Government & Community Relations Links

How to effectively advocate for any issue:

Meeting with Legislators:

• Face to face contact is the most effective means of communicating with legislators.  Below are some specific suggestions to consider when meeting with an elected official:
  
  • Plan your visit carefully. Make an appointment by contacting the legislator's staff and let them know what you wish to discuss. 
  • Be clear about what you want to achieve and have a mental agenda. Prepare materials that will assist the legislator in understanding the issue and your position.
  • Always be sure to arrive a few minutes prior to your scheduled meeting time.
  • Be patient, legislators have constant demands on their schedule.
  • Be a good listener. It is important to the legislator to have his/her view heard.  Their comments and questions should provide insight for follow-up materials.  View the meeting as an exchange of thoughts and information.
  • Be responsive. Express to the legislator your willingness to obtain additional information if questions are asked that you are not prepared to answer.
  • Keep it short and to the point, close the meeting quickly by summarizing key points and always be sure to thank the legislator for their time.
  • Send a follow-up letter.  It is important to send a thank you letter to the legislator and any staff who assisted you during the visit.  Reiterate your position, provide additional information if it was requested, and request their future consideration.
  • Keep the legislator's staff informed of your activities by email, fax, or telephone. 

 Contacting your legislator by telephone:

• Telephone contact may be the most sensible form of communication due to the timing of calls to action.  Below are some suggestions for making effective contact via telephone:
  
  • Be prepared and have the appropriate information in front of you, such as the bill number of the subject matter and be familiar with the key points of your position. 
  • Be considerate and friendly to the legislator's staff as you may not be able to speak with the legislator on your initial call. Most incoming calls are received by legislative aides or the legislator's administrative assistant. These staff members are usually well informed and should be treated with the same respect as you would give the legislator.
  • Follow up after your phone conversation with a note restating your position and thanking the legislator for their time. When appropriate, send the staff a thank you note as well.

Writing letters:

•  Below are some simple guidelines to follow when sending letters to elected officials:
  
  • Use personalized stationary that includes your name, return address, and a phone number if you wish to receive a response.
  • When writing about a particular piece of legislation always include the bill number, title, and/or subject matter.
  • Keep it is short and simple. Express your opinion clearly and strongly, but do not be threatening or offensive. Cover one topic per letter and state your message within the first two paragraphs. Subsequent paragraphs can be used to expand on your position but should be kept to a minimum.
  • Use your own words and add a personal touch by mentioning something unique to the legislator and your district. Form letters have not proven to be effective.
  • Respectfully request the legislator’s support on the issue and a follow-up letter stating their position or response.

Building personal relationships:

• One of the most important tasks of grassroots networking is building or enhancing personal relationships.  Communication and effective follow-up is key to enhancing relationships with legislators and their staffs.
• Here are some ways to keep the lines of communication open:
  
  • Be personal and friendly. Learn about their personal background, personal interest groups, family, hobbies, etc.
  • Be familiar. Keep your name and cause in front of your legislator's staff, e.g. send articles, clips, and other information about issues of interest.
  • Be gracious. Thank your legislator for committee and floor votes on your issue and congratulate him/her on for personal or professional achievements, such as committee assignments, etc.
  • Host your legislator. Invite and escort legislators to events related to your cause.
  • Be involved. Become active in your community by volunteering on campaigns and becoming involved in community issues and organizations.