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If you read the opinion section of the paper or the letters to the editor in your favorite online or print publications, you’ve probably seen letters from representatives of businesses, nonprofits and other organizations.
There’s a process that goes into most of these letters. They aren’t off-the-cuff. The process looks something like this:
- Identification of news stories that merit a response
- Timely completion of a letter
- Approval of the piece
- Submission
Letters to the editor from businesses and other entities are written for two main reasons. The first is the need to respond to a negative portrayal of the organization. The second is the desire to further the conversation surrounding an issue in your field. This type of letter may include praise for the actions of an organization or individual, or it may express concern about such action or inaction.
Because letters to the editor are time-sensitive, your organization should decide now who is responsible for monitoring news about your field. You should decide who will draft a response and who must approve it. Determine who will represent the group and put their name on a letter.
When you write a letter to the editor on behalf of your business or organization, it needs to conform to the general guidelines of your messaging. Only comment on topics relevant to your work. Anything that is published with an organization’s name contributes to the public perception of that group, so make sure that your letter supports the positions that you hold in your day-to-day operations.
This is not a time to rep a product, it’s a time to contribute to a larger conversation. Make your voice heard on issues such as legislation that effects your members or clients, or advances in your field. A letter won’t ever be in the running for printing unless it is of interest to the larger readership — just as a pitch won’t do well without a hook.
For general tips on the structure and form of your letter, check out these guidelines from the National Council of Teachers of English, or this overview from Community Tool Box.
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Still working out the core messaging you will convey in your letters to the editor? Read more about message development.
