Writing a letter to an editor is great for talking about a topic you're passionate about and for influencing public opinion. While it is very difficult for your letter to be selected from among all those sent, you can improve your chances of attracting attention. If you want to know how to prepare it, follow these simple steps.
Steps
Part 1 of 5: Prepare to Write the Letter
Step 1. Decide on the topic and the target newspaper
Your letter to the editor will often be a response to an article or editorial, or in some cases a response to an event or issue in your community.
- Better to respond to a particular article published by the newspaper. Your letter will have a better chance of being published.
- If you're writing in response to a community event or issue, the local newspaper is probably the best destination for your letter.
Step 2. Read other letters published in the chosen newspaper
Before you start writing your letter, you should read the others that have been chosen for inspiration. Each letter will have a slightly different style, format and tone and will also vary in length. Read as many of them as possible to get a better idea of how to write them and understand what attracts the editors of the newspaper.
Step 3. Check the guidelines of the chosen newspaper
Most newspapers have guidelines for the types of letters they publish. The most frequent rules are those on length. Often, you will be required to include your name and contact information as verification. Many newspapers also do not allow political support for a party to be expressed and limit the frequency with which a person's letters can be published. Be sure to read the guidelines before submitting your writing.
If you can't find the letter guidelines, call the newspaper offices and inquire
Step 4. Determine why to write a letter
There are many types of approaches to writing these letters. You will have to choose the best one, based on your motivation. What do you hope to achieve by writing the letter? Here are some examples:
- A theme makes you angry and you want readers to know it;
- You want to publicly congratulate or support something or someone in your community;
- You want to correct the information reported in an article;
- You want to suggest an idea to others;
- You want to influence public opinion or get people to act;
- You want to influence the rulers;
- You want to promote the work of a certain organization on a topical issue;
Step 5. Write the letter within two to three days of posting the article
Make sure it arrives on time by shipping it right after the article is posted. The chances of the letter being published will be higher, because the topic will still be fresh in the mind of the publisher (and readers).
If you respond to an article in a weekly magazine, send the letter to have it arrive in time before the next issue. Read the guidelines of the journal to know the publication deadline
Part 2 of 5: Starting the Letter
Step 1. Include the return address and contact information
Make sure you include your full contact information as the letter header. You will not have to enter only the address, but also the e-mail address and telephone number at which it is possible to reach you during office hours.
- If your letter is published, the publishers will use this information to contact you.
- If the newspaper has an online system to upload letters to, you will likely notice a space to include this information.
Step 2. Include the date
After the contact information, leave a blank line and then add the date. Write it formally, as you would in a business letter: "July 1, 2015".
Step 3. Include the recipient's name and address
If you're writing an email or want to physically mail an envelope, address it as you would a business letter. Include the recipient's name, office, company, and address. If you don't know the publisher's name, you can find it in the newspaper, or you can write "Publisher".
Step 4. Tell us if you want the letter to be published anonymously
Usually, it's a good idea to sign your name, and some newspapers don't even publish anonymous letters. In some cases, however, you may want to state your opinion without disclosing who you are. Add a note to the editor stating that your letter should be posted anonymously.
- If you're not writing about a particularly provocative topic, the letters are unlikely to be posted anonymously.
- You will still need to provide your name and contact information, as the newspaper will need to verify the author. The newspaper will not publish your personal information if you have asked not to.
Step 5. Write a simple greeting
You don't need to be too sophisticated. Just write "To the editor", "To the newspaper editor", or "Dear Publisher". Follow the greeting with a comma or colon.
Part 3 of 5: Writing the Letter
Step 1. Cite the article you are replying to
Don't confuse the reader by immediately mentioning the name and date of the article you are replying to. Also include the topic of the article. You can do this with a sentence or two.
For example: "As a professor of literature, I have to speak about your editorial (" Why Novels No Longer Relevant in the Classroom, "March 18)."
Step 2. Express your position
After mentioning the topic, you should clearly state your position and explain why you have a certain opinion. If your authority matters, given the issue discussed, also mention your occupation. Use this space to explain why the issue is relevant and important, but keep it brief.
For example: "Your article states that college students no longer enjoy reading, but everything I've seen in my class is evidence to the contrary. The article is not only inaccurate, but offers a very rough explanation of the many reasons that keep students away from reading novels in a university setting. Students are not bored by novels because they are no longer important; rather, their enthusiasm is waning because the professors themselves are losing interest in their subject."
Step 3. Focus on one main point
The letter is too short a space to cover many topics. Your letter will have more strength if you focus on a problem and provide evidence to support your thesis.
Step 4. Make the most important point right away
This helps the reader understand exactly what you mean. If your letter will be edited, the first materials cut will be the last sentences. If the most important point is at the beginning, it will not be removed from the changes.
Step 5. Provide evidence
Now that you've expressed your position on an issue, you'll need to back it up with facts. If you want to be selected, you will also have to leave room for the facts and show that you have meditated and researched before writing the letter. You don't have a lot of fonts, but a few key proofs can make a big difference. Here are some ways to provide evidence:
- Use recent events that happened in your city or region.
- Use statistics or search results.
- Tell a personal story related to your stance.
- Use current political events.
Step 6. Use a personal example
To make your argument more relevant, use a personal story. Readers are better able to understand the impact news can have on a person if they share a personal story.
Step 7. Suggest what should be done
When you have provided evidence of your point of view, conclude the letter by saying what should be done to resolve the problem. Sometimes encouraging community awareness is enough, but in other cases you have to push people to do something.
- Invite readers to do something to be more involved in local community issues.
- Ask readers to visit a website or contact an organization that can help them achieve their goals.
- Allow readers to find more information on the subject.
- Provide direct instructions. Tell the readers to do something, like change the political situation, vote, recycle, or volunteer.
Step 8. Don't be afraid to name names
If your letter is intended to influence a legislator or corporation to take a specific action, name them. Politicians' staff pick up the news mentioning their names. Corporations do the same. Your letter will be more likely to reach these people if you name them explicitly.
Step 9. Conclude the easy way
One sentence will suffice to summarize your point of view and to remind readers of your main message.
Step 10. Write a final sentence, along with your name and city
As the last sentence of the letter, enter a simple "Sincerely". Then include your name and the name of the city. Include status if you are writing to a foreign newspaper.
Step 11. Include the institution you work for if you write as a professional
If your profession is relevant to the article, please include this information between your name and residence. If you enter your company name, you will implicitly claim to speak on behalf of the organization. If you are writing in a personal capacity, do not add this information. You will still be able to use your job title if relevant. Below you will find an example using the institution name:
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- Dr. Barbara Allegri
- teacher of Italian Literature
- University of Pisa
- Pisa
- Italy
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Part 4 of 5: Perfecting the Letter
Step 1. Be original
If you express a trivial opinion, your letter will not be selected. Find a way to look at an old problem from a new point of view. The letter may be selected even if you summarize many other letters in an eloquent and provocative way.
Step 2. Make cuts to the letter to avoid being verbose
Most letters to editors are 150 to 300 words long. Remember to be as concise as possible.
- Cut off-topic sentences or verbal embroideries. Be direct and concrete. You will reduce the number of words used.
- Avoid phrases like "I believe". It is clear that the content of the letter is your thought, so do not waste words to confirm a trivial concept.
Step 3. Use a respectful and professional tone
Even if you disagree with the newspaper, use a respectful tone and don't sound angry or accusatory. Use a formal tone and avoid dialectal or overly colloquial terms.
Don't insult readers, the author of the article, or anyone who doesn't think the same way you do. Try to be objective when writing the letter
Step 4. Write in terms that readers understand
Make sure the letter is not too complex so that it can be understood by the newspaper audience.
Avoid technical terms, acronyms and abbreviations. Readers may not know certain terms used in a specific industry or common abbreviations in your field. Write down acronyms and abbreviations in full. Use common terms instead of technical jargon
Step 5. Read the letter for errors
When you are satisfied with the contents of the letter, read it again to check for spelling or grammatical errors. Remember that you will have to compete with many other writers, sometimes hundreds in the case of national newspapers. If you don't care for punctuation or your grammar won't be perfect, your letter will seem less professional than other readers.
- Read the letter aloud to make sure it flows naturally and that the punctuation is appropriate.
- Ask another person to read it. Another pair of eyes will find more errors.
Part 5 of 5: Finish the Letter
Step 1. Ship it
When you have finished the letter, send it to the newspaper of your choice. The guidelines will always tell you what is the most welcome form of shipping. Almost everyone asks for letters to be sent electronically, by e-mail or through an online form. Some mainstream newspapers may still prefer physical copies of the letters.
Step 2. Be aware that your letter may be changed
The newspapers reserve the right to modify the letters received. They will do this mainly for reasons of space, or to make some passages clearer. They will not change the tone or topic of the letter.
If it contains defamatory or provocative language, it may be removed, or your letter may be discarded
Step 3. Continue your work
If your letter is in print and you have requested a particular action from a legislator or company, continue your work. Cut out the letter and send it to the relevant institution. Include a note highlighting the required action.
Step 4. Don't be angry if your letter isn't chosen
As perfect as it might be, there is always the possibility that the publisher would prefer to publish another one. It's natural. Now that you know how to write such a letter, future ones will always be better. Be proud of yourself for stating your opinion and defending a cause you believe in.
Step 5. Try sending it to another newspaper
If your letter hasn't been published, but you're still very passionate about the subject, try sending a similar one to a different newspaper.
