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Making an Impact When You Communicate with Elected Officials
As elected officials formulate their positions on complex issues, they want to hear from their constituents. Your input can help officials learn more about an issue and understand how proposed legislation will impact constituents. And it is your right to communicate early and often on matters that are important to you.
It’s not hard to be an effective communicator. It just takes a little practice and know-how. Below we’ve provided some tips for communicating effectively with elected officials.
Written Communications -- Letters, Faxes and Emails
With the exception of face-to-face meetings, personal letters carry the greatest impact with legislators. By taking time to write, you demonstrate that an issue is very important to you. Legislators will also recognize that your views are shared by many other constituents as well. Following the tips below will help increase the impact of your written communications.
- Use Letterhead -- if you’re self-employed or permitted by your employer, use company letterhead for your letter or fax. If you cannot use letterhead, be sure to include your return address so that your legislator can respond.
- Use Formal Address and Salutation
The Honorable [First Name] [Last Name]
United States Senate
Washington, DC 20510
The Honorable [First Name] [Last Name]
House of Representatives
Washington, DC 20515
Dear Senator [Last Name] Dear Mr./Ms. [Last Name]
When writing to the Speaker of the House or a committee chair, write: Dear Mr. (or Ms.) Speaker or Dear Mr. Chairman or Dear Madam Chairwoman.
- Identify Yourself and Your Community -- at the start of your letter, identify yourself as a constituent and if appropriate state that you write on behalf of others or as part of a community.
My name is John Smith, and I write as a small business owner who lives and works in Sunny Hills.
My name is Janet Jones, and I am a constituent living in Happy Valley. I write on behalf of the members of the Polk County Technology Alliance.
- State Why You Are Writing -- get right to the point. In the first or second paragraph, say why you are writing and give a bill number if possible. Keep your letter focused to one issue or bill.
I am writing to express my strong support for S. 2066, the Cybersecurity Enforcement Act.
- Use Facts and Sources to Support Your Position -- hard numbers from credible sources will help bolster your position. Use Google or MSN Search for research.
An IDC study commissioned by the Business Software Alliance estimates that nearly $29 billion worth of software was pirated in 2003.
- Explain the Personal Impact of the Issue -- state clearly why you have a personal stake in the issue.
As an honest consumer, I have to bear increased costs as a result of software piracy. In addition, my company -- a PC game developer -- loses revenues because our products are illegally copied.
- Ask for Action -- be direct by asking your legislator to take a specific action.
I urge you to vote for S. 2066 and to encourage your fellow Senators to support this important legislation as well.
- Request a Response -- at the end of your letter, ask your legislator to share his or her position with you.
Please let me know how you plan to vote on S.2066.
If you communicate by email, do not include attachments. In the subject line, include the bill number and indicate that you are a constituent; e.g., Constituent input on S.2066. The FIN makes it easy to contact your legislators -- just visit www.freetoinnovate.com.
Telephone Calls
A personal letter is the better way to communicate with an elected official, but telephone calls can make an impact too. Use telephone calls when a critical vote is imminent and you don’t have time to write. Many of the guidelines for written communications apply to telephone calls as well. State your name and affiliations. Explain specifically why you’re calling, back up your position with facts and request action from your legislator. In addition, follow these tips:
- Ask to Speak to Your Legislator -- chances are that you will not directly reach your U.S. Senator or Representative, but you might. It is often easier to reach state elected officials directly.
- Be Brief -- stay focused on your issue and respect your legislator’s busy schedule.
- Be Polite -- even if your legislator will not commit to your position, offer information, not argument. Thank your legislator for his or her time.
- Treat Staff Like Legislators -- there is a good chance that you will end up speaking to a staff member. Try to make sure that the staff member is the point person on technology or the appropriate policy issue. Follow the guidelines above.
Face-to-Face Meetings
A face-to-face meeting with a legislator demonstrates the depth of your commitment to an issue, especially if you travel a long distance to see your legislator. Personal meetings also help legislators put a human face to an issue. Here are some guidelines for organizing and conducting the most effective meetings.
- Schedule Your Meeting -- well in advance, call your legislator’s office to schedule your meeting. Provide your name, contact information and the purpose of the meeting, and note if others will be joining you at the meeting. Show up on time, but expect that your legislator might be delayed.
- Be Prepared -- be ready to state your position succinctly. Include facts and figures, and explain how the issue affects you directly. Leave copies of supporting materials if possible.
- Be a Resource -- offer to be a resource to your legislator (and staff members) on technology issues. Over time, you can become a strong advocate by delivering information -- and political support -- to a legislator.
- Follow Up on Your Meeting -- after your meeting, send a follow-up thank you note and provide additional information if it is requested. See additional Follow-Up tips below.
Follow-Up
It is a good idea to follow up with your legislator after an initial communication and response. If your legislator has committed to your position, send a thank you note with a polite reminder of the commitment. If a vote has already been taken, thank your legislator for his or her vote.
Similarly, you can express your disappointment when a legislator votes against your position. In the future, the legislator may vote with you on a critical issue, and a follow-up communication helps pave the way.
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What are Microsoft's Policy Priorities? |
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Cyber Security
Privacy
Combating Spam
Intellectual Property
Spyware
Children's Online Safety
Internet Neutrality
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