Greater Indianapolis Chamber of Commerce

ESPAÑOL | Business Search | Join Now | Relocation | Contact | Members Only
Government Directory
 

Tips For Communicating With An Elected Official

When Writing, Calling, or Meeting with Elected Officials:

Use the proper format -- Address mail to "The Honorable (full name)." In the greeting, address the official by his or her title and last name, such as "Dear Senator Johnson."

Be prepared -- Be ready to answer questions. Provide them with brief written information to support your position.

Be specific -- State your position briefly. If possible, identify the specific bill number or issue you are referencing at the beginning.

Be factual -- Back your arguments with facts and examples, avoid an emotional appeal.

Be professional -- Use a cooperative and non-threatening tone.

Follow-up -- Follow-up with a thank-you letter that outlines the points covered during the discussion and send any additional information and materials requested.

Ask for written positions -- In all correspondence, ask the elected official to state their position in a written reply.

Thank the elected official -- Do not forget to thank elected officials when he or she votes in support of your position.

Utilize the media -- Write letters to the editor to express your viewpoints. Explain how the issue affects your business and the regional economy. You can also offer your opinion on issues to local television stations:

Letter to the Editor
Indianapolis Business Journal
41 East Washington Street, Ste. 200
Indianapolis, IN 46204
Phone: 317-634-6200
Fax: 317-263-5060
Email: jketzenberger@ibj.com

 Letter to the Editor
The Indianapolis Star 
PO Box 145
Indianapolis, IN 46206-0145
Fax: 317-656-1435

WRTV 6, News Desk 
1330 N. Meridian Street
Indianapolis, IN 46202
Phone: 317-269-1440
Fax: 317-269-1445
Email: 6news@theindychannel.com 

WXIN 59, News Desk
1440 N. Meridian Street
Indianapolis, IN 46202
Phone: 687-6541
Fax: 687-6556
Email: wxinews@mail.wxin.com or mtungat@tribune.com 

Letter to the Editor Indianapolis Recorder
PO Box 18499
Indianapolis, IN 46218-0499
Phone: 317-924-5143
Fax: 317-924-5148
Email: recorder@indy.net 

WISH-TV 8, News Desk 
PO Box 7088
Indianapolis, IN 46207-7088
Phone: 317-931-2222
Fax: 317-931-2242
Email: jscott@wishtv.com / acook@wishtv.com 

WTHR 13, News Desk
1000 N. Meridian Street
Indianapolis, IN 46204
Phone: 317-655-5740
Fax: 317-632-6720
Email: 13news@wthr.com 

Inform your staff/co-workers. Submit articles to your company newsletter. Explain how the issue affects your company, its employees and the regional economy at staff meetings, in internal memos, etc.

Make others more aware of the issue. Discuss the issue at outside meetings, events, etc. Call the Chamber -- we have committees that could help you.

How to Write An Elected Official

The Honorable John Q. Public
Indiana Senate 
Address

Dear Senator Public,

Introduce the name of the legislation by name of the bill, author and bill number.  Briefly describe the bill and the section(s) which you oppose or support. State your  position (example: I oppose Senate Bill 343.)

Give factual points and tangible examples of how the legislation will impact your business. Always be specific, brief, professional and cordial.

If possible, offer a solution to the problem being addressed.

Kindly tell them what you want them to do (i.e. "I'm writing to ask you to vote in favor of this bill."). Thank them for their time.  

Yours truly,

Your name
Title, Company
Address
Phone, Email

Enclosures (Attach technical data and explanations if appropriate)

Other letter-writing tips:

  • Concentrate on elected officials you know or who represent you at your business or home address.
  • In addition, concentrate on the chairs and members of specific committees.
  • Keep letters brief. One- and two-sentence paragraphs are appropriate.
  • Focus only on one or two issues at a time. Legislators tend to ignore lengthy dialogue.
  • If a legislator votes your way, be sure to thank him or her.

Please inform the Indianapolis Chamber of Commerce of your correspondence with elected officials. Send us a copy via fax, mail, or email it to sswayze@indylink.com.

Back to the top