Event Resources

Five Basic Rules for Effective Communication

1. Be brief. A legislator’s time is limited. So is yours.
2. Be appreciative. Acknowledge past support and convey thanks for current action.
3. Be specific. Refer to local issues and needs.
4. Be informative. Give reasons why a measure should be supported.
5. Be courteous. Be positive and polite. Ask for a specific action or support. Do not demand or threaten.

Phone Calls

While letters are very effective and the preferred means of establishing contact with your legislator, a telephone call when time is short – just before an important vote – may indeed influence a legislator’s decision about supporting or opposing an issue. The following tips will be helpful in making sure your phone call is properly noted:

• Before you call, know your facts. What do you want the legislator to know or do? If there is a specific bill number and title who is the sponsor? What specific section(s) of the bill concerns you? How does the legislation affect your interests, job, or livelihood? What alternatives can you suggest to make the legislation better?
• When you make your call, be brief, to the point, and courteous. Identify yourself as a constituent by giving your name, address, and phone number. It is not necessary to speak directly to your legislator. Leave your message with the person answering the phone or with the staff person working on the issue. Present your facts and position on the issue. Tell the person what action you would like your legislator to take. Do not argue. To ensure your message is transmitted to your legislator, request a response in writing. Thank the person for listening to your request. Be ready to answer their questions.
• Follow up. Determine how your legislator voted on the issue. If your legislator supported your views, be sure to thank him or her. If the vote was not what you wanted, note your disappointment but indicate you want to continue working with your legislator and to keep lines of communication open. NEVER, NEVER be rude, impolite, or threatening.

E-mail

• E-mail is a fast easy way to communicate with legislators when the need for action is critical. The same general rules for regular correspondence apply.
• In e-mail, closely follow the general good form for letter writing. Some legislators may respond to e-mail only via the postal service. Be sure to provide your mailing address in the e-mail message.

Personal Meetings with Your Legislators

Nothing is more effective in building personal relationships and getting your point across than a one-on-one meeting between you and your elected representatives. Knowing the proper way to set up and conduct personal meetings with your legislator and/or their key staff assistants, will enhance your ability to convey your message about a specific issue:

• Plan your visit carefully
• Make an appointment
• Be prompt and patient
• Be prepared
• Be political
• Be responsive
• Be polite

Always follow up. Immediately send a thank-you letter to your legislator. Recap the purpose of your meeting and the points covered, and provide any additional information or materials that may have been requested. Reinforce your interest in not only your issue, but also in working with your legislator.

Writing Letters

Letters are the chief fuel that powers any legislative vehicle. They are read. They elicit responses. They represent votes. Each letter-writer is deemed to represent several like-minded if less highly motivated constituents.

• Be timely – write before the vote, not after the vote.
• Explain how the legislation can help you, your family, and your community.
• Be clear, concise, and legible.
• In the first paragraph, state the name of the legislation about which you are writing including the bill number if you know it.
• Include your name and address on the letter because envelopes are often thrown away.
• Be polite.
• Write on personal stationery or plain paper.
• Ask for a reply because as a constituent, you have the right to know your legislator’s view.
• Identify yourself as a constituent.
• Use your own words.
• If your legislator’s vote pleases you, express your thanks. Also let him or her know, politely, if you are disappointed.

Questions? Contact the event organizers.

Original Source:
West Virginia Farm Bureau Legislative Guide
WVU Extension Service January 2004