Tips on Communicating with Your Legislator

Because each state has different ways of conducting legislative sessions, the following information is generic.

Effective Grassroots Strategies

Grassroots lobbying programs generally utilize two approaches: a qualitative and a quantitative approach. CNH continually strives to encompass both strategies to increase the number of active participants while maintaining a state-by-state, personal approach.

The quantitative approach to grassroots lobbying is nothing more than numbers. This is important, especially since natural health activists have not been traditionally well organized, and of course the fact that legislators receive hundreds of phone calls and letters daily. Clearly, 30 phone calls are better than one. Numerous personal phone calls, letters and visits can repeal or help pass pending legislation.

The grassroots qualitative approach capitalizes on long-term constituent relationships with elected officials and CNH activists and their staffs. This can be achieved through repeated personalized letters, personal visits, and other professional, yet personal, contact.

What Works, What Doesn’t

There are many ways to communicate with your elected representatives. Staff members like to see that constituents care enough about an issue to take some time in their communication. Staff members also tend to dislike receiving letters by constituents via the fax machine, since it becomes mixed in with other types of communications.

Most Effective Lobbying Methods:

  • Personal visits
  • Personal letters
  • Phone calls

When rating the most effective lobbying techniques and organizations, Capitol Hill and state staffers stated that repeated, personal visits were the mosteffective lobbying technique—more effective than professional name recognition and money.

Face-to-face communication with members and their staff increase their sense of personal accountability to you—their constituent and neighbor. Personal visits can be conducted in your legislator’s home district or at the state capital.

Meeting With Your Legislator

Personal meetings with your legislator, whether alone or in a groups, are one of the best forms of grassroots lobbying. Don’t be shy—just be prepared. Remember, your business depends on your relaying information to your state representatives. When arranging a meeting, always make the appointment well in advance. Call the representative’s scheduler a few days before the meeting to verify your appointment and keep your name and concerns fresh on their mind. Plan the specific issues you want to discuss to help prepare for the meeting. Limit the number of issues to two or three. If other professionals are joining you, be sure to let the scheduler knowhow many will be present at the meeting. Provide the scheduler with the names and addresses of those who will be attending the meeting. This lets them know that you are a constituent or business owner in their district.

Include and Recognize the Appropriate Staff

It is sometimes impossible to meet directly with your elected official because of scheduling conflicts. Meeting with their legislative assistant (L.A.) who tracks your issues can be just as important, because you can establish a personal relationship with the person who has your legislator’s ear and the responsibility for legislation. It is also helpful to to develop a relationship with the senior staff in the office including the legislative director (L. D.) and the administrative assistant (A.A.). Be prompt. Being on time for the meeting shows that you not only think the meeting is important, but that you understand time is valuable. Use any free time to build relationships with the office receptionist and other legislator staff members. Dress appropriately. Dressing professionally shows you are serious about the issues and the future of your profession. Be Concise, direct and constructive. Don’t waste your opportunity. Plan to spend 15 to 20 minutes with your Congressperson. Be direct and concise, respectful and knowledgeable. Have an agenda prepared. Limit your discussion to two or three issues. If you will be attending with one or more colleagues, discuss the agenda in advance and consider assigning a leadspokesperson for each issue. Prepare to summarize the bill and its ramifications. Leave a summary of the issues you discuss and your positions with your congressperson and the legislative assistant.

Always Say Thank You

Members of the legislature and their staff members meet with a number of constituents during the year. Send a personal follow-up letter thanking them for their time. You’ll be remembered if you continue to follow-up. Your first legislatve meeting is only the initial step toward a long-termrelationship. Call and write frequently to stay in touch on the issues thatconcern you. Should you need help locating your representative, contact CNH at (800) 586-4264.

Writing Effective Letters

Personal letters also are rated highly—especially hand-written ones. They are most often highly personal, memorable, and represent individual effort. Effective letters are short and simple. Write about one issue at a time and try to limit your letter to one page. Include specific bill reference information. This helps busy staff members pinpoint your concerns. Include basic information: Briefly summarize the legislation and your position. Refresh their memories... and remind them how their action affects your business and your vote. Ask for a response. Be specific. Let them know what you are asking them to do; either support,oppose, or amend specific legislation. Be direct. Ask if your legislator has taken a position on the issue and, if so, what it is. Let the representative know that you will be following up with a phone call to discuss his or her position on the upcoming vote.

What About E-mail?

E-mail, if available, is an especially good method to use to transmit information to a staff contact if you have already developed a relationship or to thank a legislator for a response to your letter or for voting with you on a bill. Check out your state’s home page. Most members now have their own home pages and e-mail addresses.

Calling Strategies

Phone calls are appropriate when there is not enough time before a key vote to write a letter.

Call about a specific issue or bill. Call about one issue at a time. If at all possible, refer to the issue by bill number and name.

Get beyond the office receptionist. The goal when making the call is to contact the staff person responsible for the issue you care about. That staff person has the ability to relay the information to your legislator and can take your points into account when making a voting recommendation to your representative. Ask to speak to the administrative assistant (A. A.), the highest-ranking staff member in the office. Ideally, you should ask for the A.A. by name.

Be concise—provide basic information. Be clear and concise in your request to the staff person.

Have talking points ready. Ask for your legislator’s position. As a constituent, you have a right to know how your elected official plans to vote on the legislation. Express your thanks if the position is consistent with yours. If not, ask him/her to reconsider based on your concerns. You may be told that the representative has not decided how he or she will vote on the issue. Ask how you can help as the representative or staff continues to examine the issue. Perhaps you can arrange a meeting with the key staff person and provide additional information. Let them know you will be following up in a week to see how the decision-making process is progressing.

Say thank you and follow up.