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Letter Writing Guide
Overview
Please note that throughout this document reference is made to MPs. In fact, other policymakers and representatives may be appropriate. These include councillors, MPs, MEPs, MSPs, or Assembly Members in Northern Ireland, Wales or London.
Your MP can only know your opinion if you let them know what it is. Writing a letter to your MP is a very effective means of communicating your message. It indicates to them that there is demonstrable interest in the issues you raise and provides arguments they themselves can use to promote the recommendations you make.
The more letters an MP receives from their constituents on a given issue, the greater the interest they will show in it. If the argument is made well and a number of local people appear to be concerned with a particular issue, the MP is more likely to prioritise it and engage in further research. Once the issue rises up the political agenda, your contribution will be welcome because you are providing them with information to which they might not otherwise have had access.
Identifying your MP
Locate your MP by visiting www.theyworkforyou.co.uk, www.writetothem.com or http://www.upmystreet.com/commons/l/. Each of these sites provides other services you will find useful, such as MPs' voting record, attendance in Parliament and replies to others writing about the same issues or from the same constituency.
Content
Do not cut and paste letters - this serves to irritate MPs because it raises the suspicion that the sender has been spoon-fed by an organisation or individual. In the worst cases, lobbying companies target MPs in a manner closely associated with spamming. A letter written in your own words proves that you are a real person who is concerned enough about the issues raised to make some independent effort.
Keep it short and sweet a concise letter (around one side of A4) is almost always most effective. A longer letter is far more prone to drifting off the point and/or appearing self-righteous. It is best to make two or three clear, strong points and include extra briefing documents than to write a long letter. The personal touch always helps to enliven these type of letters, so consider outlining how the current situation affects you and the local area, as well as stating how making the changes you suggest will improve matters. Be courteous; angry letters are less likely to communicate the issue effectively as well as handling the recipient an opportunity to dismiss the main thrust of the letter, however well written it may be.
You need not be an expert in the area of concern to raise concerns about it. Besides, it may well be the case that you are more knowledgeable than your MP who will have a wide range of issues to familiarise themselves with. The point of a democracy is not to sustain a closed discussion between "experts", but to represent and balance the interests of the population as a whole.
Your MP is your representative in the House of Commons. As such, they have a responsibility to take your concerns seriously.
Focus on:
- What is happening and who is affected?
- Where and when is it taking place?
- What should be done to remedy matters?
Some issues to consider
- Use facts to substantiate your claims
- Make it very clear what action you want your MP to take
- Write to your MP, not any others
- Request a reply
Your letter may end up looking something like this:
[MP's name] MP
House of Commons
London SW1A 0AA
Date
Dear Ms/Mr [MP's Name]
MPs Name
House of Commons,
London,
SW1A 0AA
1st May 2006
Dear Mrs ****
I am concerned about X.
This affects me because Y.
Summary of the problem in terms that your mum would
understand.
I would be grateful if you could raise my concerns with Z,
who I believe is responsible for these sections of the Bill.
If you would like further information on these issues, the
following links provide detailed analyses:
(links to ORG briefing)
Yours sincerely
Your Name
The Response
The response you receive will be of one of two types:
- It may be a very personal answer to questions with the promise of action. This is clearly ideal and is great news.
- Or it may be very generic, often the language of the reply will seem to toe the party line and will respond by quoting from official statements. Do not give up, read the letter carefully, see if the questions you asked in your letter have been answered. If not, write back to the MP requesting answers to the questions you asked and, if you are not happy with part of the response, state this clearly but politely. Often this second letter is the one that the MP reads. You will be be amazed at the positive difference in tone you will get in the second response when they realise there is some thing wrong with the generic response.
After your first letter, try to develop a regular correspondence with your MP — it also helps to encourage friends and colleagues who live in the same constituency to write as well.
Don't forget to say 'thank you' whilst you're at it. MPs rarely receive messages of thanks for the work that they undertake on behalf of their constituents. If the MP does help, why not write a quick note?