Participation scaleIndividual contribution
Best used forTargeted influence
At a glance
Participants doWrite and send a personal message to a chosen recipient.
Organizers doChoose the right recipient, explain what is being asked for, and give participants enough information to write their message.
ProducesPersonal messages sent to a decision-maker or institution.
What is Letter Writing?
Letter writing allows people to send personal messages to a decision-maker, institution, or other chosen recipient.Participants write in their own words and can explain their position, experience, concerns, or reasons for asking for action.Unlike a petition, letter writing focuses on individual messages instead of one shared statement and a total number of supporters.
insights
Key takeawayLetter writing gives people a direct way to share their own views with a chosen recipient.
Characteristics
Best used forTargeted influence
Participation scaleIndividual contribution
Target audienceDecision-makers
Time commitment~10–20 min
Effort requiredMedium
Coordination requiredLow
Resource costLow
Participant journey
1. DiscoverFind the opportunity and understand what it is about.
2. LearnRead the background and understand what participation involves.
3. ReviewCheck the request, materials, or details before you act.
4. PrepareGather what you need and get ready to participate.
5. WritePrepare your message, review, or contribution.
6. SubmitSend your contribution to the organizer or recipient.
7. RecordLog your participation or what you completed.
8. Follow upCheck the outcome and respond if anything else is needed.
Organizer responsibilities
Define the goal
Identify the target
Prepare materials
Publish
Recruit participants
Support participants
Collect results
Deliver
Communicate the outcome
Quality checklist
Clear objectiveThe purpose and intended result of the participation method are clearly defined.
Specific requestThe requested action or change is clear and easy to understand.
Defined targetThe person, group, or institution expected to receive or respond to the result is clearly identified.
Clear instructionsParticipants can understand what to do, how to do it, and when their participation is complete.
Supported by evidenceImportant claims, instructions, or requests are supported by credible information.
Delivery plannedThe organizer knows how the contribution or result will be delivered, used, or acted on.
Follow-up plannedParticipants will receive relevant updates after they contribute.
Strategic strengths
Allows personal messagesParticipants can explain their own experiences and concerns instead of sending the same message as everyone else.
Reaches the right personMessages can be sent directly to the person or institution responsible for the issue.
Shows more effortWriting a personal message takes more effort than adding a signature and can show stronger concern.
Practical limitations
Requires timeParticipants or organizers need enough time to prepare, contribute, or complete the process.
Requires documentationInformation, contributions, decisions, or results need to be recorded carefully.
Requires participant commitmentParticipants need to invest meaningful time, effort, or continued involvement.
Depends on an external decisionThe final result depends on a person or institution outside the initiative.
Risks & safeguards
Privacy concernsCollect only necessary participant information and explain clearly how it will be used.
MisinformationProvide reliable source material and address important inaccurate claims that could mislead participants.
Spam and abuseUse moderation and participation controls to limit irrelevant, automated, or intentionally disruptive contributions.
Delivery failureDefine how contributions or results will be delivered, used, or acted on before asking people to participate.
Unrealistic expectationsExplain what participation can influence, what remains uncertain, and what will happen after contributions are collected.
security
InsightEncourage participants to write in their own words instead of sending many identical messages.
Accessibility
Language accessConsider whether translated materials, interpretation, or participation in several languages may be needed.
Skill barriersConsider whether the participation method requires knowledge or skills that some people may not have.
Offline participationConsider whether people can participate without relying entirely on an online process.
Time flexibilityConsider whether people can participate at different times instead of during one fixed period.
Common mistakes
Unclear targetThe people or institutions expected to respond have not been clearly identified.
Poor communicationParticipants do not receive clear, timely, or consistent information about the work.
Insufficient evidenceClaims or decisions are made without enough credible information.
Weak follow-upThe initiative does not communicate results, maintain relationships, or act on what was learned.
Works well with
FAQ
Are personal letters better than templates?Often. Templates make it easier to participate, but personal messages can explain individual concerns and experiences more clearly.
Should everyone contact the same recipient?Not always. The recipient should be someone who has responsibility, influence, or an important role in the issue.
What if recipients do not respond?A response is not guaranteed. The letters can still show concern, and any replies can help guide what happens next.