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Communicating with Congress
Sending personalized letters, e-mails, and faxes are effective methods for communicating with Congress. The most effective method, however, is to call the office of your member of congress. Here are some practical tips to get you started.
• Personalize the letter or e-mail. Communicating in your own words makes more of an impact than text from a form letter that is generated by a national organization. • Put your name and return address at the top of the letter or e-mail. Use organizational letterhead if you are writing on behalf of your employer or organization. (Use of APS letterhead must be approved; therefore, contact a PPB board member if you are interested in this option. Please remember the APS President is the official spokesperson for the society. If you are using your organization's letterhead you will need to follow your organizational policies.) • Addressing the letter is important. In the heading you should refer to the elected official as "The Honorable (Name)."
• The first paragraph of your letter or e-mail should clearly indicate your purpose for writing. If you are writing about specific legislation, indicate it with the title of the bill and the bill number. For example, for a, House bill related to homeland security, write "H.R. ####, the Homeland Security Act." • Limit your letter or e-mail to one issue and to no more than one page of text. • Keep your thoughts short and to the point; use examples to support your position. If at all possible, use examples that are relevant to your state or congressional district. • Monitor the results. If your legislator voted in support of your issue, send a brief thank you note. If the member did not, send a brief note that restates your position and requests that the member reconsider his/her position in the future. • Postal mail is the least desirable form of communication as it is takes a long time to reach members of congress or agency officials. For timely items, faxing or emailing your letter following these same guidelines is the preferable means of communication. • It is very common to receive a response to a letter to a Congressional office; in many offices it is policy that every letter and phone call receive a response.
To reach members of congress via phone: • Call the U.S. Capitol switchboard at 202.224.3121 and ask to be connected to your senator's and/or representative's office. You can also find direct dial numbers online at www.senate.gov or www.house.gov. • Staff members typically take phone calls. Ask to speak with the aide who handles the issue on which you wish to comment. For example, if the issue deals with an appropriations bill, ask to speak with the staff member who handles appropriations; if it deals with an agricultural bill, request the agricultural aide. • Identify yourself and your reason for calling with a brief message. If you are calling about specific legislation, indicate your position up front. For example, say "Please tell senator/representative (name) that I support/oppose S.____/H.R.____, the _________ Act." You will also want to state reasons for your support or opposition to the bill. • Send a thank you note to the staff member with whom you spoke after the call restating your position and thanking him/her for ensuring that your member of congress takes your views into consideration on the issue. © Copyright by |
