Formal Writing
강의안 9주Chapter 9
Writing your public officials
How can you, as an independent citizen, get answers to your questions, or action on your complaints, or an ear for your opinion, from elected public officials?
Five representatives and senators have provided detailed answers to questions on how best to correspond with them.
The first question was : Do you read all the mail sent to you by voters, or does your staff screen it and route only the most important letters to you?
Most replied that an administrative assistant either screens their mail and briefs them on its contents, or else goes over it with the. Here is one typical response: “I read most of the mail sent to me by voters. I receive a minimum of fifteen hundred letters, important gripes, letters from friends, and letters that
‘say something’ are, of course, put at the top of the pile and, of course, I read those with care.”
Note the four categories of letters to which the congressman pays the most attention. Later, we’ll explore these in some detail.
Are elected officials influenced by the volume of mail on a subject?
Two questions were asked:
Does the quantity of the mail you receive on an issue ever influence your thinking or your efforts in regard to that issue?
Are you influenced to any extent by write-in campaigns, or so- called inspired mail, on an issue-specifically, large numbers of letters, all expressing the same opinion in identical, or nearly identical words?
The answers boiled down to Yes and No, respectively.
One senator said that letters are very useful. He wrote: “Let me point out that my state has dire need for federal aid in many fields, such as operation of schools, construction of public works projects, planning of transit systems, and the like.
My attention has been direct to possible shortcomings in pending legislation relative to such matters because informed officials and private citizens have taken the time and trouble to write me setting forth basic facts meriting consideration.”
Another senator, in answer to the first question, said: “It is the quality of the letters. By that I mean the person who gives the reasons for his position is definitely more helpful. ..”
Said a congressman: “Quantity of mail is important, but quality is of far greater importance. Much quantity mail can be inspired mail. The least effective kind is a form that has obviously been received from someone else by the sender or which is clipped from a newspaper. Nevertheless, quantity is important on a given issue as it indicates that large numbers of people may be affected one way or another by governmental position or by a vote.”
Two other congressmen indicated that the volume of mail will cause them to explore an issue more closely. Said one: “I think the quantity of mail influences my political thinking about an issue only slightly. It ordinarily, however, will not alter my judgment or decision about how I shall vote on a particular issue. It might well keep me from pursuing a given matter more aggressively or it might tend to temper my opposition to a piece of legislation.”
The other said: “Quantity of mail causes me to give the matter a ‘second look,’ but doesn’t necessarily change my position.
The source is more influential than quantity.”
Six characteristics of an effective letter
Congressmen were asked what they considered to be the characteristics of a good letter. Here are the individual qualities mentioned:
1. Individuality and a creative approach.
2. Questions framed so as to evoke an individual response rather than a form response.
3. Evidence that the writer has some knowledge of the issue.
4. Expression of a personal viewpoint to distinguish his letter from an inspired form letter.
5. Legibility.
6. Brevity.
Seven Mistakes to Avoid
When asked what were the most common flaws in mail from constituents, the congressmen’s answers were:
1. The writer states his position on legislation, but doesn’t explain the problem in his community, or how the law
would affect his business, or give other reasons for the position he takes.
2. The most common flaws are over simplicity and triteness, especially in dealing with very complex issues.
3. Hostility in the writer’s attitude constitutes a bar or a defect in communication.
4. Representative’s name is misspelled and incorrectly addressed.
5. Confusion between a bill in Congress and one pending in the State Legislature is shown.
6. Letter lacks a reply address.
7. Signature is typed rather than signed.
Finally, when the legislators were asked whether they preferred that mail be sent to their offices or their homes, without exception they preferred their offices.
Test your skills
Writing to public officials
Read the following letter as though you were a senator or congressman who had received it from one of your
constituents. Then regardless of whether you personally agree or disagree with the writer’s point of view, evaluate the letter in terms of the five questions that follow.
My dear Mr. Jones:
I believe the Civil Rights bill is unconstitutional.
The Thirteenth Amendment states that “neither slavery nor involuntary servitude, except as a punishment for crime whereof the party shall have been duly convicted, shall exist within the United States…”
The Civil Rights bill will make a barber cut a specific person’s hair, force a woman to give a massage to a specific person.
This, I believe, is certainly a form of involuntary servitude, and, hence, it would be unconstitutional.
There are many other reasons for opposing the bill: It doesn’t define many important terms, such as “discrimination” or “race,”
and it would subject us to more federal power.
Because of these reason, I hope you will vote against the bill.
Sincerely,
1. Is the letter written effectively?
2. Does the writer support his stand with evidence?
3. Does he give a specific example of how he thinks the proposed bill would violate the individual rights of citizens?
4. Does he reinforce his stand with additional arguments?
5. Does he conclude by telling his representative exactly what he wants from him?
