GUIDELINES and TIPS

For Effectively Communicating With Your Legislator

Guidelines for Calling Elected Officials:

Lobbying by telephone is a quick and simple way to deliver your message.  A large volume of calls to a legislator’s office on a pending issue can influence his or her vote.

Calling Congress

1. Ask to speak with the aide who handles the issue (e.g., cloning, abortion, etc.), or you may request that your elected official return your call. If the aide is unavailable, give a message to receptionist or leave message on aide’s voicemail.
2. Introduce yourself as a constituent.
3. Be polite. Have a respectful and courteous tone, regardless of the opinion expressed by the official.  If your elected official has a history of voting pro-life, remember to express your appreciation.  He or she will need to have support from the pro-life community to withstand the pressure from the other side. 
4. Convey your message in a clear, brief manner; include bill number, if known.  Ask for a specific action (that they vote the right way, be co-sponsors, request committee hearings—whatever is appropriate at the time).  Remember, yours might be the only voice they hear on the issue.
5. If you are asked a question to which you don’t have the answer, say that you will investigate further and call back.  There is nothing to be ashamed of in not having all the answers.
6. Give your complete name and address, including ZIP code.
7. Ask for a written response to your request.  Push them on where they stand on the issue and how they will vote.

How to call your Representative or Senator:

·         Call the Capitol Switchboard:  (202) 224-3121, and ask to be connected to a Member’s office.  If you don’t know who your Member is, the Capitol switchboard operator can assist you.

·         Or call a Member’s local office.

For information on Members’ phone numbers, see Members’ web pages at: www.house.gov for Representatives and www.senate.gov for Senators.

Calling the White House

White House Comments Line:  (202) 456-1111

Tips on E-mailing:

E-mail is growing as a form of communication on Capitol Hill.  This has led the Hill to create a user-friendly focus on “e-communications.”  E-mail is especially valuable for short messages to your Representatives or Senators.  A more extensive dialogue is better suited to other formats, such as letter writing or face-to-face meetings.  E-mail does not replace other forms of communications, but supplements them.  When there isn’t time to mail a letter to your legislator, send it by e-mail.

The majority of Members have done away with their public e-mail addresses and now use a “write your Member” format on their web pages.

1. Identify yourself as a constituent.
2. Express yourself with a respectful and courteous tone.
3. Stick to one issue and include bill number, if possible.
4. E-mails should briefly state your position, including what you are asking the Member to do.
5. Request a written response (whether by e-mail or U.S. mail).  Offer contact information other than an e-mail address.**

E-mail to Congress

To reach your Representative or Senators by e-mail, go to:  www.house.gov or www.senate.gov to be directed to your Members’ home pages.

E-mail to the White House

To reach the President by e-mail, go to:  president@whitehouse.gov   

Guidelines for Letter-Writing:

Letter-writing campaigns are essential to successful pro-life legislative efforts

Letters to Elected Officials

Writing effective letters to your federally elected officials can be accomplished by following a few simple guidelines.  Letters can be sent either by U.S. mail, time permitting, or by fax.

1. Be concise.  Keep the letter to one page in length (two at most).
2. Letters must be personal, and may be typed or neatly handwritten.  The letter should be in your own words.  Give reasons for your position.  If possible, refer to your own observations and experiences, and to any special expertise you may have on a specific subject.  If you are aware of the legislator’s past votes or statements on the issue, refer to them in your letter.
3. Be respectful.  State your views in a firm but courteous tone.  Abusive language, insults, or explicit threats (e.g., “I will vote against you!”) will not convert an unsympathetic legislator, but it may motivate him or her to work against pro-life interests.  Offensive letters also anger legislators who previously were undecided or sympathetic.
4. Stick to one issue; include the bill number, if possible.
5. State your position up front, including what you are asking the Member to do.
6. Support your position with facts; avoid “I believe,” “I feel” statements.
7. Explain how the legislation will affect you and others; avoid overly emotional arguments.
8. Perhaps suggest a better approach to the legislation you disagree with.
9. Pay attention to your legislator.  Pay close attention to how your elected officials are voting.  Too often, consistently pro-life legislators are taken for granted by pro-lifers, and so they receive mostly pro-abortion mail.  When they vote pro-life, thank them.  When they vote against the pro-life position, write letters expressing you disappointment with their vote.
10. Follow through.  Request a written response (be sure to include your complete address).  If you receive a response which doesn’t explain how he or she is going to vote, then write again, referring to the earlier correspondence, and ask specific questions (e.g. “Will you vote for the pro-life amendment?). **

Writing to Congress

U.S. Mail:

The Honorable ____________________                     The Honorable ____________________

U.S. Senate                                                            U.S. House of Representatives

Washington, DC  20510                                            Washington, DC  20515

Dear Senator __________,                                        Dear Representative __________,

Fax Letters:

Members do not always list their fax numbers for public use.  For available fax numbers, go to www.house.gov for Representative or www.senate.gov for Senators.

Writing to the White House

U.S. Mail:

    The President of the United States

    The White House

    1600 Pennsylvania Ave., NW

    Washington, DC 20500

    Dear Mr. President,

Fax Letters:

White House fax number:  (202) 456-2461

Writing Letters-to-the-Editor

Letters-to-the-editor are another great way to communicate your views on pressing public issues.  The general public reads these letters and Members of Congress keep track of what is being said in the newspapers in their districts and states.  No newspaper or community newsletter should be overlooked.  Letters-to-the-editor play a role in developing grassroots public relations and community education.

1. Editors look for well-written, informed and timely letters on issues discussed in their newspaper.
2. Cite the article, with date, on which you are commenting.
3. If you have special expertise in the topic or area, reference that in the letter, in use of title after your name, or in a separate note to the editor, whichever is appropriate.
4. Keep the letter short and to the point.  Long letters will be edited by the editor.
5. If appropriate, point out how the issue affects the local community.

Guidelines for Visiting with Elected Officials:

At least annually, and more often as necessary, pro-lifers should meet with their elected officials.  Your attitude toward your lawmakers is important to your success with them.  You want to achieve a warm, friendly relationship based upon mutual respect.

Informal Meetings

Town Hall meetings, county fairs, and other civic events offer special opportunities to communicate with your Member of Congress.  Members often visit their districts or states on weekends and during district week periods, e.g., holidays or the August recess.  During these visits, Members are sensitive to the issues raised with them by their constituents and bring these impressions back with them to Washington.

Formal Meetings/Lobbying

1. Arrange a meeting with your Representative or Senator.  Always make a formal appointment.  Be on time for the appointment. 
2. Schedule a meeting at the Member’s local office.  If visiting Washington, DC, consider arranging a meeting at the Member’s Washington office.
3. Include in your lobbying group people who have varied, but relevant, backgrounds (e.g., doctor, nurse, pregnancy counselor, lawyer, community leader).
4. Inform yourself in advance of the Member’s voting record and position on the issue.  Be well-briefed on the legislator’s political history
5. Prepare for the meeting:  Assign each group member a specific talking point.
6. When giving facts/figures/survey results/dollar amounts, have sources for these readily available.
7. Use anecdotal stories when appropriate.
8. Some lawmakers are masters at using up appointment time by leading the conversation off the subject.  The time for a lot of small talk is after you have made the points you came to make, so politely get down to business as soon as possible.
9. Be calm, reasonable, and respectful.  Be politely firm.  Threats or open antagonism are seldom, if ever, helpful and often counterproductive.  They can even turn an apathetic anti-life legislator into a committed anti-life activist.
10. Be sure to provide legislators with the arguments in support of the pro-life position, even if you think certain legislators are only interested in the personal ramifications of their position, they need to know why the legislation is needed.
11. If you do not have the information needed to answer a question, don’t guess.  Offer to get back later with the information—and do so.  If you give a legislator misinformation, it can erode your credibility, and that of other pro-life individuals.
12. Provide your Member with a packet of reliable printed information supporting your position:  research or position papers, articles, editorials, reports, and the like, but don’t overdo it—the more material you leave, the less likely it is that any of it will be read by the legislator.
13. Press for a commitment.  Many legislators like to keep their options open.  Don’t mistake vague expressions of sympathy for real commitments.  Politely press for specific commitments, with questions such as, “Will you vote for this measure?”  Ask if you can count on the Member’s vote or what you can do to get his or her support. You will not always obtain a firm answer, but you should try. 
14. Thank the Member and/or Aide for their time.
15. Follow up as soon as possible with a thank you letter that restates your position, and a summary of the meeting.
16. Report the member’s comments to your diocesan pro-life coordinator.**

**IMPORTANT--When you receive responses from your legislators, please relay the comments to the Diocese Respect Life Department.  Thank you!