Tips For Communicating With Elected Officials
Getting to Know Your Elected Officials
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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:
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be brief
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be clear
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be accurate
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be civil
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be persuasive
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be timely
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be persistent
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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 tips:
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
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Make an appointment by letter or phone.
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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.
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Don't insist on setting up the appointment through the official; he or she has competent helpers.
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Be as courteous with staff as you are with your elected officials.
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Arrive on time.
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Limit the issues you discuss to not more than three.
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Organize your presentation.
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Be brief, friendly, and to the point.
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Plan on not more than 15 minutes.
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Prepare a brief summary of your comments to leave with him or her, and documentation that confirms your message. The written message should restate exactly what you're asking of your elected official.
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Offer to provide additional information and assistance.
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Bring a second person to help present the message, but don't bring a crowd.
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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.
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Send a thank you letter, whether the official has been able to help you or not.
When You Write
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Keep your letter to a single page. If you must exceed one page, make the second page an attachment that elaborates on your one-page summary.
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Be absolutely sure you spell the official's name correctly and have the right address.
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If you're writing to several officials on the same subject, individualize the letters.
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Use your own words, not form letters.
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Clearly identify the issue (or bill) you are writing about, and only discuss one issue or bill per letter.
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Give definite and concise reasons for your position.
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Be specific. A few facts and figures supporting your position will be more effective than just stating your opinion.
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Explain the impact of the legislation or issue on you and other constituents. What needs are being met or unmet? Provide facts.
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Suggest, don't demand, a course of action. Be constructive.
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If you have expert knowledge or wide experience on the subject of your letter, let the legislator know of your expertise. Don't be condescending – be forthright and helpful.
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Ask, tactfully, for a response, and provide a return address.
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Express your appreciation – say thanks.
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Appropriate forms of address and salutation
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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
OR Oregon address (look up on the web through each Senator's page)
(Use DC address when Congress is in session; otherwise use Oregon address)
Dear Senator (last name):
US Representative
The Honorable (full name)
US Representative
OR Oregon address (look up on the web through each Representative's page)
(Use DC address when Congress is in session; otherwise use 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)
(Use State Capitol address when Legislature is in session; otherwise use interim address)
Dear Senator (last name):
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State Representative
The Honorable (full name)
State Representative (if to Speaker, use Speaker of the House)
(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
Oregon Department of Justice
1162 Court St. NE
Salem, OR 97301-4096
Attorney General (last name):
Secretary of State
The Honorable (full name)
Secretary of State
900 Court Street NE
Capitol Room 136
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):
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