Writing effective letters to city council members and other decision-makers is a crucial skill for bicycle advocates. A well-crafted letter can influence policy, secure infrastructure improvements, and build momentum for cycling initiatives in your community. This guide provides a framework for creating compelling advocacy letters, with specific guidance for different communication scenarios.
All effective advocacy letters follow a similar structure, regardless of their specific purpose. Below is the recommended format with detailed guidance for each section:
Purpose: Introduce the Complete Streets concept and explain why it's important.
Unique Elements:
Template:
Dear [Councilmember/Commissioner] [Last Name],
I am writing as a [resident of District X/representative of Organization Y] to introduce the concept of Complete Streets and request your support for implementing these principles in our community.
Complete Streets are designed to safely accommodate all users—pedestrians, cyclists, transit riders, and motorists—regardless of age or ability. Currently, [describe specific local issue, e.g., "the lack of safe cycling infrastructure on Main Street has led to three serious accidents in the past year" or "residents without cars struggle to safely access essential services in our neighborhood"].
We propose that the Council consider adopting a Complete Streets policy that would ensure all future transportation projects incorporate safe access for all users. Similar policies have been successfully implemented in [cite 2-3 comparable cities], resulting in [mention specific positive outcomes like "a 40% reduction in pedestrian accidents" or "increased foot traffic for local businesses"].
The benefits of Complete Streets extend beyond cyclists to include:
• Improved safety for all road users, especially children and seniors
• Enhanced accessibility for people with disabilities
• Economic vitality through increased foot traffic for local businesses
• Reduced congestion and environmental impact
• Improved public health through active transportation options
Research from [cite source] shows that Complete Streets projects create more jobs per dollar spent than traditional road projects. Additionally, the Federal Highway Administration has found that streets with safe cycling infrastructure see [cite statistic] fewer crashes.
Our proposal has already gained support from [list organizations, businesses, community groups, or reference petition numbers if applicable]. These stakeholders recognize that streets that work for everyone make our community stronger.
We respectfully request the opportunity to meet with you to discuss this concept further and explore how it might benefit our community. Would you be available for a 30-minute meeting in the next few weeks?
Thank you for your consideration. I am happy to provide additional information and can be reached at [email] or [phone number].
Sincerely,
[Your Name]
[Your Title/Organization, if applicable]
Purpose: Politely remind the Council member about the initial request.
Unique Elements:
Template:
Dear [Councilmember/Commissioner] [Last Name],
I am following up on my letter of [date] regarding implementing Complete Streets principles in our community. I understand you have many pressing matters to attend to, and I appreciate your consideration of this important issue.
Since my previous communication, [mention any developments, e.g., "our community petition has gathered an additional 200 signatures" or "two more bicycle accidents have occurred on Oak Street, highlighting the urgency of our request"].
The upcoming [budget planning cycle/transportation committee meeting/infrastructure vote] on [date] presents an ideal opportunity to discuss Complete Streets implementation. Many community members are eager to hear your thoughts on this issue.
I would still welcome the opportunity to meet briefly or speak by phone to provide more information. I am available at your convenience and can adjust my schedule to accommodate yours. Alternatively, if you prefer, I could send additional materials for your review.
Thank you again for your service to our community. I look forward to your response and can be reached at [email] or [phone number].
Respectfully,
[Your Name]
[Your Title/Organization, if applicable]
Purpose: Express gratitude and reinforce commitment after receiving support.
Unique Elements:
Template:
Dear [Councilmember/Commissioner] [Last Name],
Thank you for your positive response to our discussion about implementing Complete Streets in our community. Your support for making our transportation network safer and more accessible for all users is greatly appreciated.
As promised, I am attaching additional resources that may be helpful as you consider next steps:
• A sample Complete Streets policy language used successfully in [comparable city]
• Cost-benefit analysis of the Complete Streets approach
• A brief case study of successful implementation in [city name]
• Contact information for [expert name] who has offered to consult on our local needs
Based on our conversation, I believe the following steps could move this initiative forward effectively:
1. Introducing a resolution at the next Council meeting to explore a Complete Streets policy
2. Arranging a presentation from our bicycle advocacy group at the next transportation committee meeting
3. Organizing a site visit to [problem location] with relevant city staff
Our organization is committed to supporting you throughout this process. We can help with community outreach, gather additional data, or assist with drafting policy language—whatever would be most helpful to you.
Thank you again for your leadership on this important issue. I look forward to our continued collaboration and am available at [email] or [phone number] should you need anything further.
Gratefully,
[Your Name]
[Your Title/Organization, if applicable]
Purpose: Address concerns and attempt to shift their stance.
Unique Elements:
Template:
Dear [Councilmember/Commissioner] [Last Name],
Thank you for your candid response regarding our Complete Streets proposal. I appreciate you taking the time to share your concerns about [specific concern they raised, e.g., "potential impacts on parking" or "implementation costs"].
I understand your perspective and wanted to address these concerns directly. Regarding [their concern]:
• [Provide factual information addressing their specific concern, e.g., "Studies from similar implementations in [city name] found that parking capacity was actually increased by 5% through more efficient street design"]
• [Offer relevant data point or expert opinion]
• [Suggest compromise or alternative approach]
You mentioned [another concern they raised]. In other communities that have implemented Complete Streets, this issue was successfully addressed by [describe solution]. For example, in [city name], they [specific example of how another city overcame a similar objection].
I'd like to suggest a modified approach that might address your concerns while still improving safety and accessibility:
[Outline a scaled-back or phased implementation, compromise position, or pilot program]
Community members from diverse backgrounds, including [mention supporters relevant to their constituency, e.g., "local business owners" or "senior citizens"], continue to express support for safer streets. [Name] from [local business/organization] has offered to share their perspective on how this could benefit [relevant stakeholder group].
I respect your commitment to serving our community and would welcome the opportunity to discuss these alternative approaches. Perhaps we could meet along with [relevant staff member or expert] to explore solutions that address your concerns while improving safety for all road users.
Thank you for your consideration. I remain available at [email] or [phone number].
Respectfully,
[Your Name]
[Your Title/Organization, if applicable]
Purpose: Show broad community support and real-life impact.
Unique Elements:
Template:
Dear [Councilmember/Commissioner] [Last Name],
I am writing as [your role - e.g., "a lifelong resident of District 3," "the owner of Main Street Bakery," "a pediatrician who has practiced in our community for 15 years"] to share my perspective on the need for Complete Streets in our community.
[Personal story or professional observation - e.g., "Last year, my 12-year-old daughter was nearly struck by a car while attempting to bike to school" or "As a business owner, I've observed that customers who arrive by foot or bicycle visit more frequently and spend more per month than those who drive"]
This experience has shown me firsthand how [connect to larger issue - e.g., "our current street design prioritizes vehicle speed over safety" or "lack of safe infrastructure creates barriers to economic opportunity"].
From my perspective as [your role], implementing Complete Streets principles would [specific benefit - e.g., "allow my children and others to safely travel to school independently" or "increase customer visits to local businesses by making our commercial district more accessible"].
The data supports this view. [Include relevant expertise or data point - e.g., "In my 15 years of treating local children, I've seen a 30% increase in injuries related to unsafe street conditions" or "Studies show that improving walkability increases retail sales by up to 30%"].
I understand there are competing priorities for our city's resources. However, I believe the safety and accessibility of our streets should be among our highest concerns because [reason relevant to your perspective].
I respectfully urge you to support the Complete Streets proposal currently under consideration. This is not simply about accommodating cyclists—it's about [broader community benefit relevant to your perspective].
Thank you for your service to our community. I would be happy to discuss this further and can be reached at [email] or [phone number].
Sincerely,
[Your Name]
[Your Professional Title/Business Name/Relevant Credential, if applicable]
Purpose: Demonstrate collective backing from advocacy groups, businesses, and institutions.
Unique Elements:
Template:
Dear [Councilmember/Commissioner] [Last Name],
We, the undersigned organizations representing [number] community groups, businesses, and institutions in [city/district name], are writing to express our unified support for implementing Complete Streets principles in our community. Together, our organizations represent [number] community members who believe that streets designed for all users will create a safer, more accessible, and more vibrant [city name].
Currently, [describe problem - e.g., "65% of our major thoroughfares lack safe bicycle infrastructure, and 40% have inadequate pedestrian facilities"]. This presents significant challenges for [describe affected groups - e.g., "seniors, children, people with disabilities, and those who do not own vehicles"].
We collectively propose that the Council adopt a Complete Streets policy that ensures all future transportation projects incorporate safe access for all users. Specifically, we are asking you to:
1. Vote in favor of the upcoming Complete Streets resolution [if applicable]
2. Allocate funding in the next budget cycle for a Complete Streets implementation plan
3. Direct city staff to review current projects for compliance with Complete Streets principles
The benefits of this approach extend across our diverse constituencies:
• [Business association name] notes that walkable, bikeable communities see 28% higher retail sales
• [Disability rights organization] emphasizes that accessible streets are essential for independence
• [Environmental group] highlights that shifting even 5% of trips to active transportation would reduce our carbon emissions by [specific amount]
• [Public health organization] points to research showing that active transportation reduces healthcare costs by [specific amount]
This broad coalition demonstrates that Complete Streets is not a special interest issue but a community-wide priority that transcends typical political divisions.
We respectfully request the opportunity to meet with you as a coalition to discuss how Complete Streets can benefit [city name]. Our coalition coordinator, [name], will follow up next week to schedule a convenient time.
Thank you for your leadership and service to our community.
Sincerely,
[Name], [Title]
[Organization #1]
[Name], [Title]
[Organization #2]
[Name], [Title]
[Organization #3]
[Additional signatories as appropriate]
Purpose: Correct false narratives or misunderstandings spread by opponents.
Unique Elements:
Template:
Dear [Councilmember/Commissioner] [Last Name],
I am writing to address some misconceptions that have recently been circulated regarding the Complete Streets proposal currently under consideration. As [your role/organization], I believe it's important that decisions are made based on accurate information.
Claim: "[Quote specific misinformation, e.g., 'Complete Streets will remove all parking' or 'This will cost taxpayers millions without benefits']"
Fact: [Provide factual correction with source, e.g., "The current proposal maintains 85% of existing parking while reorganizing space to accommodate all users safely. In similar implementations in [city name], parking capacity actually increased through more efficient design."]
Claim: "[Second piece of misinformation]"
Fact: [Second factual correction with source]
Claim: "[Third piece of misinformation]"
Fact: [Third factual correction with source]
It's important to note that Complete Streets policies have been implemented in over 1,600 communities nationwide—in rural, suburban, and urban contexts—with demonstrated success. These are not experimental approaches but established best practices endorsed by [list relevant professional organizations, e.g., "the American Planning Association, the Institute of Transportation Engineers, and the U.S. Department of Transportation"].
The fiscal impact analysis conducted by [source] found that implementing Complete Streets principles would [provide accurate cost information and return on investment]. The proposal includes [any phasing or cost-saving measures].
I understand these are complex issues that require thoughtful consideration of multiple factors. I would welcome the opportunity to provide you with additional information or to arrange for a transportation engineer or other expert to address any technical questions you might have.
Thank you for your careful consideration of this important community issue. I can be reached at [email] or [phone number].
Respectfully,
[Your Name]
[Your Title/Organization, if applicable]
Purpose: Acknowledge and thank Council members for their role in advancing the policy.
Unique Elements:
Template:
Dear [Councilmember/Commissioner] [Last Name],
On behalf of [yourself/your organization], I want to express my sincere gratitude for your support of the Complete Streets [policy/resolution/funding] approved on [date]. Your leadership on this issue demonstrates a genuine commitment to creating a safer, more accessible community for all residents.
Your specific contributions—[mention their particular actions, e.g., "asking insightful questions during the public hearing," "proposing the amendment to include accessibility guidelines," or "voting in favor despite significant opposition"]—were instrumental in moving this initiative forward. The community has already responded positively, with [share any positive feedback, e.g., "residents expressing appreciation at last week's neighborhood meeting" or "local media highlighting your leadership"].
As we move into the implementation phase, we remain committed to being a resource for you and city staff. We understand that translating policy into practice requires ongoing attention to detail and community engagement. Our organization is prepared to:
• Assist with community education about the new approach
• Provide feedback on implementation plans
• Help identify priority areas for initial improvements
• Connect staff with technical experts as needed
The approval of this initiative is not the end but rather the beginning of our work together to transform our streets into safe, welcoming spaces for everyone. We look forward to celebrating the first completed project that reflects these new principles.
Thank you again for your vision and courage in supporting this important step forward for our community. We are grateful for your public service.
Sincerely,
[Your Name]
[Your Title/Organization, if applicable]
Be concise: Keep your letter to one page when possible. Decision-makers receive numerous communications daily.
Be specific: Clearly state what you want them to do. Vague requests are easy to dismiss.
Be local: Emphasize your connection to their district or constituency. Local voices carry more weight.
Be factual: Use accurate data and cite sources. Avoid exaggeration or emotional appeals without supporting evidence.
Be constructive: Even when opposing or correcting, maintain a respectful, solution-oriented tone.
Be personal: When appropriate, share relevant personal experiences that illustrate why this matters.
Be relevant: Connect your request to the official's known priorities or current community discussions.
Be resourceful: Offer yourself as a partner and resource, not just someone making demands.
Follow up: Send a brief thank-you after meetings and provide any promised information promptly.
Build relationships: Advocacy is more effective when built on ongoing communication, not just contact during crises or requests.
Effective letter writing is a powerful tool for bicycle advocacy. By following these templates and guidelines, you can communicate your message clearly, build support for bicycle-friendly policies, and develop productive relationships with decision-makers. Remember that persistence and professionalism are key to successful advocacy campaigns.