Tips for Writing Your Legislator

WRITING YOUR LEGISLATOR

Writing a brief letter to a legislator urging him or her to support an ASCPA position is extremely easy and effective. Legislators closely monitor incoming mail and are sensitive to the wishes of those constituents who take the time to write. They know these constituents are likely to vote and be active in the community. Reinforce the effectiveness of your letters by following up with a phone call to your legislator's office.

Follow these guidelines when writing legislators:

  • Write your letter as an individual, not as a Society or Chapter representative. Legislators want to hear from "real constituents," not organization officials.
  • Write and mail your letter as soon as possible. Legislation can move quickly and legislators need to hear from you BEFORE they vote.
  • Keep your letter brief and to the point. Letters should be no more than one page. A paragraph or two is fine.
  • Stick to one or two issues and clearly identify them. A one-sentence description is fine. Give a bill number if you have one.
  • Open your letter by clearly stating your position in the first paragraph. Follow up by giving reasons why the legislator should support your position.
  • Personalize your letter. Let the legislator know how the legislation will affect you and the people and businesses you serve.
  • Use a respectful tone in your letter. It's okay to disagree with the legislator, but never attack him or her personally.
  • Always put your return address in the letter. You can use either your home or office address. If either is in the legislator's district, then use that as the return address.
  • Always ask the legislator to write back to you with their position on the legislation you are writing about. We need to know where they stand.
  • Conclude your letter by urging the legislator to take action in support of your position and thank him or her for taking the time to consider your views.
    If several CPAs are writing letters together, be sure they are not identical. Form letters are not effective.
  • VERY IMPORTANT: E-mail or mail a copy of your letter and any correspondence you receive from the legislator to:
    • Jeannine P. Birmingham, CPA, CAE
      President and CEO
      Alabama Society of CPAs
      P.O. Box 5000
      Montgomery, AL 36103-5000

HOW TO ADDRESS A LEGISLATOR

Please address your legislators and other elected officials in the following manner:

STATE SENATORS:
The Honorable Joe Smith
Alabama State Senate
Alabama State House
11 South Union Street
Montgomery, AL 36130
Dear Senator Smith:

STATE REPRESENTATIVES:
The Honorable Joe Smith
Alabama House of Representatives
Alabama State House
11 South Union Street
Montgomery, AL 36130
Dear Representative Smith:

GOVERNOR:
The Honorable Bob Riley
State Capitol
600 Dexter Avenue
Montgomery, Alabama 36130
Dear Governor Riley:

TIPS ON WRITING TO LEGISLATORS

  • Use your business letterhead.
  • Clearly state the reason for your letter early in your correspondence.
  • When you are writing about a specific piece of legislation, a House bill is identified as HB and a Senate bill as SB.
  • Ask your legislator for a reply that states his or her position.

Sample letters will be provided to legislative Key Persons when you are requested to contact your legislator(s) on specific issues. Please keep in mind these samples should be used as a guide only; you should personalize your letters with your own comments and experiences to have maximum impact. Legislators can spot a form letter a mile away!

Please be sure to e-mail a copy of your correspondence to Jeannine P. Birmingham, President & CEO. If you called your legislator in lieu of writing, either email a note indicating your legislator's thoughts on the issue of concern, or contact Jeannine Birmingham at the (800) 227-1711. This will help the ASCPA to identify where to target efforts for the passage or defeat of a given bill.

LETTER -WRITING GUIDE

Dear Senator/Representative Smith:

Mention in your first paragraph:

  • You are writing in support of an issue.
  • You are a constituent/your business is in their district/you are a chapter officer, etc.
  • The issue is very important to you/your family/your business/clients, etc.

Mention in second and third paragraphs:

  • Examples of how the issue has affected you, your clients or your business.

Mention in last paragraph:

  • Urge them to vote for the bill.
  • Ask them to write you back, letting you know how they plan to vote.

Sincerely,

Your Name, CPA

SAMPLE INTRODUCTORY LETTER

Your Name, CPA
12 Main Street
Anytown, Alabama 00000

January 1, 2009

The Honorable John L. Jones
11 South Union Street
Montgomery, AL 36130

Dear Senator Jones:

I am a CPA in your district with [name of your public practice], which has served our community for more than [five] years. I am writing you to offer my services as a consultant in all matters of fiscal policy in the state. I am also a member of the Alabama Society of CPAs (ASCPA), the leading professional association in Alabama dedicated to enhancing the success of all CPAs and their profession. On behalf of the ASCPA, I will contact you from time to time to talk to you about issues concerning fiscal policy and the CPA profession.

I will be available to you as a resource on any issue that you need counsel from a CPA. Feel free to contact me at any time. I thank you for your service to our community and to the citizens of the state.

Sincerely,

Your Name, CPA

SAMPLE ISSUE LETTER

Your Name, CPA
12 Main Street
Anytown, Alabama 00000

January 1, 2009

The Honorable John L. Jones
11 South Union Street
Montgomery, AL 36130

Dear Representative Jones:

A bill to protect the rights of Alabama’s taxpayers, HR-777, deserves your support. This bill, known as the "Taxpayers Bill of Rights," strengthens the right of taxpayers to fair treatment. 

Some of the problems my clients encounter in the tax filing process would be resolved more quickly and fairly if HR-777 was enacted into law. This bill will improve communications between state government and taxpayers and will also enhance the tax collection process. 

Twenty-one other states have a Taxpayer Bill of Rights, and in 1989 Congress passed a federal law providing the same safeguards for federal tax filers. Once again, I urge you to support HR-777 and would appreciate it if you would write back to me with your position on this matter.

Thank you for your time and consideration.

Sincerely,

Your Name, CPA

Alabama Society of Certified Public Accountants © 2010 | Site Map | Search

P.O. Box 242987, Montgomery, AL 36124-2987
T. 334.834.7650     800.227.1711     F. 334.834.7603