How to Organize a Sign-On Letter

What a sign-on letter does

A sign-on letter is a document sent to a decision-maker that carries the endorsement of multiple organizations and individuals. It says: this is not one person's opinion. This is a coalition position. The recipient sees fifty organizations and three hundred individuals who all agree on a specific ask. That is harder to dismiss than a single comment.

Write the letter first

Draft the letter before you start collecting signatures. People need to see what they are signing. Keep it to one page. Structure:

• **Opening**: Who is writing and why.
• **The ask**: One or two specific things you want the recipient to do.
• **The argument**: Three to five sentences explaining why.
• **Closing**: A deadline for response, if applicable.

Do not try to cover every angle. The letter should make one clear point with one clear ask. If you have five asks, you have five letters.

Collecting signatures

Set up a simple form (Google Form works fine, or use Rooted Forward's campaign tools). For each signer, collect:

• Name
• Organization (if signing on behalf of one)
• Title
• Neighborhood or zip code

Set a deadline for signatures. Two weeks is standard. Send the form to every organization and individual you think might sign. Follow up once.

Who to send it to

Address the letter to the specific person who can act on your request. CC their staff, the relevant committee, and any other officials who should see it. Send it as a PDF with all signatures listed. Include a cover page with the total count: "This letter has been signed by 47 organizations and 312 individuals."

After you send it

Publish the letter and signer list on your website or social media. Notify local media. If you do not receive a response within two weeks, follow up with the recipient's office by phone. Ask for a meeting.

When to use Rooted Forward's platform instead

If the issue is something Rooted Forward is already working on, submit signatures through our campaign pages instead of running a separate letter. Our platform tracks counts in real time, lets signers add personal comments, and compiles everything into a formatted delivery document. Check our active campaigns to see if there is already an effort underway.