Writing Advocacy Letters

Working with fellow environmental groups, civic organizations, and concerned citizens on eastern Long Island, the Group pushes local governments to rethink development proposals, overhaul zoning codes, and adopt responsible land-use policies. We think out of the box to find long-term funding solutions for the most daunting environmental problems on the East End, and we engage the public, encouraging people to speak up and take action in their community. Your participation in your local community is essential if you want to help protect the nature of the place you love.

So, how can you make a difference here on the East End? Write an advocacy letter! These letters let local officials know what’s most important to you and your community, and hold elected officials on the East End and in Suffolk County accountable. Attending local hearings and reading your letter in-person is the most effective. If you can’t make it in-person, you can mail/email your letter in.

But where do you start? Keep reading for tips for researching and drafting an advocacy letter, resources you can use to support your position, and a sample letter template you can customize.

Researching and Drafting Your Letter

STEP 1: Review the proposed project or legislation. Get a full understanding of all sides of the matter at hand.

• Review the project documentation or the full legislation document and question the need, reasoning, and consequences for it

• Review news coverage

• Check in with civic groups on their stance and activity

STEP 2: Understand the timelines

• Find out when hearings are scheduled. Public notices and agendas are a great place to find this information. You can find a list of board meetings, agendas, and more here.

• Check when the record will close to ensure that your comment letter is entered into the record on time

STEP 3: Review the file for development proposals

• Every project will have an application and accompanying documents, ie: State Environmental Quality Review Act (SEQRA). Note: Some towns provide online files, while others do not.  A Freedom of Information Law (FOIL) form will need to be filled out and submitted to the Town Clerk to review files and receive copies of important paperwork.

STEP 4: Understand community involvement, support, and opposition

• Outreach to local civic groups and environmental groups is usually recommended

STEP 5: Develop your position on the proposed project or legislation.

• Keep reading for resources you can utilize to support your position as you craft your advocacy letter

Resources

State Environmental Quality Review Act

• SEQRA Handbook

• SEQRA Regulations

Guide to Planning and Zoning Laws

Adopted Planning Studies (check town-specific websites). Look for…

• Comprehensive Plans

• Hamlet Studies

• Local Waterfront Revitalization Plans

• Regional Planning Studies (ie: Peconic Estuary Program)

• Community Preservation Fund (CPF) Land Preservation Lists

Freedom of Information Action (FOIL)

Environmental Resources

• DEC Environmental Resource Mapper provides a site-by-site inventory of environmentally-critical natural features.

Newspapers

• The Suffolk Times, Riverhead News-Review, The Southampton Press, The East Hampton Press, East Hampton Star, 27east.com, East End Beacon, Riverhead Local, The Shelter Island Reporter, Newsday

Town Codes

• Southold

• Southampton

• East Hampton

• Shelter Island

• Riverhead

You can also find meeting dates, agendas, and Freedom of Information Law request forms at  groupfortheastend.org/advocacy.

Advocacy Letter Format

Date
Addressees - Supervisor, Chairman/woman of the Board, Senator, etc.
Address

Re: Name Topic of the Letter

Dear xxxx,

Opening Paragraph
Begin by stating your name and the importance of this issue or project you are commenting on, and if you live nearby. Share why this matters to you and your community.

Body
Position Statement - begin with a concise statement that formally details your position on the subject project or legislation.  Provide reasoning that can be bulleted and elaborated on in the rest of the body of the letter.

Bulleted Topics Supporting Position - highlight main points of concern or support and provide rational justification.  Cite planning studies, previously adopted laws, other municipalities codes, etc.

Conclusion
Reiterate your position on the matter.

Ask the addressees to either support or reject subject project or legislation.

Thank the addressees for their attention to the matter.

Invite them to contact you with any questions or concerns they may have.

Salutation

When we all work together to advocate for our environment, great things can happen. We appreciate your support as we work to protect the nature of the place you love!