Effective Advocacy

Effective Advocacy: Communicating With Your Legislators

Political action can take many forms. Contact with elected and appointed officials is one of the most effective ways citizens can influence policy and legislation. The expressed wishes and desires of the electorate ultimately influence most governmental decisions. Direct, personal lobbying can make a significant difference in an official’s vote or in an executive’s action.

Use this guide to learn more about communicating with your legislators at every level from local to federal.

Your Government

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Links to legislator lookup, county offices, senators, and more.

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, video calls, 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, video chat, 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 that 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 that 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 of 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.