1) Keep the letter to one page if possible
If a letter is two pages long, it could potentially be more concise, though there will be some exceptions. Keeping the letter to one page can be done by tweaking a few sentences or removing unnecessary space. If you are writing a follow up to someone about the same case, you will not need to include as much detail as before.
If you do need to include an additional page, make sure to mark the pages (include “…continued” at the bottom, and number each page).
2) Make sure you have all the relevant information
The type of information you include depends on who you are writing to. In all cases, make sure to include the constituent’s full name and telephone number or, failing that, email address. You will also need their full home address, including the neighbourhood (e.g. East Ham/Beckton/Forest Gate/Manor Park/Plaistow/North Woolwich/Upton Park). If you are writing a follow up to someone about the same case, try to include their case reference number too.
The following pieces of information are essential, but any additional relevant numbers should also be included if possible:
For letters to UKVI you need a Home Office reference number, date of birth and nationality
For letters to the Council to do with housing you should include a bidding number (if relevant); to do with schooling you should include the child’s full name and date of birth; for parking matters you should include the PCN number and vehicle registration
For letters to the DWP you need a National Insurance number and date of birth
For letters to the police you should include a crime reference number and any relevant dates
3) Be careful in what you assert
Most of the time, we only hear one side of a story and can only write about the information a constituent has told us, with no way of proving it is truthful. Phrases like ‘they tell me’ and ‘I understand’ are useful in passing on information we are told, but cannot prove.
4) Know who to write to
This is something mainly learnt through experience – and a fair bit of Googling! As a general rule, always right to the highest position in a company or local authority (e.g. the Chief Executive or headteacher), who can then either deal with the case themselves, or pass it onto the relevant department.
Most MPs will have good relationships with those they write to frequently and will have a specific contact for constituent enquiries, particularly within local authorities and Government departments. Newham Council and the Home Office, for instance, have a dedicated MPs Correspondence team. The DWP employ local service leaders who deal with most Universal Credit and benefit matters, and NHS Health Trusts are used to corresponding with MPs on behalf of their constituents.
MPs will often write supporting letters – ‘To Whom It May Concern’ – which are sent to the constituent. They are most helpful for upcoming court hearings or various applications, such as for a visa, job or legal help.
5) Make sure to include any enclosures
Many constituents will provide pictures or copies of important documents – such as GP letters – to help describe their situation. A picture of disrepair can help show just how awful someone’s housing condition is, and a letter of recommendation from a social worker can help someone get the support they need quicker. When writing on behalf of a constituent’s friend or family member, you will most likely be required to provide a letter of consent, giving their permission for the MP to advocate on their behalf.