Tips for writing letters to editors of print publications

Unlike letters sent to television stations, letters sent to newspapers and magazines are frequently published. In addition to holding the publication accountable, letters to the editor offer you the potential opportunity to voice your opinion directly to their readership. With a few exceptions ñ such as advice columnists and popular opinion columnists ñ most journalists receive very few letters. If you write a good letter to a local publication, your odds of getting it published are high, and even letters to national publications stand a fair chance of getting published.

With the exception of some major national publications, most newspapers and magazines have a much smaller audience than television news. However, people who read newspapers are disproportionately more likely to vote (around the 80% range), and lawmakers pay careful attention to what is written in the local press.

Why might you write a letter to the editor?
To correct a factual error.
To provide important information that was omitted from the original story.
To criticize a bias or poor analysis.
To offer an alternative analysis or interpretation of the facts presented in the story.
To comment on an issue raised by a story (not necessarily agreeing or disagreeing with the reporter).

Here's how to write an effective letter to the editor:

1) Make one and only one focused point.

2) Keep it short. No more than 200 words, and try for about 150.

3) Reference the article to which you are responding.

4) Reveal a personal connection. Editors love authentic, even eccentric stories (as long as you keep it brief). Personal details also help readers see you as a person, not just a partisan.

5) Do not reveal an organizational or professional connection.The opinions of individuals are more likely to be read as authentic opinions. (Exception: If your organization or profession will establish you as an expert on a matter directly and essentially relevant to your point, then include it. e.g. A civil rights lawyer commenting on a reporter's interpretation of a recent Supreme Court decision.)

6) Cite facts relevant to your point. Don't just assert your position; back it up with evidence. Quote from authoritative sources and cite trustworthy statistics.

7) Match your voice to the publication. Mainstream daily newspapers usually prefer straightforward, respectful writing. Alternative publications often prefer a more controversial, even aggressive approach. Know the publication and write accordingly.

8) Use original and clever language. Editors appreciate writing that uses language in unexpected ways. Boring: "I was outraged by Connie Serve's offensive portrayal of progressives in..." Interesting: "Connie Serve may never have met a progressive she didn't loathe, but quite frankly we don't think much of her either. (And she's never once RSVPed for one of our leftist liberal lunatic parties.)"

9) E-mail or fax your note. In order to be published, letters to the editor generally must be received in a timely fashion: the same day for dailies and within 2-3 days for weeklies. Snail mail letters won't arrive on time, and phone calls don't automatically generate a paper trail. Send your letters to the reporter, the reporter's direct editor, and to whatever address the publication lists for letters to the editor. (Some publications offer online forms for letters to the editor. If you use these, you should still try to send a copy of your note to the reporter and editor.)

10) Remember to write letters praising good stories. It's easy to remember to write a letter when you disagree with a story, but positive letters also make a difference. (And most journalists receive very few positive letters.) Reporters who take noble but unpopular stands in their stories ñ perhaps angering some readers, editors or publishers ñ will have an easier time taking those stands in the future if they can point to letters praising them for their work.

11) Be careful of tangents. Letters to the editor don't have to respond only to what was written in a story. You can use the story as an opportunity to talk more broadly about a related issue not directly addressed by the reporter. Such letters are sometimes printed, but the side issue you raise must be compelling. Otherwise, the letter is unlikely to be published.
Include your full name and contact information. Editors may want to verify or clarify information in your letter. Because they may be doing this on a tight production schedule, make it easy for them to find you: Home phone, work phone, mobile phone, pager, e-mail... whatever you can give them.

12) And a special letter-writing campaign tip:
Don't give a sample letter to the people whom you are encouraging to write. Imperfect but original and authentic letters will mean more than a carefully crafted letter copied a thousand times with minor alterations. Remember that you are sending these to professional writers; they are more likely than most to recognize a form letter campaign. Give your volunteers good information and basic advice on writing a good letter, then let them write in their own words.