How To Write A Letter To Public Officials

When one writes to a public official to influence the decision-making process several points must be addressed in order to create an effective correspondence. In addition to being as brief as possible, make it easy for him/her to know your position and the reasons behind it. Make it easy to read (this means type it.) Here is a suggested outline to follow:

1. Introductory paragraph
   1. State the reason for your letter including the policy or bill title and number if it has been assigned.
   2. Identify and describe yourself. Don't state that you're a member of a particular group or your response will be "lumped" with those of the group and not have the stature of an individual response.
   3. State the action you are seeking. Be concise here.
2. Body of Letter
   1. Communicate the reason for the action being sought by using:
      • Historical FACTS
      • DATA
        or if you don't think there is sufficient data to support an opposing position, clearly describe the data that the opposition is using which is questionable or wrong.
      • Credible opinion (of experts, other authorities, etc.)
        
      • Suggesting other viable alternatives
        Usually the spectrum of alternatives is limited to do nothing, do whatever the applicant wants, and do something less than the applicant wants. There can always be "multiple others" of more limited scope that you can outline and propose as a complete alternative or as a part of one of the proposed alternatives. This is most effective when responding to the "Scoping/Commenting Document" which precedes the development of the DEIS.
        
      • Personal experiences (and how the proposed action would impact you and others you know.) This becomes the emotional appeal which has less influence, but give it a (short) try.
        
      • Weaknesses of the opposing viewpoint and their "facts"
      • Point out other points of view than those under consideration
      • Logic
   2. Describe what adverse impact the proposed action will have on what community; if the action will be irreversible if it is faulty, who has to bear the costs for whose benefit?

3. Letter closing (brief)
   1. Restate the action you are seeking
   2. Express appreciation for consideration of your views
   3. Indicate a willingness to help him/her in whatever.....
   4. State what if any response you would like to your correspondence
   5. Provide your name, address and phone number. Don't just use an illegible stylized signature of which you're proud.

The US Forest Service has stated that "comments which raised concerns with specific areas of the Draft EIS would be most useful to the process, rather than simply voicing opposition or support." Further, "Consistent with NEPA regulations,..... this volume (of comments by the USFS on comments received by them) focuses on substantive comments on the DEIS. Most comments received though did not fit into this context. ....... Substantive comments include those which challenge the information in the DEIS as being inaccurate or inadequate, or which offers (sic) specific information that may have a bearing on the decision. ....."

To learn more about the National Environmental Policy Act (NEPA) process click here.

Click here to find out how to be alerted about scoping periods.