How to Write a Letter to the Editor

In my chapter on grant writing, I ask you to imagine the man who is reading all of the grants submitted to his foundation. I always imagine him sitting in a tiny, windowless room, where the only light is coming from an uncovered bulb dangling on bare wires from the ceiling. There are piles of grants on his small desk, tilting dangerously into each other, that threaten, with the slightest breeze or brush against them, to tumble to the floor - where are are more stacks of grants piled on top of each other. The garbage can is too full and it's tipped over from the weight of all the discarded grants, and...well, you get the idea.

Now I want you to imagine that you're the editor for a major newspaper...you're sitting in a tiny windowless room...

Okay. So how do you decide which letters (out of all the hundreds of letters you receive - and have to read each and every day) you're going to publish?

Actually, the answer is pretty simple, according to an editor friend of mine who left a big city paper and moved to a small town to run a newspaper there. According to Ken, you choose the ones that are short, to the point and "punchy" and that are the first to discuss the issue.

So if you want to write a letter to the editor, what are the 7 Best "Insider's Tips" you should know?

1. Write and send your letter the same day - or don't bother.
When you're reading an article that grabs your attention, try and write your reponse right then, while you're still sputtering into your coffee. Keep your letter about two paragraphs long. Don't wait and try editing or re-editing your letter - because the odds are, once you've cooled down, your "inner editor" will talk you out of sending the letter, or edit it to death. If you're in the same town as the paper, why not hand-deliver it, or have someone else do it for you? (By the way, check with the paper to see what their rules are for faxing or emailing - some editors actually prefer emailing, because they can cut and paste without having to retype your letter - but ask first!)

2. Unless your name is Zorro and you routinely wear a mask to hide your true identity, make sure you identify yourself, and if you've got specific credentials that make you especially qualified to comment on the issue, list them. (By the way, when I say credentials, I don't mean you need a Ph.D. behind your name. Being a VISTA Volunteer working on poverty issues is a great credential!) So put something like, "I am A VISTA (Volunteers In Service To America) and I've been working with 40 homeless families over the last 6 months" or
"As a volunteer youth coordinator working with teen mentors..." Also, make sure that besides incuding the fact that you're a VISTA Volunteer, that you get your project's name in your letter as well. (If for some reason you can't work them into the body of the letter, include them after your signature.)

3. Make your opening sentence "pithy" (as my fourth grade English teacher used to say), to grab the attention of the editor and compel him read the rest of your letter.

4. KISS (Keep IS Short and Simple) your letter. Ken gave me some very valuable advice that I want to share with you. First of all, just because the piece that ticked you off is long, doesn't mean your response has to be. In fact, a short, two-paragraph letter shows confidence and mastery of your subject. (Plus, think about it - would you rather read a l-o-n-g, letter that wastes time pointing out every minute error - or something short and slightly sacastic that makes your point quickly? (Plus, long letter make you sound whiny and nit-picky, and no one likes a whiner!) Also, newspaper editors do their editing from the bottom up - so put your best stuff at the top!

5. When writing, try to make your point with humor, wit and (whenever possible) brilliance. To get some ideas, check out some of the political or current event blogs. When you see something that catches your eye, try to figure out why - chances are, it's because the other person proved their point with caustic humor, or dry wit.

6. Pay attention to the style and format of the paper you're sending your letter to, and try to mimic that as closely as possible. You want your letter to match the flow of what readers are used to seeing.

7. Check and recheck your spelling and grammar. And then have someone else check them too.

Here's a general template for letters (adapt it to fit the situation):

To the editor:

Your July 15 editorial article (give brief description of the article), was completely off base (or missed the point, or was one-sided - you get the idea.)

Second Paragraph: Now explain why - make sure you back up your reasons with facts or short examples.

Close with a pithy one-liner or tag line. "Every child deserves a home." "Quality health insurance shouldn't just be for the rich."

Make sure you put your name, your title and your direct telephone number - or cell phone number - at the end of your letter. If they decide to run your letter, someone will usually call you with questions, to verify your facts or discuss proposed changes.

Timely Tip: Make sure that you've got the paper's submission deadlines listed on your media contact card in your rolodex. And check a couple of previous issues, to make sure you're not rehashing the same information. And sometimes, no matter how great your letter is, it won't get published for a variety of reasons - too many comments on the same issue, not enough room, something else happened that took precedence. The main thing is, don't give up!