Guide To Improving Democratic Dialogue

GUIDE TO IMPROVING DEMOCRATIC DIALOGUE

1. While it may be tempting to express your position on legislation to many government representatives, most members of Congress only acknowledge communication from those they represent. For that reason, sending many letters might not be any more effective then sending just one to your representatives. Also keep in mind, it is vital that you include your address in any correspondence, especially emails or faxes, to prove that you are their constituent.

2. Keep in mind that each Chamber has their own jurisdiction and that they only address national issues, not state or local issues. Do your research so you know who you are contacting and what they are responsible for, this includes their membership in distinct Congressional committees. If you want to address a local issue, this guide will offer useful tips you can use when contacting your State Legislature, your Mayor, town officials, etc.

3. Be as concise as possible. That means, your message should address only one issue or bill and it should not exceed a few paragraphs. Congressional staff receive thousands of messages and do not have time to read overly-lengthy communications.

4. Avoid the rant or ramble. Be as polite as possible. Don't tell your legislator what to do, ask. As passionate as you might be, staff often disregards angry or rude constituents. You'd be surprised how persuasive please and thank you truly are.

5. Congress and their staff take particular interest in a good story, if you will. If possible, when commenting on an issue, make it personal. Individualized messages, as opposed to generic form or mass-produced messages, are always more effective. Even if you don't have any personal experience with the issues important to you, even citing a local paper or news story can really make a difference.

6. Since the anthrax attacks in 2001, Capitol Hill has been even more careful about screening correspondance. That means that traditional letters can be delayed up to five weeks. If the issue is pertinent email and fax is definitely more suitable. But if there is not an approaching vote on your issue, then a letter is more effective than almost any other form of communication save an in-person meeting (see below).

7. Make your message to timely and topical. If you know Congress is voting on a bill in coming weeks sending an email or fax one to two weeks in advance is a good idea.

8. Apply the same guidelines to email correspondance.

Meeting with Elected Officials: This is by far the strategy with the most influence. 

• Before the Meeting
  
  • Request a meeting in writing or on the phone with specific times and dates. After the meeting is set, be sure to call the scheduler or secretary to confirm the meeting.
  • Let the scheduler/secretary know what issue or bill you would like to discuss
  • Get clear on your talking points so you're sure to convey your most important ideas
  • Decide on your desired outcome
• During the Meeting
  
  • Be on time
  • Be brief and make sure to use your talking points
  • Thank the elected official for past votes you have supported
  • Be personal where appropriate
  • If you're waiting for a response, set a time line for receiving it
• After the Meeting
  
  • Thank the legislator in writing for taking the time to meet
  • Follow-up with any promised materials or information
  • Call when the determined time line deems it appropriate. Call again if the time line has not been met