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* Very effective
* Convenient
* Immediate for sending
* Immediate for response expectation
Letter Writing
* Very effective
* Opportunity to explain issue in detail
* Requires time to compose and mail
* Time lapse in response expectation
Phone Calls
* Issue should be simple to explain
* Ease in generating high volume by use of phone tree
* Best tool when short of time
Personal Visits
* Establishes and maintains relationship
* Personalizes your agenda
* Requires time
Media Contact
* May be letter-to-the-editor, talk radio contact, opinion/editorial
* A voice to your policy-maker
* Educates your community
* Letters section is most highly read section of the newspaper
Writing, Faxing, or E-Mailing
Legislators pay attention to their daily mail. The same rules apply when you are writing, faxing or e-mailing.
1. Do your homework. Know the pros and cons of your issue and be prepared to answer questions or supply information. If you can, thank the legislator for past support on issues and ask for continued support.
2. Take a stand; Make it personal. In the first paragraph, state why the issue concerns you and what you think should be done. Share your knowledge and experience. Explain how the issue will personally affect you, your family, friends, quality of life, and the community. Provide concrete real life stories and analogies.
3. Cover one issue per letter, fax, or e-mail. Present your case in a convincing rational way to the legislator. Do not use buzz words or initials that may not be understood. Offer to provide more information if requested.
4. Be sure to identify yourself as someone who lives in the elected official's district. You are a part of their constituency and an active registered voter.
5. Ask for a response. Ask for a specific action.
6. Follow up a positive vote with a letter of thanks. Let the legislator know you will share their positive action with others you know who are also concerned with the issue. If the legislator cannot see the issue the way you do, do not burn your bridge. Thank them for listening and express hope to agree in the future.
The Personal Letter
Letter writing is the most effective form of written communication, as legislators understand the time it takes for you to gather your thoughts, put them down on paper and mail them. They realize that you must feel very strongly about the issue to take the time to write them and therefore, they may pay more attention.
The Salutation
Begin your letter with respect, including his/her title.
Identify Yourself
State your name, that you are a constituent, and include your parish name and address/district
Be Specific
State your reason for writing in clear and concise words.
Use facts, and identify the bill by name or number with one bill per letter.
Share your personal concerns and experience and how you feel the bill might affect others.
Request a Response
Request a response including his/her position on the bill.
Request that he/she vote in a particular way.
Closing
Include your postal address, as the return address on the envelope can be misplaced.
Pointers:
Be timely - Write your letter as soon as possible after you are notified. There is no reason to write if the legislator has already voted.
Be courteous and reasonable - Show consideration regardless of your views, how strongly you feel, or how your legislator has voted in the past.
Show approval - If your legislator has voted positively in the past, express gratitude in your letter. You will be remembered the next time you contact him/her.
Be personal - Computer-generated mass mail is becoming so sophisticated that it often appears to be done by one person. A legible handwritten letter will have more impact. If typed, be sure to sign and include a handwritten "P.S."
Other Forms of Written Communication.....in order of decreasing effectiveness
Modified Form Letters
This type of letter is composed of suggested phrases and sentences. It is helpful for those not comfortable composing an original letter.
Postcards and Petitions
These are the least effective form of written communication. Politicians rarely read these.
NEVER resort to a FORM letter. Legislators pay little attention to these.
Click here for sample letter.
Phone Calls
Phone calls are IMMEDIATE. They also have the personal direction similar to a personal meeting; but are less time-consuming to arrange and carry through.
Politicians may have their staff answer their phones and the staff member may be the individual you must be prepared to speak with about the issue. Do not worry - sometimes the staffer you speak with is the very one in charge of your particular issue, and may ultimately have some influence on policy AND the politician.
Tips on Phone Calling:
Be Prepared - know about the bill being discussed in case there are any question posed to you.
Identify yourself by name and address/district.
Identify the pertinent bill by name and number.
Stay brief and simple - focus on one point to influence your legislator's vote in your direction.
Ask for the legislator's view on the bill being discussed.
Leave a message if you are transferred to voice mail. Be sure to leave your name, the date and
time of your call, a brief reason for your call, your telephone number, and request for a response.
Encourage others to call - there is a impact in number. You legislator tracks the volume of calls
that come into the office regarding a particular issue.
Click here for sample phone call script.
Visiting Members of the Legislature
The Legislative Plaza can seem like a very confusing place. However, a visit while the legislative session is in progress can be informative, effective, and educational.
A face-to-face meeting with your elected official and a rational discussion about the pending issues will both educate you and your Senator and Representative. Your visit could very well be the deciding factor that will influence their position.
It is best to have a visit prearranged when possible. During an active day on the hill ten to fifteen minutes is the usual length of a visit.
Introduce yourself. If you are with a group, allow one person to clarify the purpose of your visit. (example: We are here for Catholic Day on the Hill. The issue we wish to discuss with you today is ____________________________________). Allow time to get acquainted, but do not get off track. Express your views and ask their position. Try and stay with the focus issue of the meeting. You have a short time to discuss the issue and if you try and cover too many items, the importance of the focus issue is lost which can become confusing.
Follow up your visit with a brief call, fax, letter, or e-mail. Thank the legislator for their time and reconfirm your point of view. If you have other issues you feel strongly about, you have now established a relationship and should contact them on that issue.
Be punctual, patient, and flexible. The legislator may be late or interrupted during your meeting. If for some reason the legislator can not keep their appointment, be understanding. Schedules change and legislators are trying to accomplish a large amount of work in a very short amount of time. Do not think you are not important to them. Leave your name, address, and some information with the staff, or write a note to the Legislator. Always thank the staff. They are an important link in communicating with the office.
Follow up your visit to the office with a thank you and include a brief recap of what you covered (or intended to) in the meeting, reinforcing your request for his support during voting.
Remember to dress nice - You never get a second chance to make a first impression, the better your appearance the better chance you have.