This guide offers techniques to use when contacting and educating elected officials on CWA issues. These tips are useful when contacting local, state, or federal legislators. The same can be used to contact any elected or appointed officials.
What Is Lobbying?
The term lobbying often seems intimidating. Lobbying simply includes making a telephone call, writing a letter, or arranging a meeting with an official or their staff. You provide them with background information and materials on an issue in order to persuade that individual to act or vote in a certain manner. Often, other members of your community are involved to let the official know their views. You may also persuade the local newspaper to write an editorial on an issue of concern to you. All of these actions can be considered lobbying.
Lobbying is about educating your legislator about important issues that affect you and your community. It is also a means to build a relationship with them and their staff. Activists that contact or meet with elected officials make an important contribution to the movement. Elected officials count votes, and count contributions to their campaign. They also count telephone calls, letters and office visits. Even if your official is generally supportive on CWA’s issues, you should still call, visit or write, since those opposed to your position will make their voices heard as well. Legislators also need to hear that an issue is important to our community.
The Importance of Making These Contacts
Elected officials spend a lot of time and money measuring public opinion in their districts. They host town meetings, conduct polls, and assign staff to clip the local newspapers. The read and respond to editorials, send their constituents information about major initiatives, and respond to most letters and calls they receive. Even more important, these officials, or their staffs, will make time to meet with constituents like you.
Most officials strongly emphasize constituent contact because it helps direct their voting behavior. They want to know who supports an issue, how many support the issue, why they support it and how it will affect the district.
Tips for Visiting Elected Officials
Federally elected officials have offices in both the nation’s capitol and in their local communities. To find the address and telephone number of the local office, check your CWA Guide to Congress. You can also find extensive contact information on the Internet.
Visits to your legislator or to staff can be done at either of fice. The best time to visit is when they are in the district office, rather than in the Capitol. If the legislator is not in the home district when you need to visit, and you cannot make it to the Capitol, then arrange a visit with the senior staff person in the local office.
Planning Your Meeting
When you call for an appointment, ask to speak to the scheduler or appointment secretary. Be specific about your reason for wanting the appointment so the person with whom you meet is familiar with your issue. If you are asked your position on the issue, tell them. It is better they know ahead of time what to expect.
Keep your request for time brief. Fifteen minutes does not seem like a long time, but it should be enough time to discuss your views. Your respect for their time will be appreciated and remembered the next time you want access.
Depending on the issue, consider bringing with you someone who is known to that office (someone who regularly works with that office, an important supporter or contributor, a religious ally or community leader). If you bring someone, tell the office in advance. If it is someone they know, it may help ensure you see the legislator her/himself or a senior staff person. Meet ahead of time and plan what points you want to convey and how to split the time.
During The Visit
Unless you have made previous arrangements, do not assume you will speak directly with the legislator. Meeting with staff is not a sign you are "getting blown off." A majority of the information legislators rely on comes from the staff. If a staff person sees things your way, you have been successful.
Present yourself and your views in a respectful, dignified manner. Dress appropriately, as if you are going to a business appointment. If you have printed background materials or talking- points bring them with you and leave a copy. Be direct and concise. Know what you want the legislator to do (cosponsor, vote for/against) and present your views clearly.
If your legislator has a bad voting record on your issue or if the legislator or staff makes comments that offend you, keep a cool head. In some offices, all you may achieve the first time is a civil exchange of opinions, but if you handle yourself well, you can begin to establish a working relationship with the office.
Whenever possible, demonstrate that you speak for other voters in your legislator's district. Back up your claim with petitions and letters. Let her/him know that you intend to communicate about your visit through newsletters, membership meetings, etc.
If your legislator has a good or excellent record of support -- THANK THEM! Our friends need to know we are aware of their support and that it is appreciated. After the visit, send a letter thanking the legislator or the staff member with whom you met for the time they took to visit with you. Summarize the discussion you had and if you asked for specific action, reiterate your request.
Tips for Letter Writing
Individuals need to stay in written contact with their elected officials. These officials use letters as one way to measure public opinion in their district. Their offices count the pieces of mail FOR and AGAINST every issue.
In Your Letter
Make sure your legislator knows you are her/his constituent. Cover one subject per letter; write more than one letter if you have multiple issues.
If the legislation has a bill number, include it. Describe the legislation and how it affects you. If you know the position taken by your legislative representative, include it. This demonstrates to the legislator that you are serious and are keeping a close watch on the progress of the bill.
Selling Your Position
State your position and exactly what you want the legislator to do in your first paragraph. Be brief and concise. You can send background materials or talking points with the letter. Type or write clearly.
Give reasons for your position. Remember that you are essentially trying to sell your idea or position on an issue to the legislator.
Avoid deeply emotional demands or threats. Legislators do want to know how a bill or proposal will affect the lives of their constituents. Tell your own experiences.
Request a reply. You are more likely to receive a reply if you ask for one.
Follow Up
When you receive a reply from the legislator informing you that she/he supports the position you have advocated, write back and thank her/him.
If you receive a reply that informs you of an intention to vote in opposition to your position, write and explain your position again. Do not let her/him off the hook.
Tips for Hosting a Letter Writing Party
One effective method to solicit multiple letters from your community is to host a letter-writing party. The parties can be hosted by individuals or organizations, and can be as large or small and as formal or informal as the host wants. The goal is to make it easy and fun for individuals to write their representatives.
Inviting Your Guests and Being Prepared
Invite more people than you want to attend since there are always no-shows. If you invite guests to a letter-writing party, let them know. Don't surprise them.
Have sample letters and information on legislation available for use by your guests. Make sure you have a guide available to help your guests who may not know who their representative is.
Have plenty of paper, pens and envelopes on hand, and make sure there are places where guests can write comfortably. You may want to separate the areas used for letter writing and socializing. Having stamps on hand tells guests their letter is being sent out right away.
Be sure to thank your guests for their time. Follow up! Ask your guests to share any responses they receive from the legislator. This will reinforce their feeling of "being heard" and will encourage them to write again.
Tips for Contacting Your Legislator by Telephone
Legislators also count phone calls that are either FOR or AGAINST an issue. Phone calls to a legislative office are most useful when a vote has been scheduled and there is not time to write or visit the office.
Making The Call
First, consult your CWA Guide to Congress. Expect that office staff will receive the call. If you ask for information about the legislator's position, expect you will either receive a letter in the mail or a return call.
If you call to register an opinion, you can expect staff to record your call on paper, take your name and address to verify your residence in the district and give a summary of your call to the appropriate staff person. If you are calling to request information about the legislator's position, your call will likely be transferred to the staff person in charge of the issue. She/he will be able to discuss in detail the legislator's position and the status of pending legislation.
Cover one subject per call. Different staffers handle different issues for the legislator.
Make sure the staff person who speaks with you knows you live in the legislator's district. Be sure to provide the staff member with your name and address for follow-up.
Promoting Your Position
If there is a pending vote, your phone call should be short and simple: "I support HR 7, the Civil Rights Act and I urge the Senator/Representative to vote for this legislation." The information will be recorded and forwarded to the appropriate staff person.
If the issue is not pending, it is still important to be brief and concise in your conversation. Be prepared to state your position, what you want the legislator to do, and be ready to back up your position with one or two supporting arguments.
Follow-Up
If the staff person does not have an answer for you, ask them to speak with the legislator and get back to you, either by letter or phone.
When you receive a reply by phone, thank the staff person for getting back to you, even if the information is bad news. Let them know that you will be sharing the legislator's views with your community.