How to write an effective campaign letter/email

Contacting people in writing is a good place to start. It is important to have correspondence in writing. You may need it later to remind people of what was discussed, and agreed. Even if you meet someone in person, always write a follow up email/letter to confirm what was discussed and agreed. This can also help avoid misunderstandings.

A good letter includes

  • A clear purpose
  • Relevant personal experiences
  • An explicit request for the recipient to take specific action
  • A request for a reply
  • The recipient's name
  • Your name and contact details
  • The date


  • Keep your letter short - less than 1 page
  • Print your letter in an easy-to-read font
  • Use simple language
  • Spell-check your letter
  • Ask someone to read your letter before you send it
  • Keep a copy
  • Allow a reasonable period of time for a reply. If the person fails to respond within a reasonable time, contact them again


  • Always send letters in print, or by email, unless you have checked that the recipient can access a different format
  • If you need a reply in a different format, such as large print, braille or tape, make sure you ask for this in your letter

Sample Campaign Letter

11 Smith Street
W20 1JT

7 March 2017

Highways Department
London Borough of Fiction
The Town Hall
High Street
W20 2XY

Dear Simon Hurd,

I am writing to ask you to consider installing a zebra crossing on Station Road.

Station Road is busy, traffic moves quickly and there is currently no safe place for pedestrians to cross. I am deafblind, so can neither hear nor see traffic. Several times, I have almost been hit by cars as I attempt to cross Station Road. A zebra crossing would make crossing Station Road safer for me and all pedestrians.

If it would be helpful, I would be happy to meet with you on Station Road to demonstrate the current problem and discuss solutions. Please give serious consideration to installing a zebra crossing on Station Road to improve pedestrian safety. Please respond to this letter to advise me how this issue will be progressed. I look forward to your response.

Yours sincerely,

Anne Jones

First published: Wednesday 5 April 2017
Updated: Wednesday 5 April 2017