Ever heard of the old adage that the squeaky wheel gets the grease? No where does that hold more true than in Washington, DC. Letters from constituents and special interest groups inundate on a daily basis. It is the most effective means to capture their attention and gauge public sentiment about particular issues. But if written in haste, a letter can do more harm than good.

Here are some useful tips for writing your member. Whether you elect to follow them or not, just remember that your letter is one of many received each day. The way you present your concerns in a letter will determine to a large extent the reply you receive.

• Keep the letter brief and to the point
• Write on office, fire department or personal letterhead, and sign your name over your typed name at the end of your letter.
• Write only about one issue per letter, stating your position in the first paragraph. Personal experiences are the best supporting evidence.
• Avoid combative or argumentative language. Threatening political retaliation on Election Day often leads to political hibernation for you and others associated with your cause.
• If you have met the member of Congress personally or have some connection or association beyond being a constituent, highlight it in your letter.
• Ask the Representative to state his or her position in the reply.
• Write as soon as possible to give your representative the timely opportunity to make an informed decision.
• Know your facts. Erroneous information will hurt your credibility.
• Express your own ideas and opinions. Do not use standard phrases which often give the appearance of a form letter.
• Do not write on impulse. Have someone review your letter for content and grammar. Show that you put some time and thought into it. You might reveal something for the first time which can heavily influence a members position.

Sample Letter to a Member of Congress

January 20, 2005

The Honorable John Smith
Chairman, House Commerce Committee
123 Cannon House Office Building
Washington, DC 20515

Dear Congressman Smith:

As fire chief of the Salem City Fire Department, I am writing to ask for your support of the United States Fire Administration Reauthorization Act of 2004 (H.R. 1005). The United States Fire Administration is the lead federal agency for our nation's fire and emergency services, offering vital training, information and leadership. The legislation would advance the mission of USFA by providing the necessary resources to help our nation's first responders prepare for threats to our communities.

The United States Fire Administration is one of the many agencies that form the U.S. Department of Homeland Security. Established by the Fire Prevention and Control Act of 1974, it performs four important missions: data collection, public education, training, and technology development. Throughout the years, our department has benefited greatly from the USFA. Many officers, including myself, have attended classes at the National Fire Academy where we acquired news skills and knowledge in the area of leadership that we have applied in our work. We have taken advantage of the wide range of education material produced by USFA for safety programs that comprise a large part of our mission. And our department, like every department in the nation, benefits from the research and data USFA compiled that addresses firefighter health and safety.

For the fire service to maintain a strong voice in the federal discourse on homeland security issues, we must have a strong U.S. Fire Administration. This is why I urge your support for H.R. 1005. USFA is our voice at the federal level, conveying our needs and the role we play in responding to national emergencies.

Please respond to my letter by stating your position on this particular measure and whether you are a cosponsor. Please have your staff contact me should have you questions regarding how this legislation will translate into benefits at the local level. Furthermore, please consider this letter an open invitation to visit my department to learn more about our mission.

Sincerely,

William W. Madison, Chief