Effective Advocacy

Getting to Know Your Elected Officials

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Knowing your elected officials is relatively easy, and being acquainted is a big help when you need to communicate with them. Talking or writing to someone you know personally is almost always easier than dealing with a stranger, particularly a busy stranger.

Whether or not you know the official with whom you want to communicate, some simple but important points should be kept in mind:

• be brief

• be clear

• be accurate

• be civil

• be persuasive

• be timely

• be persistent

• be grateful

These points apply whether you are using the telephone, video calls, are testifying to a committee, or just writing a letter or an email.

Some other common-sense rules are obvious to most of us:

Don't promise rewards, offer deals, or make threats.

Don't attack your opposition. Attacks on your opponents weaken your message.

Meeting with Your Elected Officials

• Make an appointment by letter, video chat, or phone.

• Briefly outline the issues you wish to discuss in your letter or in your call. If you've had prior discussions about these issues, mention them.

• Don't insist on setting up the appointment through the official; he or she has competent helpers.

• Be as courteous with staff as you are with your elected officials.

• Arrive on time.

• Limit the issues you discuss to not more than three.

• Organize your presentation.

• Be brief, friendly, and to the point.

• Plan on not more than 15 minutes.

• Prepare a brief summary of your comments to leave with him or her, and documentation that confirms your message. The written message should restate exactly what you're asking of your elected official.

• Offer to provide additional information and assistance.

• Bring a second person to help present the message, but don't bring a crowd.

• If you're asked a question you can't answer, say so and ask for a chance to do some checking and provide the answer later.

• Send a thank you letter, whether the official has been able to help you or not.

When You Write

• Keep your letter to a single page. If you must exceed one page, make the second page an attachment that elaborates on your one-page summary.

• Be absolutely sure you spell the official's name correctly and have the right address.

• If you're writing to several officials on the same subject, individualize the letters.

• Use your own words, not form letters.

• Clearly identify the issue (or bill) you are writing about, and only discuss one issue or bill per letter.

• Give definite and concise reasons for your position.

• Be specific. A few facts and figures supporting your position will be more effective than just stating your opinion.

• Explain the impact of the legislation or issue on you and other constituents. What needs are being met or unmet? Provide facts.

• Suggest, don't demand, a course of action. Be constructive.

• If you have expert knowledge or wide experience on the subject of your letter, let the legislator know of your expertise. Don't be condescending – be forthright and helpful.

• Ask, tactfully, for a response, and provide a return address.

• Express your appreciation – say thanks.

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