How Should I Contact My Representatives?
A visit
The best possible contact with a legislator is face-to-face. You can either make an appointment to see him/her in their capitol office, in the district office or you can invite them to visit your institution. You can also make an appointment to meet with a staff member.
To make an appointment with your state legislators, contact them at their home, business or office in the state capitol. To make an appointment with your federal legislators, contact their district director or their scheduler. Find your legislator´s information. There are no hard and fast rules about making an appointment. It is important, however, that you be very flexible about dates and times in order to accommodate the legislator's busy schedule and that you follow up with a letter of confirmation after you have been given a date and time.
When you meet with a legislator or staff to discuss specific legislation, be prepared to:
- Give a short description of the legislation;
- State your position;
- Back it up with facts, data and specific examples from your institution; and entertain questions.
You should be prepared to answer any questions that may come up. They may ask you which groups support your position and which groups oppose it. If you find you cannot answer a question, explain that you will get back to them as soon as possible. Contact your local, state, or System Office advocacy coordinator for assistance.
On a federal issue, do not underestimate the value of meeting with the health legislative assistant instead of the Representative or Senator. Because health care and programs like Medicare and Medicaid are so complex, many Senators and Representatives rely on staff to brief them on issues and recommend a position on specific legislation. Developing a relationship with the health legislative aide can be as important as developing a relationship with the legislator.
A Phone Call
A direct phone call is the second most effective way of making your concerns known to your legislator. A phone call expresses urgency and gives a human touch to the interaction. Particularly with a phone call--organize your thoughts so you can make your point quickly and succinctly.
To contact state legislators you can use legislative hotlines if they are available in your state. These are toll-free numbers which allow you to leave a brief message for the legislator(s) of your choice and can provide you with information on the status of a bill. Though it is cheaper to use a hotline than to call the legislator directly, you will probably get a quicker and more thorough response to a personal phone call. The hotlines can be useful if you want to register your position with a legislator on a particular piece of legislation just before a vote on the floor. It can also be useful if you want to let several legislators know of your concerns without making several phone calls.
A Personal Letter
Handwritten letters can be effective--but only if they are legible. Typewritten letters are easier to read. They should be personalized with a handwritten signature. Any letter should include your address in the legislator's district.
When conducting a letter writing campaign in your institution, encourage your employees to use their personal stationery. Institution letterhead should be used only when you or other staff are communicating with a legislator as a spokesperson for your institution.
A Telegram or Post Card
Both express some urgency but are not quite as personal as a letter. In either case, identify the issue or bill, express your position, give facts or data to back it up and conclude by asking for specific action: Tell the legislator exactly what you would like him/her to do.
A Form Letter
A flood of interest group-generated form letters, post cards and petitions can have an impact but are the least effective way of communicating with your legislator. You will get your point across more thoroughly and in a more personalized way if you provide facts and anecdotes from your own experience. At a minimum, you should include a short, hand-written note at the bottom of the letter and personally sign it.
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