Be Prepared

You already know something about the issue when you decide to contact your elected official, but try to line up more facts to back up your point of view. Whether you are supporting or opposing a piece of legislation, clear, reasonable expressions of your opinion will get priority treatment. Avoid excessive documentation, which won’t be read. Try to make your point in one or two pages.

A telephone call can be a very effective action tool. Be sure you are well prepared and well informed and place your call at a strategic time: just before a vote. If a public official is not available, speaking with an administrative assistant can also be effective.

The letter, sent by the postal service, by fax or by e-mail, is the most widely used form of communication with public officials. Each letter is read and answered, and the amount of mail on a particular bill frequently helps determine an office holder’s position.

Form letters are the least effective way to communicate, but when used as a follow-up to previous contacts they can help underline your opinion. As with phone calls, they are most helpful if strategically timed. Volume also is important, so persuade as many people as possible to join you in sending a form letter.

Do write legibly: Handwritten letters are fine if they are readable.

Do be brief and to the point: Discuss only one issue in each letter.

Do identify yourself: Indicate the state, congressional district, city or county in which you are a voter. If you have family, business or political connections related to the issue, say so. It may help support your point of view.

Do identify a bill by number or title: This helps your elected official know which bill you are referring to if there are several bills on the same issue.

Do be courteous and reasonable.

Do write if you have a question or problem dealing with procedures of government departments: Public officials can often help cut through red tape or give advice that will save you time.

Do write to say you approve, not just to complain or oppose: Public officials hear mostly from constituents who oppose their actions, which can give them a one-sided picture of their constituencies. A note of appreciation will make them remember you warmly next time.

Do include pertinent editorials from local papers.

Do write early in the session before a bill has been introduced if you have ideas about an issue you would like to see incorporated into legislation: If your elected official is a member of the committee to which it has been referred, write when the committee begins hearings. If not, write just before the bill comes to the floor for debate and vote.

Don’t begin on the righteous note of "As a citizen and taxpayer..." Your elected representatives assume you are a citizen, and that you pay your taxes.

Don’t apologize for taking a legislator’s time. If you are brief and to the point, public officials are glad to hear from you.

Don’t be rude or threatening. It will hurt your credibility.

Don’t be vague. Some letters to congressional offices are written in such general terms that it is difficult to know what the writer’s point is. Cite specific issues and legislation whenever you can.