Write Your Own Letter
Because we know that sexual health, HIV and contraception services vary in different areas of England, we want to provide you with an opportunity to write to local decision-makers about any specific issues which concern you. To make this a little easier, we’ve provided you with a guide to writing your email or letter.
1. Be brief but informative. Don't forget that your aim is to get your target to do something for you. The information you give them should be no longer than is needed to convince them of your case and push them into action. A good way of doing this might be to state your 'ask' at the beginning of your letter or email, and back it up with a powerful local statistic, which you can find by using the SHout Loud area map. The person you are writing to needs to know what you want and why you want it, communicated in a polite and concise way.
2. Make the specific request early on. The first rule of campaigning is to ask for something specific. The sooner your target understands what you want, the better. You can then go on to explain why you want that action taken but remember that however much your target may empathise with your situation, they probably don't have the time to read exhaustive accounts. A good rule of thumb is to ask for what you want, say why you want it, and then ask for it again at the end.
3. Make it as easy as possible for your target to take the next step. Don't assume your target knows where next to go to take your request further. If, for example, you want your MP to write to the local Primary Care Trust on your behalf, give them the name of the person to write to if you know if you can find it. A little research in advance to help you do this may make a big difference.
4. Email: The subject line is all-important. Anyone who uses email regularly will know that the subject line of an email, especially one coming from an unknown source, can be the determining factor in whether or not the email is opened and read or simply deleted. Try to make any subject line short (no more than 8 words), to the point and obviously from a non-spam source.
5. Ask for a response. Not only does a response request demonstrate your commitment to ensuring an action is at the very least considered - thereby putting further pressure on your target to arrive at a position one way or the other - it can also act as a great boost to your campaigning energies to see some return on your efforts. Always be explicit about this; plenty of people are all too willing to assume one email is the end of the matter unless you are clear that it may just be the start.
6. Follow up. If you have the time, a follow up phone call requesting confirmation that your email has been received can be invaluable. It shows that you are committed to the cause in question, know how to contact them if things don't go your way, and will almost certainly make you and your issue stand out in their minds. That little extra effort may well put your issue on the top of their list. You are then free to follow up as many times as you like to see if and when your request has been acted on. It is not a good idea to bombard a target with excessive calls (one a week should be more than enough in most circumstances) as you risk annoying them and that way leads to almost certain disappointment.
To help us build a picture of what’s happening locally, please use the 'contact us’ form to let us know when you receive a response, and please update us on any changes made in your local area.
If you receive a response by letter, you can send a copy to:
SHout loud, c/o POLICY & PUBLIC AFFAIRS Team, Terrence Higgins Trust, 314-320 Gray’s Inn Road, London, WC1X 8DP.