Effective
Communications
Getting
to Know Your Elected Officials
Meeting with Elected Officials
Writing to Elected Officials
Appropriate forms of address and salutation
Download our booklet on The Legislative Process (16 pgs; pdf)
Getting to Know Your Elected Officials
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, 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 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 which
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 which 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 or 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.
Appropriate forms
of address and salutation
US President
US Senator
US Representative
Governor
State Senator
State Representative
Superintendent of Public Instruction
State Treasurer
Commissioner of Labor and Industries
Attorney General
Secretary of State
County Commissioner
Mayor
City Council Member
US President
President (full name)
The White House
1600 Pennsylvania Avenue NW
Washington, DC 20500
Dear Mr./Ms./Mrs. President:
US Senator
The Honorable (full
name)
US Senator
Washington
DC address
OR Oregon
address (look up on the web through each Senator's page)
(Use DC address when Congress is in session; otherwise us Oregon
address)
Dear Senator (last
name):
US Representative
The Honorable (full
name)
US Representative
Washington
DC address
OR Oregon
address (look up on the web through each Representative's page)
(Use DC address when Congress is in session; otherwise us Oregon
address)
Dear Congressman/Congresswoman
(last name):
Governor
The Honorable (full
name)
Governor, State of Oregon
254 State Capitol
Salem, OR 97310
Dear Governor (last
name):
State Senator
The Honorable (full
name)
State Senator (if to President, use President of the Senate)
Interim
address
OR State
Capitol address
(Use State Capitol address when Legislature is in session; otherwise
use interim address)
Dear Senator (last
name):
State Representative
The Honorable (full
name)
State Representative (if to Speaker, use Speaker of the House)
Interim
address
OR State
Capitol address
(Use State Capitol address when Legislature is in session; otherwise
use interim address)
Dear Representative
(last name):
Superintendent
of Public Instruction
The Honorable (full
name)
Superintendent of Public Instruction
Oregon Department of Education
255 Capitol Street NE
Salem, OR 97310-0203
Dear Superintendent
(last name):
State Treasurer
The Honorable (full
name)
State Treasurer
900 Court Se. NE, Rm 159
Salem OR 97301-4043
Dear Treasurer (last
name):
Commissioner
of Labor and Industries
The Honorable (full
name)
Commissioner of Labor and Industries
800 NE Oregon St. #32
Portland, OR 97232
Dear Commissioner (last
name):
Attorney General
The Honorable (full
name)
Attorney General
Justice Building
Salem, OR 97310
Attorney General (last
name):
Secretary of
State
The Honorable (full
name)
Secretary of State
136 State Capitol
Salem, OR 97310-0722
Dear Secretary (last
name):
County Commissioner
The Honorable (full
name)
County Commissioner
Address
City, State Zip
Dear Mr./Mrs./Ms. (last
name):
Mayor
The Honorable (full
name)
Mayor of (place name)
Address
City, State Zip
Dear Mayor (last
name):
City Council
Member
Council Member (full
name)
(place name) City Council
Address
City, State Zip
Dear Council Member (last
name):
Current
Issues
Youth Involvement
Contact Your Elected
Officials
Join the LWV
Action Committee
LWV Advocacy Positions
LWV Testimony
Legislative Reports
Nonpartisanship Statement
LWV Coalitions
Advocacy and Education
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