Tips on Writing to Your Elected Officials Show
Letters and faxes are an extremely effective way of communicating with your elected officials. Many legislators believe that a letter represents not only the position of the writer but also many other constituents who did not take the time to write. These tips will help increase the effectiveness of your letter: Keep it brief: Letters should never be longer than one page, and should be limited to one issue. Legislative aides read many letters on many issues in a day, so your letter should be as concise as possible. State Who You Are and What You Want Up Front: In the first paragraph, tell your legislators that you are a constituent and identify the issue about which you are writing. If your letters pertains to a specific piece of legislation, it helps to identify it by its bill number (e.g. H.R. ____ or S. _____). Hit your three most important points: Choose the three strongest points that will be most effective in persuading legislators to support your position and flesh them out. Personalize your letter: Tell your elected official why this legislation matters in his community or state. If you have one, include a personal story that shows how this issue affects you and your family. A constituent's personal stories can be the very persuasive as your legislator shapes his or her position. Personalize your relationship: Have you ever voted for this elected official? Have you ever contributed time or money to his or her campaign? Are you familiar with her through any business or personal relationship? If so, tell your elected official or his staff person. The closer your legislator feels to you, the more powerful your argument is likely to be. You are the Expert: Remember that your legislator's job is to represent you. You should be courteous and to the point, but don't be afraid to take a firm position. Remember that often your elected official may know no more about a given issue than you do. You can get the contact information for your Members of Congress at Congress.org. Return to the Training Center Return to the Action Center Why advocate?Every piece of legislation starts as an idea, and that idea can come from a legislator, a staff member, a professional lobbyist, or an “average citizen.” Legislation succeeds or fails depending on a number of factors. Advocacy organizations represent the views of like-minded individuals when it comes to supporting or opposing bills but the most powerful voice still belongs to the individual constituent. It may seem as if one person cannot affect the legislative process. After all, conventional wisdom holds that the political process is corrupt and the government is broken. Politicians don’t listen to an average citizen. Legislators can’t get anything done. However, these common narratives must be challenged. While government does not function perfectly, and it can sometimes be hard to make your legislators listen, effective communication strategies can increase the chances of your opinion having an impact. Our system of government is slow-moving and complex, but the legislation that makes its way through this process has the potential to fundamentally change the way our society functions. Your voice does matter in this process, and the only way to make a difference is by using it to advocate for the issues you care about. What influences elected officials?
Knowing What You WantWhy is it important to ask for something specific?Asking for something specific is often the most effective way to get an elected official’s attention. Your objective is to encourage someone in the office to think for more than a few minutes about the issues that you have brought to his or her attention; making a clear and concise “ask” helps you to achieve that goal. There are two key types of ask: policy and relationship-building.
What is appropriate to ask?
What is inappropriate to ask?
The power of constituencyPeople tend to think that elected officials pay attention only to those who contribute to their election campaigns. However, in many cases, people and organizations contribute to a candidate’s campaign because they believe that individual is already inclined to vote in a manner beneficial to some constituent interest—not because they are trying to “buy” the person’s vote. In fact, most legislative staff members (who conduct most of the meetings with constituents) do not know who has made campaign contributions. Notwithstanding the influence of money in politics, it is important to recognize that you have power as a constituent—and that the power of constituency is valuable as you communicate with your elected officials. Relationship-building asksSometimes, you may be in a situation where it is inappropriate to make policy-related asks. Say, for example, you have had a meeting with your legislator and he or she has indicated a willingness to think about what you have asked but will not be able to make a decision right away. Since you want to be sure the legislator knows of your continued interest in the issue, you might want to consider making some “relationship-building asks.” Asking the legislator to come see something in the district or to submit a statement for your website is a far more effective way to encourage continued thinking about the issue than simply sending information. The following are some of the things you might ask your elected officials to do in order to develop stronger relationships with them:
Knowing the Person You Are Talking to and Why You are Relevant to ThemBefore you meet with your elected officials, you should take some time to learn about their interests so that you can frame your message in a way that is bound to get their full attention. You can organize your findings in an Excel spreadsheet or other database and update and review it as needed. Here are five things you need to know before your meeting:
The fastest way to gather this information is to go online. AWI’s Action Center is a searchable database that tracks members’ cosponsorship of and votes on animal welfare bills. It covers the current Congress as well as the three previous Congresses. Members’ individual websites also provide information on where they stand on the issues. The Action Center includes links to these sites. For information on state bills, you can visit the main page of a specific state legislature. Bills are searchable by number, keyword, and sponsor, and each representative (sometimes called “assemblymember” or “delegate”) and senator has a page with contact and other information. AWI’s website also provides details about certain state bills related to animal welfare topics. Note: Federal bills are designated either House of Representatives (H.R.) or Senate (S.), depending on the chamber of Congress in which the bill originated, followed by a number. Other forms of legislation include resolutions, joint resolutions, and concurrent resolutions. Sometimes similar or identical “companion” bills are introduced in both chambers. State bills generally use H or HB, and S or SB. General Message Delivery TipsTell a personal storyThe most important thing to remember in developing and delivering a message for your elected official is that you have something of value to contribute. In fact, you are one of the most important people with whom the legislator or staff will meet that day because you are a constituent and/or you represent the concerns of constituents. Your job in the meeting is not to present as many facts and figures as you can about your issue. Rather, your job is to make the issue relevant to the elected official or staff person. You can achieve that goal by telling a personal story. Think about it: There is some reason why you have decided to be an advocate on your issues of concern. It likely affects you directly in some deeply personal way. That is the message you need to relay to your elected officials. They can get all the facts, figures, and statistics from fact sheets that you or your organization prepare in advance of the meeting. What you bring to the table is a compelling story about the impact of policy issues on people that legislator represents. Questions and ideas to consider as you develop and articulate your personal storyTake a few minutes to weave the following (or other compelling) themes into an anecdote:
Being a resourceIn addition to telling a personal story, you should act as a resource for the member’s office. There is no way to relay everything you know about an issue in a 15-minute meeting. What you really want to convey is that you know a great deal about what the issue means to people in the district or state. Because legislative staff must, by necessity, work on a wide range of topics, they often turn to trusted outside experts for information. If you are an expert in your field, let the office know that you are available to answer any questions. Ten tips for effective messagesYou need to deliver your message in a way that will make legislators and their staff sit up and take notice. In addition to the approaches noted above, here are 10 tips that will help your message stand out among the hundreds that pour into a legislative office every day:
Meeting with StaffEffective meetingsWhen you walk into a legislative office, do not be surprised if it feels somewhat chaotic. On busy days, telephones ring constantly, televisions show the day’s floor debate, and staff are hurrying from one meeting to another. This is why it is so important to prepare your talking points in advance. The person at the front desk (usually a staff assistant) will greet you. Let that individual know you are there for a meeting and with whom (sometimes your meeting will be with a staff person rather than your elected official). You may be asked either to have a seat in the office lobby or, if there is no space, to wait outside. The staff assistant will let the person with whom you are meeting know that you have arrived and that person will come out to greet you and start the meeting. Here is a good way to approach the meeting:
Congressional staff
Tips on working with congressional staff
General tips for congressional meetings
Top 10 List—Things elected officials’ staff hate to hearNumber 10: But I thought my appointment was with
the senator. Number 9: Here is some reading material for you—our 300-page report. Number 8: How much of a campaign contribution did your boss get to vote against (or for) this bill? Number 7: I assume you know all about H.R. 1234. Number 6: No, I don’t have an appointment, but I promise I will only take half an hour of your time. Number 5: No, I don’t really need anything specific. Number 4: We have 10 (or more) people in our group. Number 3: What you are telling me cannot be right. I have heard/read otherwise. Number 2: What do you mean we have to stand in the hall? Number 1: No, I don’t represent anyone from your district/state. I just thought you would be interested in what I have to say. Following UpFollow-up is criticalBecause you will likely have very limited time in meetings with an official or their staff, it simply will not be possible to relay everything you want them to know in that very short period of time. Plus, they likely will have questions about the issues you raise that you will need to answer. Most advocates don’t follow up on these meetings, and then wonder why their legislators don’t do what they were asked to do. This usually happens for one of three reasons:
All three of these situations can be addressed with effective follow-up. You can remind the person with whom you met about your request, gently prod him/her to make a decision, and demonstrate your commitment to the cause. Be diplomatic in reporting on your experienceUnless you are treated extremely rudely, do not bad-mouth the people with whom you met. It will inevitably get back to them, and they will not want to meet with you again or work together in the future. Be patient and considerateEven if you had a fabulous meeting, you should not expect an immediate response to your comments or concerns. Instead, make sure that you follow up with a thank you note or email to the staff person who met with you once you have asked what method of communication they prefer. Keep in touchTo keep the momentum rolling after your meeting, follow up by sending small communications throughout the year. If you or your organization was written up in a local publication or online, share that story, and tie it back to the specific request you had for your legislator. Of course, there is a difference between making relevant contact every few months and calling often just to chat. While it is important to stay on their radar screens, it is imperative not to be a pest. Keep your communications short and purposeful and you will be looked at as a resource, not a nuisance. Become an ongoing resourceAs stated above, staff are usually not experts on all issues, and they often turn to trusted outside experts when legislation that affects their constituents is on the table. Let staff know if you have done research on specific subjects or otherwise have experience or expertise in a given field. Knowing that someone in the district really understands an issue can be very helpful, as they will know whom to call for details needed to make informed decisions. With thorough preparation, effective strategies for in-person communication, and appropriate follow-up, you can make a real difference in the legislative process. Establishing and maintaining contact with your elected officials is a crucial component of effective advocacy, and has the potential to tip the scales in favor of legislation you support. What are the benefits of Representatives?Our nation's legislators get a slew of lifetime benefits even after leaving office, including a taxpayer-funded gym at the Capitol, access to the House and Senate floors, parking in House lots, and the ability to dine in the House and Senate dining rooms, per The Washington Post.
What powers do the representatives have?Also referred to as a congressman or congresswoman, each representative is elected to a two-year term serving the people of a specific congressional district. Among other duties, representatives introduce bills and resolutions, offer amendments and serve on committees.
How does a state's representation work in the House of Representatives?Each state sends two Senators to represent their state in the U.S. Senate. However, in the House of Representatives, a state's representation is based on its population. For example, smaller states like Vermont and Delaware have one representative while large states like California have 53 representatives.
What Congress can do?The Constitution grants Congress the sole authority to enact legislation and declare war, the right to confirm or reject many Presidential appointments, and substantial investigative powers.
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