How to write letters to your City Councillor

A City Councillor will not know what their constituents want if they do not tell them! You can write your City Councillor at any time, and for any issue. You may choose to write your City Councillor for a variety of reasons:

​

• bring attention to, or provide more information for, an issue

• to urge them to take a particular action, such as voting in an upcoming Council or Committee meeting

• to clarify their position regarding your issue

• to show your support or concern about an issue

​

Tips for writing letters to your City Councillor
 

To get an idea of how a letter to a City Councillor might be written, read the Toronto Environmental Alliances’ sample letter regarding the the 3Rs for gravel use. While there is no official format for writing letters to your City Councillor, these tips can help guide you.

​

1. Include your contact information. This indicates to the councillor that you are a constituent in our city.  

2. Be concise. Written communication should be no longer than one page. If you have any background or supporting materials to your letter, include it in your envelope, or attach it to your email.

3. Be clear. State your objective from the onset. Follow with a brief introduction outlining your concerns. Keep to the same topic and emphasize two or three major points.

4. Be personal. Describe your interest in the issue and any experience you have regarding it. Drawing on your own experience demonstrates the direct impact of your issue on you, your family, or your community.

5. Be assertive. Ask questions that prompt a response. Ask for clarification on councillor’s positions. Request a commitment to a specific action, and give the rationale for your request. Request that the councillors respond to your letter. 

6. Be professional. Communication should be respectful, even if you disagree with your councillors. Thank them for any positive action they have taken in the past on your issue.

7. Follow up. Track your councillor’s decisions or actions regarding your issue. Write back to the councillors thanking them for their response, and remind them of any commitments they have made. Optional: share your letter with other individuals or organizations advocating for your issue.

8. Stay organized. Keep a copy of the letter and any supporting materials so that you can easily refer back to them if needed.