble of addressing an envelope, buying a stamp, and mailing your letter.
• Electronic mail is less likely to get lost on the receiver's desk.

However, note that the last can also be a disadvantage . Unless the recipient goes through the trouble to print your message, it may be gone with one tap of the delete key – and out of mind as well. If you are going to use e-mail for your correspondence, be particularly clear and emphatic about your message from the beginning.

Writing letters to elected officials is a good way to explain how an issue affects you or your group. It also can build your reputation as a thoughtful person, giving you more influence with the people in power. A letter is also a good way to get your issue noticed by people who have the power to help you.

Online Resources

Action Tips  provides information for communicating with public officials, and the webpage includes an example letter.

Contact Officials  is a site provided by the United States government with links that give you contact information for the official you’re interested in contacting.

Early Childhood Advocacy Toolkit provides resources on framing your message and communicating with the media as well as policy makers and elected officials.  

Effective E-mail Communication from the University of North Carolina provides tips on professional e-mail writing and communicating via e-mail. 

How Do I Write an Effective Advocacy Letter?  Is a webpage from the Hearing Loss Association of America, Delaware Chapters, and it provides information specific to drafting advocacy letters to elected officials.

10 Tips  provides 10 tips on effectively communicating with legislators to make your message stand out to them.

Writing Your Elected Official is a guide provided by the Children’s Defense Fund, and it provides information on effectively communicating with elected officials.

Print Resources

Bates, D. J.(1985). Writing with precision . Washington, DC: Acropolis.

Fitch, B. (2010).  Citizen’s Handbook to Influencing Elected Officials: Citizen Advocacy in State Legislatures and Congress: A Guide for Citizen Lobbyists and Grassroots.  The Capitol Net, Inc. This book offers practical guidance for reaching elected officials with a variety of different communication strategies.

Homan, M.(1994). Promoting community change: Making it happen in the real world . Pacific Grove, CA: Brooks-Cole Publishing Co.

Managing correspondence--Plain letters, [available from the Superintendent of Documents, Washington, DC: 20402]

Roman,K., & Raphaelson, J. (1992).  Writing that works . New York, NY: Harper Collins.

Seekins, T., & Fawcett, S. The Research and Training Center on Independent Living.(1984). A guide to writing letters to public officials: Contributing to important decisions affecting you and others. University of Kansas.

Stonecipher, H. (1979). Editorial and persuasive writings: Opinion functions of the news media . New York, NY: Hastings House.

• Courtesy Call Letter Sample

These four courtesy call letter templates cater to various scenarios and objectives. The first template is designed as an introductory letter, expressing interest in establishing a connection or potential collaboration. The second template serves as a follow-up to reiterate interest and request a meeting. The third template is a thank-you letter, expressing gratitude for a recent courtesy call and emphasizing the excitement about potential collaboration. The fourth template, on the other hand, is a letter to politely decline a collaboration proposal while expressing appreciation for the opportunity. Each template aims to facilitate effective communication while maintaining professionalism and courtesy.

Template Courtesy Call Letter - Introduction

[Your Name] [Your Title] [Your Company/Organization] [Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date]

[Recipient's Name] [Recipient's Title] [Recipient's Company/Organization] [Address] [City, State, Zip Code]

Dear [Recipient's Name],

I hope this letter finds you well. I am writing to extend a courtesy call on behalf of [Your Company/Organization]. Our purpose is to establish a connection and explore potential opportunities for collaboration or partnership between our organizations.

We greatly value your expertise and experience in [Recipient's Field/Industry], and we believe that a discussion between our teams could be mutually beneficial. Your insights and perspective would be invaluable to us.

I would like to propose a convenient time for a brief introductory meeting, either in person or via video conference, to discuss how we can work together effectively. Please let us know your availability, and we will arrange a suitable meeting time.

Thank you for considering our request, and we look forward to the possibility of working together.

[Your Name] [Your Title]

Template Courtesy Call Letter - Follow-up

I trust this letter finds you in good health. I am following up on my previous correspondence dated [Date] regarding our interest in collaborating with your esteemed organization. We remain eager to explore the possibilities and synergies that may exist between us.

Given the busy schedules we all manage, I understand if you have been occupied or might have missed my earlier message. Nevertheless, I am keen to reiterate our interest in engaging with [Recipient's Company/Organization] and believe that our combined efforts could yield significant benefits.

I would appreciate it if we could schedule a brief call or meeting at your earliest convenience to delve further into the details of a potential partnership. Please let us know your availability, and we will ensure a seamless arrangement.

Thank you for considering our proposal once again. We look forward to the opportunity of working together and the positive impact it could have on both of our organizations.

Warm regards,

Template Courtesy Call Letter - Thank You

I trust this letter finds you well. I wanted to take a moment to express my gratitude for the courtesy call we had recently. It was a pleasure connecting with you and gaining a better understanding of your organization's objectives and values.

Your insights and perspective during our conversation were invaluable, and I believe our discussion has opened up exciting possibilities for collaboration. I am excited about the potential synergy between our organizations and the positive impact we could have together.

I look forward to the next steps in our partnership journey. Please let me know your availability for our next meeting or any specific topics you would like to discuss further.

Once again, thank you for your time and consideration. I am eager to explore the possibilities ahead and work together to achieve our shared goals.

Template Courtesy Call Letter - Decline

I trust this letter finds you well. I want to extend my sincere appreciation for considering the courtesy call request from [Your Company/Organization]. Your time and attention are greatly valued.

After careful consideration and internal discussions, we regret to inform you that we are currently unable to pursue a collaboration or partnership with [Recipient's Company/Organization]. Please understand that this decision is based on various factors and does not diminish our respect for your organization's work.

We appreciate the opportunity to explore potential synergies, and it is not a reflection of the quality or merit of your initiatives. Our circumstances and priorities at this time have led us to make this difficult decision.

We hope that our paths may cross in the future, and we wish you continued success in all your endeavors.

Once again, thank you for your understanding, and we remain open to the possibility of working together at a later date.

We are delighted to extend our professional proofreading and writing services to cater to all your business and professional requirements, absolutely free of charge. Should you need any email, letter, or application templates, please do not hesitate to reach out to us at englishtemplates.com. Kindly leave a comment stating your request, and we will ensure to provide the necessary template at the earliest.

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Letter to Governor (format & Sample)

• by EMMA ONWUKA
• August 15, 2019
• Letter writing

Learn ⇒ how to write letter to Governor without getting turn-down. Whether you’re about to write a letter to governor asking for help, trying to show appreciation, inviting or requesting for anything; the format is always the same.

Here is a sample of letter to a state Governor that will guide you towards writing your own letter . The below sample of letter to Governor will serve as a template for your own letter to government for requesting for anything. Edit it accordingly to create your own letter. If you submit a good request letter to your Governor; it will increase your chances of getting whatever you’re requesting for. Before, we dive into editing the sample of the letter to Governor, let’s look at the format of writing the letter.

See Also: How to write Letter of Financial Assistance (with Sample)

Format for writing letter to Governor

• Use letter headed paper that contain your address (that’s if you’re writing as an organization, group, department, etc.)
• Add the address of your Governor you’re writing to after your own address.
• Salute him; Your Excellence, Your Excellence Sir, Dear Governor.
• Put the title of your letter; this should caption your intention of writing
• Next, the body – Go straight to the point and don’t go about beating around the bush.

See Also: Teaching Job Application Letter (with Examples)

SAMPLE LETTER TO GOVERNOR ON STATE OF EDUCATION IN ENUGU & WAYS TO IMPROVE IT

See Also: How to Answer Query Letter on Lateness, Insubordination, misconduct etc.

Institute of Management and Technology,

Enugu State.

15 th August, 2019.

Rt. Hon. Ifeanyi Ugwuanyi,

Executive Governor of Enugu State,

Government House,

Your Excellency Sir,

STATE OF EDUCATION IN ENUGU STATE & WAYS TO IMPROVE IT

One of the primary roles of education is to build and sustain individual and society’s development. It renews and improves the economic, social, political and cultural aspects of any state. Education upgrades the living standard of citizens and enables people to become better and more productive citizens. It is a human right that creates a safe, healthy and prosperous society. It changes the visions and perspectives of individuals, enhances critical decisions and improves democracy. Education in Enugu state is suffering from decades of neglects and abandonment.

Your Excellency, it is on record you mounted the mantle of leadership of Enugu State apparently with good intentions to transform the state far beyond the height achieved by your predecessors. To demonstrate seriousness to this course, your administration started by rolling out massive projects for execution which cut across the length and breadth of this state.

I know a lot of appreciable progress have been made in Education in Enugu State but there are still more to be done so that our people can enjoy the important benefits of Education.

Your Excellency, it is my humble intention therefore to discuss the state of education in Enugu state and ways to improve it. Some of the crucial challenges education in Enugu State is facing that need immediate attention include;

• Infrastructural deficit and decay: So many class room buildings and staff offices of most primary, secondary schools and high institutions in Enugu State have been dilapidated. They are in deplorable condition thereby affecting the learning process. In some of the schools you see students sitting on the ordinary floor to receive lectures. Some classrooms are not roofed, during the raining season students sit under the rain to learn leading to students getting sick always. Most of these buildings were renovated 10 years ago or thereabout. Unfortunately, no new building has been elected to replace the dilapidated structures.

Most primary and secondary schools lack lavatory and convenience. This has led to students defecating and messing up the school environment. In some schools, students resort to defecating in open class rooms and dilapidated building.

• Unqualified teachers and lecturers: Most schools in Enugu State are filled up with unqualified teachers and lecturers. How these teachers and lecturers managed to secured their teaching job in our secondary, primary schools and high institutions is a question that will be hard for me to crack. It is a very serious situation, when teachers cannot pass their exams that they are supposed to teach the children to pass. The result of this is the production of half-baked students. Students who will indulge in examination malpractices in other to pass their exam. Graduates who cannot defend themselves in outside world.
• Inadequate instructional materials: Most of the schools in Enugu State lack instructional materials like white board and markers, ICT centres, sciences books, physic and chemistry laboratory. The general school library is nothing to write home about; they are not well equipped and most are not functional.  These instructional materials are powerful tools that enhances the learning skills of the students. We are in era of internet technology; yet you hardly see school in Enugu State that is computerized. If you visit the staff rooms during computation of students’ results, papers flying everywhere will chase you away. When students are equipped with the necessary materials they need; it helps them meet with up international standard of education.
• High tuition fee and extortion: The high tuition fees and unsolicited fees collected from students has led to millions of students dropping out of school. The private schools are not helping matters. There is gross extortion of students by teachers in our school. It baffles me how headmaster, principal or whoever that is involve could turn money into hand-work and some of the lecturers has made it mandatory that students must buy their handout or text book before they will pass their course. The side effect of this are high illiteracy level, increase crime, and poverty in our state etc.

On Infrastructural deficit and decay; committee should be set up through Post primary School education board to ascertain the level of infrastructural deficit and decay in our primary and secondary school. Again, committee should be set up through the Board of Senate in universities and high institutions to review the level of infrastructural deficit and decay in our university and high institutions. The outcome of the reviews should be communicated to you through the appropriate channel for immediate action.

On Unqualified teachers and lecturers: Strategies for addressing the challenges of teacher training and professional development; technical and vocational education should be adopted. Again, policies pertaining to recruitment of teachers and lecturers in our states schools should be review.

On Inadequate instructional materials: There is need to examine, review, equip and upgrade by appropriate bodies some of the instructional materials in our schools for quality and continuous improvement of our student.

On High tuition fee and Extortion in our school: Government should review and cut down the tuition fees in our schools. Free education at primary and post-primary school level should be adopted to encourage education in our state.

Serious consideration should be made to our quest to improving the lot of our people through the provision of quality and functional education for all, at all levels. Today, it is those who acquire the most qualitative education, equipped with requisite skills and training, and empowered with practical know how that are leading the rest. We cannot afford to continue lagging behind. Education is our launch-pad to a more successful, more productive and more prosperous future. If the education of our state is weak or dysfunctional, society and its development will also be weak and dysfunctional.

Your Excellency, I thank you for all your good works in Enugu State. Also, I appeal that you use your good office to address this issue confronting education in our state today. I will continue to pray for you and for your vision for our dear State. Enugu State is in hand of God.

Yours Sincerely,

See Also: Tips for writing an application letter for leave of absence

Now that you know everything about writing letter to Governor, let’s remember once again ;

• To be patient and proofread your write-up.
• Highlight your points.
• Tailor each letter to a specific request.

Use the above sample letter to make your writing easier

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• Writing Letters to Officials

How to Address a Letter to a Government Official

Last Updated: January 23, 2024 Fact Checked

This article was co-authored by Tami Claytor . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 2,286,867 times.

Writing a letter to a government official can be a great way to weigh in on what's going on in your nation, state, or locality. Search online for the official mailing address of the leader that you wish to contact. The proper addressing etiquette varies from official to official, so make sure to look up the standard for the specific person to whom you are sending the letter!

Things You Should Know

• Address your letter with the official's title, full name, and address. Then, make sure to include your name and a stamp in left and right corners respectively.
• Ask for something actionable and realistic. For example, ask them to raise the budget for your child's school.
• Keep your letter formal and appropriate. Show this official respect and use a professional tone of voice.

Sample Letters

Addressing the Letter

• If you’re in the US, you can find a comprehensive list of contact information for national, state, and local administrators at https://www.usa.gov/ .
• If you’re not sure who to address, look for the address of the relevant department. For instance, you could write your local DMV office or the Department of Homeland Security.

Following Proper Etiquette

• If writing to an embassy or ambassador, read How to Address Ambassadors .

• It never hurts to include the official's name, even if he or she is the only person holding the position. A personally-addressed letter lends a certain degree of humanity to your message.

• If you’re unsure of what to write, try looking up a form letter and a clear subject line that gets your point across. Some elected officials receive hundreds of letters a day, and oftentimes don’t read them all closely.

Writing an Actionable Letter

• Petitions and form letters are usually well-written and actionable. Make sure, however, that the demanded actions fall within the scope of this official's duties.

• The letters that wind up at the top of the stack will be readable, relevant, and easy for the official to understand.
• Be sure to include your qualifications and explain why the official should listen to you. For example, if you’re a Ph.D., you live in the town that’s been in the news lately, or you recently met the official, they may take note of your opinion.

• Do not threaten a government official. The letter can be traced back to you. Beyond any risk, your threats will not necessarily inspire productive action.

Community Q&A

• If you need more help, U.S. citizens can contact the Department of State's Office of Protocol at 202-647-2663. Representatives are available to answer etiquette questions over the phone. Thanks Helpful 0 Not Helpful 0
• If you wish to write the current First Lady of the United States, she should be addressed simply as Mrs. [Last Name] on both the envelope and in the salutation. Thanks Helpful 0 Not Helpful 0
• When writing a letter to a woman, address the recipient using her full name, not the name of her husband. While she may share her last name with her partner, she remains her own person and deserves to be addressed as such. Thanks Helpful 1 Not Helpful 0

You Might Also Like

• ↑ http://ctb.ku.edu/en/table-of-contents/advocacy/direct-action/letters-to-elected-officials/main
• ↑ https://ctb.ku.edu/en/table-of-contents/advocacy/direct-action/letters-to-elected-officials/main
• ↑ http://pai.org/silentpartner/documents/letter_govt_official.pdf
• ↑ https://www.share4rare.org/sites/default/files/imce/S4R_Tools_Letter%20to%20politician.pdf
• ↑ https://ctb.ku.edu/en/table-of-contents/structure/strategic-planning/develop-action-plans/main

About This Article

To address a letter to a government official, first you need to find the official’s name and titles, which help to demonstrate respect when addressing your letter. Then, find their address by searching online for their name and the phrase “mailing address,” or check USA.gov for a list of addresses for many officials. When writing the envelope, include their full name, titles, and official address clearly and legibly on the front, and be sure to write your return address in the top left corner. Simply place the stamp in the top right and drop the letter in the mail. If you want to learn more, such as how to use actionable language in your letter, keep reading the article! Did this summary help you? Yes No

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How to Send a Letter to a Governor

Shala munroe, 29 sep 2017.

Taking the time to craft a letter to your governor helps focus some of his attention on your cause, but you must use formal titles when addressing the letter and get quickly to the point without too much fluff. Keeping the letter respectful from the address on the envelope to the signature line makes it more likely to spark a response from the governor or someone in his office.

Explore this article

• Addressing the Letter
• Structuring the Letter
• Ending the Letter
• Sending Email

1 Addressing the Letter

Any letter sent to the governor should acknowledge her position from the beginning. On the envelope and at the start of the letter, use "The Honorable" followed by the governor's first and last name. The second line should read "Governor of" and the state name. Then add more lines for the official mailing address, typically found on the "Contact" page of the governor's office website. Check the spelling of the governor's name on the contact page as well, or call the governor's office and ask the receptionist for the proper spelling and address.

For the salutation line, write "Dear Governor" followed by the governor's last name . Begin your letter after the salutation.

2 Structuring the Letter

It's unlikely your letter reaches the governor initially. Instead, someone in his office probably reads incoming mail and makes notes. Whether the governor or an aide opens your letter, getting to the point immediately in the correspondence shows respect for the person's time and gives your letter a better chance of getting attention.

Use the first sentence to explain why you're writing, such as asking support for a bill or explaining how a recent decision negatively affected you . Explain your position using statistics or specific examples when possible, staying concise and on point while remaining respectful.

Use bullet points when possible to make the letter easier to read, and clearly state what action you would like the governor to take on your behalf, such as requesting that he sign a specific bill into law.

3 Ending the Letter

Always thank the governor for his time as you end the letter and offer to help his office regarding the issue. Condense the main point of the letter -- such as your requested action -- in one sentence to ensure it doesn't get lost in the body of the letter. Sign the letter with the formal "Sincerely" followed by your full name a few lines down. Leave three to four lines before you print your name to make room for your signature. Sign the letter in blue or black ink.

Include your address and email address, especially if you are writing to the governor of your home state. Voters' concerns always carry more weight.

4 Sending Email

Before you send a letter to the governor, check the contact page of her website. Many include a link to send an email, as well as links for specific requests such as invitations for the governor to speak at events. If the contact page includes an email address, the governor's staff might prefer that you send your letter -- still written in a formal style -- by email instead of regular mail. If you're unsure of the best way to send the letter, call the governor's office and ask which way is preferable.

• 1 Community Tool Box: Writing Letters to Elected Officials
• 2 National Trails Training Partnership: Write More Effective Letters to Elected Officials and Politicians
• 3 U.S. Geological Survey: USGS Correspondence Handbook
• 4 Emily Post: Official Forms of Address
• 5 State of North Carolina: Contact Pat McCrory

About the Author

Based outside Atlanta, Ga., Shala Munroe has been writing and copy editing since 1995. Beginning her career at newspapers such as the "Marietta Daily Journal" and the "Atlanta Business Chronicle," she most recently worked in communications and management for several nonprofit organizations before purchasing a flower shop in 2006. She earned a BA in communications from Jacksonville State University.

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39+ Government Letter Formats (To Govt Officials)

You can download letters to Government Officials here. These Government letter formats are standard quality and are widely used all around the world. Letter to government is one of the formal letters that we write to convey local public related issues or problems to government officials and one must get help from government letter format when about to do this. Writing such letters is the best way to bring community related and other issues in the attention of local government to get them fixed on immediate basis. You can write the letter personally or on behalf of a group of individuals by getting their signatures at the bottom of letter after closing salutations. Government letter template can give you the good start to compose the letter effectively.

Official and formal letters have great importance in our lives and everyone must know how to write such letters eliminating mistakes and errors. When writing a letter to government official, one should choose appropriate words and writing tone to put across problems or issues in best possible manner. You can consult with professional writer to get the letter written if you personally cannot write. Hence, use of the government letter template will enable you to compose the letter in professional manner. Below you can find different sample government letters that we have added for your consideration so save the letter in your device and modify with own details.

Government Letter Formats:

(Click to Download)

• Support for political candidate
• Request for volunteers
• Offer to volunteer for candidate
• Negative letter about candidate
• Fundraiser for political candidate
• Down to the wire direct mail letter
• Down to the wire ballot initiative letter
• Direct mail letter for candidate
• announancement of a public appearance by a candidate
• Support for the president
• Request for presidential appearance
• Question about policy issue
• Personal question
• Childs letter to the president
• An idea for president
• Offering assistance to a representative
• Congratulating a representative
• Complimenting a representative
• Complaining to a representative
• Calling a representative on carpet
• Asking a representative to make a speaking appearance
• Asking a question of a representative
• Underpaid taxes
• Request to change audit date
• Late tax payment
• Overpaid taxes
• Filing by phone
• Filing by internet
• Disputing tax bill
• Claiming exemption
• Asking tax questions

Govt Letters with Snapshots:

When it comes to write a letter to any government official or department, first of all you should search the right address of leader or government department with whom you want to communicate. You can visit the official website of government to get required address or contact details to reach the right personal via your letter. Formal wording and format must be used to make the letter sensible and easy to understand for the government officials. You can also get help from government letter format to write the letter with required writing etiquette.

In today’s world governments mostly work for the betterment and well being of the people, they are being questioned about their performance, acting ability, duties and liabilities, by the citizens. Any citizen can write a letter to the government praising or opposing legislation, for the protection of certain civil rights, for a proposal, appreciating a certain move, bill or a decision taken by government, on winning or losing an election and for many more reasons. It should be clearly mentioned in your letter that who you are and what is the purpose of writing this letter. So, it is good to make rough draft before writing a letter directly.

If you are writing to oppose an act of the government, against a bill or legislation, it will be wise to suggest an alternative, for that you have to go through the issue properly, analyzing it on various scales and knowing well how it can effect. If you want a direct response of the letter you can also add your contact details. Your letter should be having a respectful tone even disagreement should be in a respectful manner. You should end your letter appreciating the work of government and mention that you believe the recipient will keep working in favor of people. You can also find some samples of letter to government attached with this template.

 Here Are Sample Letters To Government

Letters to a government official.

Letters To Government About Tax

Letters To Government For Better School System

Letters To Government Official For Social Development

Letters To Government To Stop Unfavorable Construction

Your letter should be comprehensive and concise. It is better to add a subject to the letter so that it will be easy for the recipient to identify what you are actually writing about. If your letter is about any particular action, bill, procedure or legislation, give a reference of it clearly, mention if you in favor or against it, but be reasonable and justify or support your stance with adequate evidence or logic. If you want recipient to take an action or response your letter, clearly mention that what it should be and also clear your position on that point. Your letter should be based on facts and you should stay logical, you should provide enough information to refute any point against you.

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COURTESY VISIT TO THE GOVERNOR OF KANO STATE

MD/CE’s Courtesy Call on Governor of Kano State,HE Dr Abdullahi Ganduje OFR,on Collaboration for IPP for Sabon-Gari Market 1111

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