They're just people ...but there is some protocol
Guidlines for talking to public officials
There are FIVE BASIC RULES of talking with officials (or anyone for that matter)
1. Be BRIEF.
2. Be APPRECIATIVE.
3. Be SPECIFIC.
4. Be INFORMATIVE
5. Be COURTEOUS.
Additional important tips:
• Be passionate, enthusiastic, and committed to your ideas and concerns
• Do not whine, complain, or display anger
• Focus on your message and never introduce non-relevant issues
• Avoid jargon - use simple language
• Be honest and forthright in all communications
Written Communication
LETTERS are a highly effective means of communicating
In general, THE ONLY BAD LETTER IS NO LETTER AT ALL!
As elected officials,they want to hear from their constituents and to be perceived as responsive. A well-written letter lets them know what you care about, and can provide highly useful facts and feedback to help the official take an informed and well-reasoned stand.
14 Important Tips for Writing
1. Use the correct form of address for the official
2. Identify yourself -- if you are writing as a member your group say so. It is also critical that you say so if you live, or work in, theofficials district!
3 Keep the letter short, rarely more than one page. Type or use a computer and printer if possible, otherwise write clearly.
4. Write in your own words and include your own thoughts.
5. Cover only one issue; save others for other letters.
6. Show your knowledge and familiarity with the subject. This is important as it will show you are serious about the issue.
7. Explain specifically what you want the fficial to do.
8. Give reasons for your position. Cite real-life stories or examples and your own experience if possible. WHENEVER POSSIBLE, ADDRESS THE ISSUE IN TERMS OF HOW REAL PEOPLE ARE AFFECTED AND HOW THE ISSUE WILL MAKE A DIFFERENCE IN PEOPLES' LIVES! Carefully explain how and why.
9. Ask theofficial a direct question about their own position. You want to receive a clear answer, not a form letter. If you are requesting an appointment, give alternative times/dates if possible, and ask for a reply.
10. If you can, mention yourofficial's vote on a recent issue to show your awareness of his/her record.
11. In general, be helpful rather than threatening. You can best show your genuine concern for the issue by not complaining, whining, or threatening, but by offering to provide further information on the subject
12. Make absolutely sure your correspondence is error-free.
13. Be sure to include your return address on the letter as well as on your envelope.
14. Finally remember: ANY LETTER IS BETTER THAN NO LETTER (and this includes postcards, telegrams, and e-mail!)
PERSONAL VISITS
Face to face discussion is the most effective means of communication for advocacy.
Leave your card and any written information you may have prepared.
Follow up with a letter of appreciation for the time given to you, and include any additional information suggested by the visit.
7 Important Tips for Meeting with Officials
1 Dress well and look your best, remember you are representing your entire group and the community at large.
2 Always be respectful and pleasant .
3 Be prepared to make your case clearly, briefly, and with conviction.
4 Get right to the point. Present your facts and give the official a chance to ask questions.
5 Don't guess. If you don't know the answer to a question, offer to supply it by telephone or mail within 24 hours.
6 Do not bring up unrelated issues..
7 When you leave be sure to say "Thank you!" And, after your visit, be sure to send a brief thank-you note, repeating very succinctly the reason for your visit.
Using the Telephone
Telephone communications with legislators can also be extremely useful and effective for a variety of purposes:
1 Call an officials office when you want to ask for an appointment.
2 Use the telephone when time is a factor, and there is no time to write a letter or visit.
3 Use the telephone to ask for support before a hearing or floor vote.
4 Telephone when necessary to convey an urgent local concern.
5 Telephone to reply promptly with information requested by an official within 24 hours!).
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