What are some tips for contacting my legislator?

Tips for writing letters:

• Letters should be neat and readable.
• Letters should be clear and concise.
• If you have a personal story about the issue, share it.
• Always use a formal address that includes “The Honorable” before the legislator’s name and the legislator’s title (e.g. Senator, Representative, Delegate).
• Write your name and address clearly on the letter.
• If you are writing in support/opposition to a bill, try to include both the bill’s title and number.
• Always be courteous and respectful.
• Include only one issue per letter.

Tip on using sample/form letters:

• It’s best to personalize it. You do not need to completely re-write it, simply edit it in a manner that reflects your opinion.

Tips on faxing/email letters:

• If it is urgent, such as the day of a vote, calling is better than faxing or emailing.
• E-mail is informal but make sure to include your full name and your home mailing address (as opposed to just your e-mail name and address).

Tips on calling your legislator:

• Typically you will speak with a receptionist who will take your call on behalf of your legislator.
• Inform the receptionist that you are a constituent and would like to convey your feeling on an issue.
•  You will need to give basic information including your name, address, the issue about which you are calling and your opinion.  It is helpful for you to have the name and/or number of the bill you are discussing.
• Phone calls are viewed as a means of communicating a brief opinion. For example, “I want Representative Doe to vote against the XYZ bill.”  If you want to communicate more than that, consider writing a letter or scheduling a meeting.
• If you are asked a question you cannot answer, simply say “I do not know.”  You might say that you will get back to them with the information.

Tips on setting up a visit with your legislator:

• Contact your legislator’s office by calling the main office number.  You will probably speak with a legislative aid who may set up an appointment over the phone or ask you to send your request in writing.  If you send a letter, be sure to include the dates and times you are available, the issues you want to discuss, and the names of others joining you on the visit.  If your appointment is arranged over the phone, send a letter confirming the appointment date, time, location, the issues you want to discuss, and any other people who will be coming with you.
• Legislators’ offices handle various sizes of group meetings.  Often it is easier to schedule an appointment if you go as part of a larger group.  As a constituent, you can meet on your own or with a group.
• If your legislator is not available to meet at a time that is convenient to you, consider meeting with an aide or another staff member.

Tips on meeting with your legislator:

• Be prepared. Bring any relevant materials or resources with you.  If you visit in a group, have one person take the lead.  He/She can introduce the group, make a brief statement about why you are there, and then call on various people in the group to talk about their particular concerns.
•  Legislative visits generally run twenty minutes in length.
• If you don’t know the answer to a question, explain that you do not have the answer but would be happy to do some research and send the information after the meeting in a timely manner.
• Write a thank you letter to the legislator and staff with whom you met after the meeting.  Reiterate your main position on the issues and include any additional information that might have been requested at the meeting.  If the legislator was not present, you should still send him/her a copy of the thank you letter you send to the aide.