There are five primary ways to communicate with policymakers:
email (electronic mail via the Internet),
face-to-face meetings, facsimile (FAX),
letters, and telephone calls. Before
communicating with members of Congress, visit their websites (http://thomas.loc.gov)
for the latest information about their top priorities and activities.
Email
All members of Congress maintain email addresses and websites
to communicate with their constituents. Most congressional offices
will respond to email from constituents as well as (or better
than) they will respond to snail mail.
When writing to your legislator, it is essential to include your
name, street address, email address, and phone number, preferably
at the top of the message. Your representative will first verify
that you live within his or her Congressional district to determine
whether it is appropriate to respond. If you fail to include your
contact information, your representative will not respond.
Many not-for-profit groups allow you to send a form email to your
senators and congressional representatives. While most offices
read every message they receive whether a standard form or customized,
know that personalized, individualized messages receive the most
attention.
Face-to-Face Meetings
The importance of face-to-face meetings cannot be underestimated.
Such meetings force your elected officials to be aware of the
issues important to their constituents which may be easy to gloss
over otherwise.
One of the most productive forms of communication for influencing
public policy is to visit a policymaker. The same principles for
planning and carrying out a constructive meeting with a lawmaker
apply whether it is at the local level or in Washington, DC.
A successful visit with a policymaker includes the following:
- Purpose of the Visit – Your knowledge and interest
in current legislative initiatives that impact individuals and
families will help to define the purpose for your visit. Make
it a practice to monitor legislative developments that affect
families and seek additional information, if needed.
- Schedule Appointments – When you plan to visit your
state or national capital to tour attractions or attend a conference,
schedule a meeting with your elected officials. You do not need
to know anyone in the office to schedule an appointment. At
least two weeks prior to the visit, send a one page letter to
the policymaker requesting a visit. Briefly explain the issue
you wish to discuss and thank him/her for their past efforts
on the same or related issues such as children, youth, and families.
Indicate a willingness to meet with the appropriate staff member.
This lets the policymaker know that you understand the many
demands on his/her time. It also increases the probability that
a meeting will occur with someone who is knowledgeable about
the issue and eager to hear your point of view.
One week prior to the visit, telephone the office, obtain the
name of the appointment secretary, confirm the appointment and
with whom you will meet. Never underestimate the value of meeting
and establishing a relationship with the policymaker’s
staff. Ask how much time will be allowed for the visit. Prepare
information which can be left with the individual at the conclusion
of the meeting. Just prior to the visit, make any calls to reconfirm
arrangements, if this seems prudent.
- Prepare an Agenda – Develop a strategy to establish
common ground for discussing the issue to be addressed. Prepare
a statement which briefly and precisely presents the subject
in about 10 to 15 minutes. Write down any important points to
be made. Convey how the alternatives presented will affect the
policymaker’s constituents or customers. Prepare questions
in advance. Before concluding, summarize the main points and
end with clear statement of the action desired.
- Designate a Spokesperson – If the appointment is for
a small group, designate one person to speak and assign specific
roles to each member of the group. An orchestrated plan does
not preclude spontaneous participation.
- Know the Policymaker’s Position – Arguments will
be more effective if the stance of the policymaker is known.
When he/she supports a position, facts or case studies to support
the position will be appreciated. If the individual is undecided
or opposed to a position, information which refutes that stance
is valuable.
- Arrive Promptly – If several people are part of the
meeting, gather at a designated location before the appointed
time and enter the office together. Promptness is essential.
- Provide Fact Sheets – Provide a brief written summary
of the points to be made in the meeting, including the name,
address, and telephone number of the person the policymaker
may contact for additional information. Brochures, fact sheets,
and business cards are also appropriate materials to attach
to the packet of information.
- Follow-Up – After the visit, send brief letters to
all persons involved with the meeting thanking them for the
meeting, regardless of the stance they take on the issue.
Facsimile (FAX)
While a fax message has not always been the favored means of
communications, its significance has grown as security regulations
have slowed the mail system. If your information is timely and
must be received within two weeks, consider using a fax machine
to send your letter.
Letters
The letter is the most popular choice of communication with congressional
offices. With increased security concerns after September 11,
2001, the mail process has slowed significantly. Be sure to allow
a minimum of two weeks and up to six weeks for your letter to
clear security and reach the congressional office. If your information
is timely, consider sending the message via email or fax.
See a sample letter,
and follow these helpful suggestions to improve the effectiveness
of letters to policymakers:
- Identify the purpose upfront – The purpose for writing
the letter should be in the first paragraph. If the letter pertains
to a specific bill, identify it accordingly, i.e. House Bill
H.R. ________, Senate Bill S. ___(name of bill)____.
- Be polite and specific – Be courteous, to the point,
and include key information, using examples to support the stated
position.
- Be concise – Address only one issue in each letter,
and if possible, keep the letter to one page. A short letter
addressing a single issue allows the staff to process the letter
and respond effectively. This also eases their job of tracking
the numbers of constituents writing in on specific issues.
- Contact the appropriate policymaker – Write to your
state representatives about the state issues, and to your federal
representatives about federal issues. If a bill is up for vote
in the Senate, but not the House, do not call your representatives
on the House side to voice your opinions on the issues.
Address Correspondence
In all correspondence, avoid the words “congressman”
or congresswoman.” “Representative,” “Senator,”
and “Member of Congress” are the preferred titles
because they are gender neutral.
Telephone Calls
Using the telephone is a practical communication strategy, especially
when time is a factor. Use this handy appointment
worksheet to track your calls.
Telephone the office and request to speak with the congressional
member or his/her aide. Ask if he/she knows when action on the
measure is expected. Explain that you are the legislator’s
constituent and state an opinion about the issue. Ask how the
legislator expects to vote. Then, suggest a position for the legislator
to take.
There are essentially two telephone numbers you need to call
a member of Congress. They are the switchboard numbers for both
the House and Senate. Simply request the name of the Member and
the operator will patch you through.
House Switchboard: 202.225.3121
Senate Switchboard: 202.224.3121
A legislative telephone tree is an effective way to mobilize
many people on a particular issue. To establish such a network,
formulate a plan for the calling sequence and list the names and
telephone numbers of all interested persons, then print a copy
of the tree for the group’s reference.
Communicate with Congress
How
to Communicate with Congress
Best
Timing
Fact
Sheets
Sample
Letter
Appointment
Worksheet
Communicate with the Media
Media
Relations
Craft
Your Story
Get
Your Story to the Media
Prepare
for a Media Interview
Monitor
Media Results
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