Letters to Constituents
As a Congressional intern, you might be asked to draft letters for your Member. This is an important way for offices to communicate directly with constituents.
What are some of the purposes for writing a letter?
Respond to constituents’ opinions and concerns (contacted office about a bill or issue area)
Recognize constituents’ accomplishments or milestones (retirements, awards, athletic achievements, academics, etc.)
Congratulate newly elected or appointed officials
Inform constituents about new programs, events, or competition for constituent participation.
Express sympathy for the loss of a loved one or in the aftermath of a tragedy (natural disasters, mass shootings, closing of business)
To find previous letters, check the Member’s website
Search specific words like “congratulations” or “condolences” rather than a broad word like “letter”
To search through all Congressional newsletters, see https://www.dcinbox.com/about/
How do you write one?
Reference previous letters from your Member!
Helps you get a sense of their writing style and preferences
Responding to a constituent’s opinion or concern:
Thank them for reaching out/ contacting your office about a policy
Inform them about your Member’s positions and actions they’ve taken (e.g. co-sponsoring legislation, voting for a bill)
Explain what impact those actions have
To find your Member’s policy positions – check their official website and campaign website, their voting record, previous newsletter, and social media accounts.
Close with thanking them for their opinion and let them know your office is available for any further help
Refer them to the Member’s social media or newsletter to stay up to date on their work
When responding to letters, be sure to directly address the questions or concerns raised in the initial correspondence.
** Tip **
The format of the letter shouldn’t change even if the constituent’s opinion is in opposition to the Member’s
Recognizing constituents’ accomplishments or milestones
Acknowledge their accomplishment/ milestone/ award
Describe their character (work ethic, dedication, etc.)
Commend them for their achievements and their positive impact on the community/district/state
Closing (Sincerely, All my best, Most gratefully, etc.)
Enclosures (if applicable)
e.g. Congressional Certificate of Recognition
Things to keep in mind:
Follow your office’s style guide and formatting
Address people respectfully (use their proper titles)
Try to complete a sample/draft before asking for help, then be specific about the help you need
Double check that you have the correct date, spelling, and spacing!
Do you have any suggestions or experiences to share? Reach out at info@popvox.org
