NAPE has developed the following helpful hints on how to best make your voice heard in Congress.
Meeting DOs
- Know the issue.
- Know the congressional representative. Review his/her biography and know his/her committee assignments.
- Localize and personalize the issue by providing statistics, a local story, or anecdote.
- Designate a spokesperson to present your information if more than one constituent is attending.
- Ask about the legislation’s status–whether it is in committee or expected for Floor action.
- Ask for specific legislative action or support.
- If the Member has not yet co-sponsored the legislation, ask him/her to do so.
- Be sensitive about time; be on time, and remember that meetings are often cut short.
- Always be professional in your appearance and presentation.
- Be positive and friendly and treat staff as you would the Member of Congress.
- Compliment the Member or staff on positive actions/support on the issue.
- Admit if you don’t know an answer, but promise to follow up–AND DO!
- Leave your name and contact information.
- Report the outcome of your meeting to NAPE (as soon as you are able).
- Write a thank-you note and follow-up with additional information.
- Arrange for your congressional representative to visit with you in his or her state or district.
- If the meeting is unscheduled, then ask to speak with the legislative assistant handling your general issue. Stay no longer than 5 minutes. Be sure to leave your business car and your/NAPE’s materials.
Meeting DON’Ts
- Don’t arrive without an appointment and expect to be seen.
- Don’t be late for an appointment.
- Don’t be upset if your Member doesn’t see you personally. (Meetings with staff are very productive.)
- Don’t bring a large crowd. Congressional offices are small, and other meetings are in play. Keep your group size to five or smaller.
- Don’t be confrontational or threatening.
- Don’t try to discuss several different issues.
- Don’t engage in partisanship.
- Don’t use threats.
- Don’t get too comfortable or casual with the congressional representative or staff.
- Don’t forget to follow-up
Phone Call Guidelines
When calling the office of a congressional representative identify yourself as a constituent and/or representative of NAPE. Request to speak to the Representative or Senator about a specific bill or legislation before Congress. If the Representative or Senator cannot take the call, ask to speak with the legislative assistant or staffer who handles the issue you are calling about. Once you begin to talk to the appropriate staff member, follow the principals of advocacy:
- Thank him or her for taking your call.
- Restate who you are and the legislation you are calling about, including the bill number and title.
- Be concise and clear about your position.
- Localize and personalize the issue by providing statistics, a local story or an anecdote.
- Ask for specific legislative action or support.
- Be positive and friendly and treat staff as you would the Member of Congress.
- Compliment the Member or staff on positive actions/support on the issue.
- Follow-up with the staffer to ensure the Member received your message.
Letter and E-Mail Correspondence Guidelines
When writing a letter or sending an e-mail communication to your Member of Congress use the following guidelines:
- Use proper forms of address.
- Identify yourself as a constituent and, in appropriate, a local elected official.
- Be concise and clear about your position.
- Localize and personalize your message (how does it impact someone you know?).
- Be polite and avoid ultimatums.
- Do not send too much material.
- Do not overstate your case.
- Make your message timely.
- Provide contact information.
- If you’re able to, send a copy of your letter to NAPE.
- Add the staff person’s contact information to your email list to keep him/her informed on issues important to you.
© 2014 National Alliance for Partnerships in Equity