LEGISLATIVE ADVOCACY * GOVERNMENT
RELATIONS COMMITTEE
Legislative Advocacy Index
Tips for Communicating
with Legislators
(Text
adopted in part from advocacy materials developed by the
American Association of Law Libraries (AALL) and the American
Library Association (ALA)).
PRELIMINARY PREPARATIONS
Know Your Legislator:
Know your legislator’s areas of concern, committee assignments,
connections to law libraries, knowledge of and position on your
issues, and contact points in the district and at the Capitol.
Know Your Legislature:
Identify key committees, their chairs and members, committee
contact points, and the legislative calendar. For California
Assembly and Senate, see
http://www.leginfo.ca.gov/yourleg.html. For the U.S.
Senate, see
http://www.senate.gov. For the U.S. House of
Representatives, see
http://www.house.gov.
Know Your Issues: Be
prepared to articulate the problem, defend your position with
facts and personal experience, answer the opposing view, and
suggest why your proposal fits the legislator’s agenda. Stay
informed by visiting AALL Washington Affairs Online and the
advocacy pages of your local chapter's web site. Liaison with
members of other law library associations (see the
Webliography).
CONTACTING LEGISLATORS
Timing Is Everything
Contact legislators early in the session to seek changes in bill
language. Contact legislators during the session to support or
oppose specific legislation (when committees are meeting and
legislators are voting). Contact legislators after the session
to thank them for their support.
Letter Writing Be
brief: Address one issue; state the issue and your position
succinctly; answer the opposing view; make it clear what action
you want the legislator to take. Use your own words and speak
from personal experience. Suggest how the issue or proposed
legislation affects your law library, your patrons, and the
community. Include your home address: this identifies you as a
constituent and VOTER. Provide your business address: this
identifies you as a stakeholder.
Use the proper forms of salutation and closing. Send copies
of the letter to other key legislators and legislative committee
members.
Legislators do read their mail. A "mail count" may well
be a determining factor in how an elected official votes on a
bill. You can send your message via a letter, phone call,
personal visit, email, telegram, mailgram or form letter.
The most effective method of communication, by far, is a
thoughtful, individualized letter.
-
A personalized letter has far
more impact than a form letter.
-
Identify yourself and your
reasons for writing. Use professional title and letterhead
if appropriate. Include your name, address, telephone
number, and email address.
-
Be concise and to the point.
State your position clearly and limit yourself to one
subject per letter. Try not to go beyond one page.
-
Be courteous and not
combative. Maintain a reasonable tone, not a demanding one.
Commend positive actions, if any.
-
If you oppose legislation,
state your reasons. Give specific adverse consequences and
suggest alternatives. If possible, provide pertinent data to
support your position.
-
Do write when you approve of
legislation. If your representative votes as you wish, write
to express your thanks. Legislators welcome such feedback.
-
Write early in the legislative
session if you have ideas that you would like to be
incorporated into a bill.
-
Courtesy suggests that you
write to your own legislators. Copies of correspondence may
be sent to other key legislators.
BE A PART OF THE PROCESS -- MAKE A DIFFERENCE. A NOCALL
Government Relations Committee (GRC) member would be happy to
consult with you on any aspect of your efforts (e.g., sample
letters, format, etc.). GRC members can also help you identify
legislative and regulatory monitoring mechanisms using standard
print and online sources. We welcome your thoughts and ideas.
Personal Visits
Make an appointment (call or fax request). Identify yourself
(leave a business card). Mention that you are a constituent and
acknowledge past support on law library issues. State the issue
and provide a brief background if the legislator is not
knowledgeable. State your position and recommendation, and
support these with facts and personal experience. Be prepared to
respond to an opposing view. Stay on point. If you can’t answer
a question -- say so, and promise to follow up with additional
information. Be specific about what you are asking of the
legislator, and ask the legislator for suggestions for
additional action. Be enthusiastic and courteous. Leave a
written position statement that states your expectations and
answers the opposition. Include brief additional materials if
useful. Include your contact points.
FOLLOW UP
After a Personal Visit
Write a thank-you note and forward any information you may have
promised to provide. Re-state the issue, your position, and your
recommendation (one more time). Follow up with a phone call to
be sure materials were received.
During a Legislative Session
Stay informed about the issue (see
Monitoring Legislation). Maintain contact and keep the
legislator and staff informed about new developments. Keep the
issue on the legislator’s radar. Be prepared to contact other
key legislators and legislative committee members.
After an Issue Is Resolved
If the legislator supported you: Say thank you with a call or a
letter. If the legislator did not support you: Say thank you for
the attention given to your issue and that you look forward to
the legislator’s support of law-library issues in the future.
IDENTIFYING YOUR LEGISLATORS /
LOCATING ADDRESSES
California Search for
your representatives using your zip code at the Official
California Legislative Information site at
http://www.leginfo.ca.gov/yourleg.html Links to addresses
of legislators are also provided.
Federal Identify your
U.S. Senator at the United States Senate site at
http://www.senate.gov/. Identify your Representative at
the United States House of Representatives site at
http://www.house.gov/. |
