We live in a time when communicating with the people who run our government is frequently necessary. New legislation and regulations with the power to seriously affect our lives are proposed almost daily. Letting lawmakers know where we stand on these issues is vital to ensure that the government does not break free of its tethers to the people and continues to represent our interests. The trucking industry is currently facing several issues that cry out for our response to them. If we don’t let them know how we feel now, we could end up stuck with many new and unfavorable changes in our circumstances. We, after all, are the only people who can tell them how their laws and rules will affect us.

Making your voice heard in Washington, your state capital, or even your local municipal building isn’t all that difficult, but care should be taken to ensure that your point is clearly made. Many people are eloquent speakers, but run into difficulty when it comes to putting thoughts on paper. What would otherwise be a good letter filled with valid points could end up completely missing the mark, being misread, or even wind up losing all of its meaning and credibility because of a few technical errors. That said, it doesn’t take an English major to prepare an effective response to an issue. Following a few simple rules of thumb will help you make sure that your voice is heard clearly:

Use the spell checker:

Although spelling isn’t vital to making a good point, the fewer words you misspell, the more intelligent you sound. Clearly broadcasting your intelligence will help your statement come through as well thought out and intelligent, too.

Use good grammar:

Don’t worry about ending a sentence with a preposition or making a run-on sentence. Do make sure, however, that each thought you present is completed, and that it will make sense to the reader.

Use drafts:

You don’t have to spend weeks on your comments, but do re-write it at least one time. The first draft can give you an opportunity to put all of your thoughts on paper, and the second will be the polished version. I like to write a rough draft, polish and reorganize it for clarity, and then let a friend or family member read it before doing a final draft.

Make a point:

Simply writing “I am against puppy abuse.” and signing it, doesn’t give the lawmaker a clear impression as to why you are against it. Instead, make sure to add at least one or two reasons why you feel the way you do. A sentence like “I am against puppy abuse because puppies are sweet, innocent little creatures, and hurting them is wrong” will help the lawmaker understand your position.

Avoid industry jargon:

It’s important to think about the reader. If you’re writing to the FMCSA, for example, they probably know what’s what when you use terms like HOS or EOBR. Another representative may not, so don’t tell them you pull a covered wagon or an RGN, and are concerned about the effect new HOS legislation might have on your operation. Explain what you do instead.

Watch your tone:

Using an argumentative tone turns the reader off to what you have to say. Although you may be writing an “argument” piece, don’t take the argument idea seriously. Instead, try to write with persuasion, using points that will hopefully convince the reader that your argument is correct. Never use expletives or threats to try to prove a point.

One way to help ensure that you have done all of these things is to read your paper out loud to some one else, or at least, to let them read it. It’s hard to catch your own errors. If there are any areas that may seem unclear, and objective listener (as in someone other than the author) will be able to catch them, and give you an opportunity to clarify your point. It’s all about being heard. You’re using valuable time to write to a representative, spend just a few more minutes on making sure that they will be able to understand what you’re saying.