HOW TO EFFECTIVELY COMMUNICATE WITH ELECTED OFFICIALS

The challenge:

•Elected representatives and senators are chosen to carry out the difficult task of determining which laws and policies will best serve the people

•They receive a great deal of technical information from staff, agency personnel and professional lobbyists

•Much of what they decide depends on the views, interests and preferences of the citizens whom they represent

•YOU CAN PLAY AN EQUALLY SUPPORTIVE ROLE BY MAKING SURE ELECTED OFFCIALS ARE AWARE OF THE PERSPECTIVE YOUR PERSONAL KNOWLEDGE AND EXPERIENCE CAN PROVIDE

You can actively participate in the process through:•Telephone calls•Emails•Letters•Meetings

Telephone calls:

•Most member’s web sites will have district office and Washington, D.C. office phone numbers and mailing addresses listed

•They are also listed in the government pages of the telephone book

Emails•Member’s web sites include an email contact

form•Go to www.house.gov and find your

congressional Senator or Representative•Search for the “contact” button•This is the simplest and most direct way to

communicate quickly with the member and staff

•To send an email, your address must be within that member’s congressional district boundary

Letters:• To write an effective letter, the following guidelines are

suggested:1. Include your name, mailing address and phone number2. Be brief, to the point, clear and courteous3. If you represent an organization, mention how many

members your organization has in that member’s congressional district

4. Try to write your message on one page, in 3 or 4 paragraphs

5. Address the issues and facts that are of interest to you, not personalities

6. Send the letter to the member’s district office – it will get to them quicker than sending to their DC office

Meetings:•You can request a personal visit:1. Call the district office, introduce yourself, tell

them what you would like to discuss2. They will ask you to send an email request for

a meeting3. Make an appointment with staff and discuss

your issue – this is the quickest way to get your message to the member via in-person meetings

4. If you desire, ask for a personal meeting with the member

Meeting with a Member of Congress:

•Limit participants to no more than 8 people

•Know what you want to say: 1. Be factual2. Be respectful of your time so that others

may also have an opportunity to speak3. Be as specific as you can

Always Remember:

•The process of making law in Congress was designed to move slowly

•It has built-in checks and balances•The process is intended to thoroughly vet

the debate, for both the majority and minority positions on the issues

•Stay calm and focused