Why don't we set up a separate part of the forum for people to report in articles, books, documentaries, etc that misrepresent us
I thought that this "News and media" forum was intended for that very same purpose.
I could (or someone better at writing than me) prepare letters to be sent to the offending organisation/person, and then others could either write their own letter or just add their name to the pre-prepared letter.
Much better for people to write their own letter. Pre-prepared letters smack of mass mailshots. It's worth reading what WriteToThem.com (formerly FaxYourMP.com) have to say about this practice. (It's a website set up to enable British voters to fax or email their elected representatives.)
Why shouldn't I copy and paste "form" letters?
We know your issue is important to you, but we've spoken to representatives — and if you are not a constituent, or you send a "copied and pasted" form letter, your message will go straight into the bin.
If you're a pressure group, please think about what you're doing. If you encourage all your members to write to the same representative, you will not show that representative the depth of support for your issue. We now block large form letter campaigns sent to individuals, but even if we did let through your mail, we know from experience that you'll simply have used up a few sheets of tax-funded paper, and irritated an underpaid secretary or researcher. And if you encourage your supporters to all send the same rote letter to different representatives, the recipients will just assume you have a nasty little man [
sic] with a computer and a list of addresses blasting them out from your office. Then they'll ignore you, whereas if you'd asked people to write to their own representatives in their own words, you'd be ahead of the game.
Still not convinced? Here's a quote from a Parliamentary researcher, whose job is to make the MP he/she works for as accessible as possible (such people are the hidden gems of our democracy):
MPs rather naturally take a sudden influx of identical or similar messages with a large pinch of salt, since they know that what they are seeing is stuff from a minority of constituents who are either impassioned/neurotic about the topic concerned or who are easily gulled into agreeing with some plausible story and sending the message, since it takes minimum effort to do so.
Given a daily mailbag of (say) 50 individual messages from individual constituents, on a wide range of topics, when the mailbag suddenly rises to 100 a day, 50 of which are much the same as each other, the representative has no way at all of knowing whether the message concerned is representative of opinion in the constituency.
All he or she knows is that 50 constituents have been persuaded to mail them about 'topic X'. Much more notice is taken of trends within the regular flow of messages from clearly identified constituents. If in a month 50 people write in different ways and through different routes with similar views on a subject, this is much more likely to raise the profile of the topic with the MP.
So please don't copy and paste the same message as everyone else. And don't encourage others to do so. It's worse than useless as we'll automatically stop your messages before they get through. Ask people to write in their own words. If they care enough about your issue, they'll do so.
http://www.writetothem.com/about-qa#formletters