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Writing, Calling, or Visiting a Legislator or Policy Maker

There are three basic ways to communicate your views: you can write, you can call, or you can visit. And there are always three audiences for your letters, calls and visits. The first is policy makers and their staff; the second audience is other voters; and the third is the media. As noted in Part I, to have a three-legged stool firmly in place, all three are important.

1. Writing a Legislator or Policy Maker

Politicians and other decision-makers pay attention to their mail. Most offices keep a running tally of the regular mail coming in; it helps them know what their constituents care about. Responding to concerned citizens is good politics and crucial to survival. Every letter counts, but a personal letter is always more effective than a form letter or petition. After the terrorist attacks on September 11, 2001, many Senators and Representatives began advising constituents to use regular mail for the district offices back in the home state, and e-mail or FAX's for communication with their offices in Washington, DC. A quick phone call or e-mail will let you know what method your U.S. Senators and Representative prefer.

Most state legislators (and some on the national scene) say 10-15 letters on a single issue will get their attention. To a part-time legislator with little or no paid staff, three or four dozen letters loom very large. The same is true for agency officials, county commissioners, and city council members. However, a single FAX machine may be shared by several state or local officials - so once again it pays to ask whether that is a good way to communicate.

E-mail is a bit of a special case. In 2001, at the start of the 107th Congress, U.S. Senate offices were reporting as many as 55,000 e-mails a month, Representatives' as many as 8,000 to 10,000 each month. Volume on that scale is difficult to manage - let alone respond to. State and local officials may have even less ability to deal with e-mail. That is the reason many have turned to web addresses to get some control over e-mail - screening out spam and junk mail, and limiting easy access to people from the home state.

Two practical pieces of advice should be followed. First, keep in mind that elected officials are like any other group: some are comfortable with e-mail, others are not. Just ask the people you wish to contact whether they like getting e-mail - if they say "no," do not use it. Second, if they say "yes," always include your real name and home address. Catchy e-mail monikers (like "fun gal" or "tough guy") may be cute, but they don't convey whether you are a constituent. Since elected officials always try to respond to constituents, your home address is essential.

Also keep in mind that legislators who use laptops get email messages with no intermediary. Regular mail goes to an aide to be opened (and sometimes summarized); emails go directly to the legislator.

Letters/e-mails to policy makers (all levels) should:

• Be concise, informed, and polite (do not threaten, do not be rude);
  
• Be brief (1-2 pages, a few paragraphs) and legible;
  
• State your purpose in the first paragraph;
  
• Include your full name and home address.

If your letter is about a bill, budget item, or specific policy:

• Cite the bill, policy, or budget item (by name or number if you know it, or just stated clearly if you do not); if you plan to mention two issues/bills - state that up front;
  
• Say whether you support or oppose it, and briefly why;
  
• Be factual and speak from your own experience or knowledge;
  
• Ask for their views on the issue or bill.

Your letters do not need to be on fancy stationery or written in technical, legal language. At a time when mass-produced letters are common, handwritten notes/emails/FAX's are often the most powerful. A rough letter, any letter, is always better than no letter at all.

2. Calling a Legislator or Policy Maker

Politicians and decision-makers also pay attention when citizens take the trouble to call and convey their views, and the same general rules apply. Let them know concisely: who you are, what you are calling about, and what you want from them (e.g., support for a bill, opposition to a budget cut, action on a proposal). If there is a message machine, state who you are, what you want them to support or reject, and then spell out your name and address. Delaware Governor Ruth Ann Minner reflects a view represented in surveys, namely that elected officials like phone conversations because they provide instant feedback. And, she adds, always follow a phone call with a note. That way, if the elected official did not have a pen and paper handy, they will have a record of your call - and either way you get a second chance to make your point.

Some states have toll-free lines into their Capitol while the legislature is in session. Operators help callers identify their Senator and Representative, as well as bill numbers. With a single toll-free call - usually requiring just a couple of minutes - messages can be sent to Senator, Representative, and/or Governor. (If your state does not have a toll-free line to the Capitol, advocating for one and involving high school students in the effort, would be a great project.)

Note: Calls are an especially good task for the politically shy because as often as not, calls are answered by a receptionist, operator, or machine. Callers just need to leave a brief message, name, address, and/or phone number. No questions are asked, no positions are challenged.

3. Visiting a Legislator or Policy Maker

Elected officials can be visited on the job (in Washington, D.C., the State Capitol, in City or County Council chambers), back home in their local offices, or whenever they are engaged in public business (e.g., at a rally or parade, at a fundraiser or speech appearance, in the statehouse corridors, or at a town hall meeting). When the legislature is in session, about the only occasions that are "off limits" are those which are obviously personal or family occasions. The wife of one former Governor still speaks with feeling about the people who would approach her husband at family funerals and other personal events; that is NOT an effective way to lobby.

Often you will only get a few minutes to make your point so it helps to have ready a short, 90-second version of what you want to say (something you can say in the time it takes to shake hands or walk someone to the elevator). And it is always smart to use that 90-second version first thing; if there is time, follow that with more details - like the impact in the legislator's district, or a more elaborate version of your message.

A visit to a policy maker should always include five things:

• Who you are and where you live (so they know you have the butter); I'm Kim Q Citizen, and I live in your district...
  
  
• Any group you belong to which is working on the issue, and the number involved (more butter); I belong to the 350-member Association of Pizza Lovers...
  
  
• What you came to talk about - in just a phrase or a few words; I came to talk about House Bill 1234 - to require public programs to serve pizza three times a week. This bill is supported by a broad coalition of pizza makers, tomato growers, sausage producers, and the local Weight Watchers....
  
  
• What you want them to do (please VOTE FOR... please OPPOSE...). We would like you to vote YES when the bill comes before your Committee....
  
  
• Something in writing - a fact sheet or brief explanation of how the issue is important to their legislative or congressional district - with your name, address, phone number and e-mail address. Just in case we get interrupted, let me give you this brief Fact Sheet. It has basic information, and tells how you can contact us if you have any questions or would like our help.

If there is more time, paint a brief word picture of the people who will be affected by their decision, and tell them how you mean to share the results of this meeting with others (e.g., by reporting on it in your congregation newsletter, at a PTA or other meeting). Whenever possible, schedule an appointment in advance, and always thank them for their time or any recent actions of which you approve.

However you go about it, it helps to remember two things:

One: Just ask! Policy makers will not think you rude for stating what you want, and may think it odd if you do not. Part of their job is to be asked, and part of our job is to ask. In a representative democracy like ours, we have to tell our elected representatives how we wish to be represented.

Two: You cannot be persuasive if you are not understood. If there is any doubt of being understood, avoid jargon, technical terms, or initials (e.g., SCAN means Student Counseling and Assistance Network to some, but to others it is a Scandinavian furniture store); be prepared to go over the basics if necessary.

This is an excerpt from Part 2 of the OMB Watch publication So You Want to Make a Difference.