Letter Management

The Letters system is the core engine of Legisletter, solving the biggest challenge in digital advocacy: how to enable thousands of unique, personalized letters while maintaining quality and staying on-message. Unlike platforms that force you to choose between static templates or risky bulk submissions, Legisletter combines AI-powered personalization with intelligent moderation to deliver compelling advocacy at scale.

Letter Lifecycle

1. Creation

Letters begin when supporters complete a campaign form:

• Personal Information: Name, email, address for accurate targeting
• Message Content: Personalized messages or pre-written templates
• Validation: Real-time checks for completeness and formatting
• Geocoding: Address verification for correct legislator matching

2. Processing

Once submitted, letters undergo automatic processing:

• AI Moderation: Every letter is reviewed at scale by our AI moderator, catching off-message content, inappropriate language, or potential issues—so you can handle 5,000 letters as easily as 5
• Style Checking: Professional tone enforcement including capitalization, punctuation, and grammar corrections
• Targeting Assignment: Matching to correct legislators based on advocate addresses
• Status Assignment: Instantly categorized as ready-to-send or needs-review

3. Review

A multi-tier review system ensures quality:

• Automatic Approval: Clean letters are marked as ready to send and placed in a 48-hour window for manual review (for organizations wanting extra control)
• Flagged Review: Questionable content goes to admin queue for immediate attention
• Manual Override: Admins can approve or reject any letter during the review window
• Bulk Operations: Process multiple letters efficiently

4. Delivery

Multiple secure channels ensure letters reach their destination:

• Federal Representatives: Direct delivery to Congressional offices
• Senators: Specialized handling for Senate requirements
• State Legislators: Targeted delivery to state officials
• Tracking: Full delivery confirmation and audit trails

Moderation System

Most advocacy platforms have a letter moderation queue, and that's great. The issue lies when you experience advocacy spikes and end up with 5,000 letters overnight. To ask one person to manually review each one is insane, so what most organizations end up doing is bulk submitting without really knowing what's in the letters. This is why most organizations also resort to static letters—sending the same message again and again to the same legislators, which is an ineffective way of doing advocacy.

Legisletter solves this problem with AI-powered moderation at scale:

Always On AI Moderator

On the front end, we enable advocates to send unique letters using AI assistance tools where they can add their personal stories and messages, integrating with your facts and messaging to create more compelling campaigns.

On the back end, our AI moderator reviews letters at scale, looking for:

• Unusual language that's potentially off-message
• Content that could be inappropriate or violent
• Placeholder text or incomplete submissions
• Off-topic rambling or spam

This way, you can always have peace of mind knowing that every letter sent is on-message, while still maintaining the capability to manually review if you wish.

Admin Dashboard

The letter management interface provides:

• Two-Tab System:
  • "Pending" tab for AI-approved letters (48-hour review window)
  • "Needs Review" tab for flagged content—a letter quarantine where messages stay unless manually approved or rejected
• Bulk Actions: Process multiple letters efficiently
• Letter Preview: See exactly what will be sent

Quality Assurance

Multi-Layer Protection

1. Input Validation: Required fields and format checks
2. Content Filtering: AI-powered inappropriate content detection
3. Style Enforcement: Professional communication standards
4. Human Review: Admin oversight for edge cases
5. Delivery Verification: Confirmation tracking

Analytics & Tracking

Key Metrics

• Submission Volume: Letters per campaign over time
• Approval Rate: Percentage passing moderation
• Delivery Success: Confirmed receipts
• Geographic Distribution: Heat maps of participation
• Legislator Coverage: Which offices received letters

Status Tracking

Every letter has a clear status:

• Pending: Awaiting processing or delivery
• Sent: Successfully delivered to legislator
• Flagged: Needs human review
• Rejected: Failed moderation or manual rejection
• Failed: Technical delivery issue