The best way to make sure you are heard by a decision-maker is to have a clear message. For your message to be clear, you need:
- To use concise and plain language
- To present a clear problem and solution
- To keep to your main point, and how your solution will effectively resolve the problem.
This might mean prioritizing one or two main issues and saving the others for a later date.
If you’re writing to a decision-maker, it can be tempting to include all the issues that are of concern to you. However, as we discussed in the
Goal Setting section, if you include many different issues, the decision-maker can easily decide to focus on the easiest one to solve and ignore the others. They might overlook the most important thing you wanted to tell them about.
If you have multiple issues that are urgent, think about whether you can frame them under one common theme. That way, it can be looked at as one big problem, with a few different aspects to it, rather than a list of five separate problems.
Structure
Your message will be clear if your letter or email has structure. Here’s a basic structure you can follow:
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Introduction
- If they do not already know you, introduce yourself and how you are connected to the decision-maker.
- Briefly (in one or two sentences), describe the reason you’re writing to them.
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Body
- Describe the problem in more detail. Try not to get into small details but include enough information to help them understand the impact on you or the person you’re advocating for.
- Describe your possible solutions that you have for the problem.
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Conclusion
- Let the decision-maker know what you would like them to do. This could include specific actions you want them to take, a decision they could make, or a request for a meeting to talk more about the issue.
- Thank them for their time reviewing your request.
- Let them know when you will follow up with them next.
Tone and language
The tone and language of your correspondence to the decision-maker can make or break your advocacy efforts. Approaching your writing with good faith will be helpful.
Here are some tips:
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Be clear and assertive. It’s ok to be direct about why you are writing to them. The more direct you are about what you’re looking for, the clearer and more understandable your message will be. (See the Assertiveness section for more tips.)
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At the same time, be friendly and respectful. If you have not already met the decision-maker, this is their first impression of you. If you come across as a friendly and collaborative person, they will be more likely to want to continue dealing with you.
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You don’t need to use advanced or professional-level vocabulary. Using simple, clear words is completely acceptable.
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Proofread. To check your language and tone, make sure you read over what you wrote before sending. It helps to read it out loud and think about how it would sound to someone who doesn’t know you. Or, have someone else read it over for you. They can also check for any spelling or grammar errors, to ensure the message is crystal clear.
