TIPS FOR WRITING LEGISLATORS
Whether
you’ve written once, a hundred times or not at all, a quick refresher on some
guidelines for legislative contacts is usually helpful. Generally, only write your own
legislator--unless you have a good reason to contact someone who is not elected
from your district (e.g., a bill sponsor or a committee chairman). Understand that most mail from outside the
district is either tossed or forwarded on to your representative or senator.
Now
that you are ready to write, keep the following in mind:
1. Keep it simple. While you may include a brief description of
your story (why you are interested in a particular topic), only write about one
issue or bill in a letter. Trying to
address multiple issues loses impact (and your letter is difficult for
legislative staff to file). Be sure to
include the bill number and a short description or caption so that the official
or staff person reading the letter can quickly identify your interest. If you don’t know the bill number, find out.
2. Keep it short. Short and to the point. Include the information you need to, but one
to two pages is usually about all the attention you can expect. If you need more space, write a short,
to-the-point letter and attach a summary sheet with your arguments.
3. Keep it friendly. No threats, no badgering, no anger, no
hostility. Don’t forget that even if the
official you are contacting has voted against you one hundred times in the
past, you are guaranteed to make it one hundred and one if you adopt a
confrontational style.
4. Keep it readable. Make your letter neat--whether typed or
hand-written. Include the date, your
name and address, and a phone number so that the official or staff can get back
to you if needed. And while you are
being concise, use a conversational style.
5. Keep your facts straight. Nothing ruins credibility quicker than to
misinform an elected official--intentionally or otherwise.
6. Keep it in perspective. Your issues may be the most important
legislative actions...to you. Keep in
mind that the elected official may have 5,000 or 500,000 constituents back in
the district, each with his or her own list.
The nature of the legislative game is to attempt to keep all the varied,
competing and often conflicting interests satisfied. Compromises are a way of life, and a small
win today is better than a total loss.
7. Keep in touch, but don’t become a pen pal. Develop your legislative relationships over
time (preferably beginning during the campaign process). Occasional contact--even when you don’t have
a problem--just to let them know you are out there can help. But constant contact doesn’t work well
(unless you are a very big contributor).
8. Keep it respectful. Unless you are a personal friend, always use
the official’s titles properly.
9. Don’t forget to say “thanks.” Legislators and their staff are human,
too. They appreciate and respond to
praise. If they have done something you
requested (e.g. sponsored or voted on a bill the way you wanted), be sure and follow
up with a thank you note. You can also
thank them for their work on issues outside of your area (this lets them know
you are a well-rounded constituent who is paying attention across the board).
Finally,
think about how a letter is normally read.
The eye usually scans the top of the page and then the bottom
first. Thus, headers and post scripts
are effective tricks to emphasize your key message. Short sentences in short paragraphs are
easier to read than long ones. Leave
white space around your text-preserve margins and skip lines between
paragraphs. Underlining and bolding will
help attract attention, but don’t overdo it.
Now--Get
Busy!
Addressing
Procedures - U.S. Senator:
The
Honorable (full name)
United
States Senator
Dear
Senator (last name):
U.S.
Representative:
The
Honorable (full name)
House
of Representatives
Dear
Representative (last name):
NAMI OF GREATER
Chicago, IL 60642
312-563-0445
Fax: 312-563-0467
website: www.namigc.org