Letter Writing Kit

Letter Writing Kit

Writing to a representative is one of the most direct ways to participate in public decisions. This kit gives you the tools to do it: how to find who to write to, templates to get started, and instructions for submitting your letter through different channels.

Civi.Me does not tell you what position to take. These templates are neutral — they give you a structure and you fill it with your own voice, your own experience, and your own perspective.

Step 1: Find who represents you

Hawaii has multiple layers of representation. Depending on your address, you may have:

  • A State Senator and State Representative in the Hawaii State Legislature
  • A County Council member (Honolulu, Maui, Hawaii County, or Kauai County)
  • A Neighborhood Board member (Honolulu only — 33 neighborhood boards covering Oahu)
  • Representation on specific boards and commissions relevant to your issue

How to find your state legislators

How to find your county council member

How to find your Honolulu Neighborhood Board

  • Go to honolulu.gov — Neighborhood Commission
  • Find your neighborhood on the list of 33 boards
  • Neighborhood board meetings are open to all residents — you don’t need to write ahead of time to attend

Step 2: Choose a template

These templates give you a starting structure. Replace everything in brackets with your own information. You are encouraged to add personal details — why this issue matters to you specifically, what you’ve observed in your community, or what outcome you’re hoping for. Personal letters are more effective than generic ones.

Template A: General letter to a representative

[Date]

[Representative's Name]
[Title — e.g., State Senator, Council Member]
[Office Address]

Dear [Representative's Name],

My name is [Your Name] and I am a resident of [your neighborhood or district]. I am writing to share my perspective on [topic or issue].

[In your own words: describe what you understand about the issue. What's happening? What decision is being made? When?]

[In your own words: explain why this matters to you or your community. What have you observed? What concerns do you have, or what do you support?]

I respectfully ask that you [describe the action you'd like them to take — attend a hearing, vote a certain way, request more information, hold a community meeting, etc.].

Thank you for your time and for your service to our community. I look forward to hearing from you.

Sincerely,
[Your Name]
[Your Address]
[Your Email or Phone — optional, but helps if you want a response]

Template B: Written testimony for a public hearing

[Date]

Submitted to: [Name of committee or board]
Re: [Bill number or agenda item, if known]
Hearing date: [Date of hearing]

My name is [Your Name]. I am a resident of [your city or district] and I am submitting this written testimony regarding [topic or bill].

[In your own words: briefly describe your understanding of what is being considered and why you are interested in it.]

[In your own words: share your perspective. What do you support, oppose, or want the board to consider? Include specific details from your own experience if relevant.]

[Optional: Make a specific request — support the bill, oppose the bill, request an amendment, hold additional hearings, etc.]

I appreciate the opportunity to participate in this process.

Respectfully submitted,
[Your Name]
[Your Address]
[Your Email]

Template C: Public comment on a proposed rule or plan

[Date]

Submitted to: [Agency or department name]
Re: Public Comment on [Name of proposed rule, plan, or EIS]
Comment period closes: [Deadline date]

I am submitting comments regarding [name of the proposal].

[In your own words: what aspect of the proposal are you commenting on? Be as specific as possible — page number, section, or provision if you can.]

[In your own words: what is your concern, support, or suggestion?]

[If you have a specific recommendation, state it clearly here.]

Thank you for accepting public comment and for considering my perspective.

[Your Name]
[Your Address]
[Your Email]

Step 3: Submit your letter

Email

Email is the fastest and most common method. Most legislators and council members list a public email address on their official page. Use a clear subject line: “Constituent letter regarding [topic]” or “Written testimony — [bill number or agenda item].”

Mail

Physical letters can be effective, especially for state legislators. Address the envelope to the representative’s Capitol or district office. Use the address listed on their official page. Allow extra time for physical mail — don’t mail the day before a hearing.

Written testimony for Hawaii Legislature hearings

  • Go to capitol.hawaii.gov
  • Find the bill or hearing you want to comment on
  • Look for a “Submit Testimony” link on the hearing or measure page
  • Written testimony is typically due 24 hours before the hearing
  • All submitted testimony becomes part of the public record

County council written comments

  • Each county has its own submission process — check the specific council website for instructions
  • For Honolulu, written testimony can often be submitted by email to the council clerk before the meeting
  • Deadlines vary — check the specific agenda for submission cutoff times

Public comment periods

  • State agencies post proposed rules and environmental documents for public comment
  • Comment periods are typically 30 to 45 days long and are published in the Hawaii Administrative Rules and official notices
  • Submit via the method listed in the specific notice — usually email or mail to the agency

Tips for effective letters

  • Be specific. “I live three blocks from the proposed development site and here’s what I’ve observed” is more powerful than vague general statements.
  • Be concise. One to two pages is plenty. Representatives receive many letters — a focused letter is more likely to be read in full.
  • Be respectful. Even if you disagree strongly, a respectful tone is more effective. Representatives are people.
  • Sign your name and include your address. Anonymous letters carry less weight. If you’re writing to a state legislator, they need to know you’re a constituent in their district.
  • Write your own letter. Form letters are counted but individual letters that share personal experience are more impactful.
  • Send it on time. For hearings, submit written testimony at least 24 hours before. For public comment periods, don’t wait until the last day.

Get more help

If you’d like help finding the right representative or understanding the submission process for a specific issue, reach out to us. We’re happy to help.

Learn how to testify in person   View the ambassador toolkit