Contacting Legislators

Families who home educate are often so busy with the education of their children and the everyday activities of life that keeping up with legislative issues is rarely on their list of things to do. However, home educating families must realize the power they have to influence the legislation that affects their lives. A one-page letter or quick phone call to a legislator or a brief visit to their office puts a name and face on an issue. With few exceptions, legislators are honest, intelligent, and try to do the right thing. Your job is to inform them of what you believe is right. One of the most important tasks of grassroots networking is the building of personal relationships with legislators and their staff. The key to this process is effective communication.

Helpful Links:

• Need to find your legislator?
http://www2.legis.state.pa.us/cfdocs/findyourlegislator/find.cfm

• Who are the key legislators and elected officials?
House Education Committee http://www2.legis.state.pa.us/cfdocs/memberinfo/representatives_sc.cfm#edu
Senate Education Committee http://www2.legis.state.pa.us/cfdocs/memberinfo/senate_committees.cfm#edu
• Governor
http://www.governor.state.pa.us/

• How does a bill get passed?
http://www.legis.state.pa.us/WU01/VC/visitor_info/making_law/intro.htm

• Need information about a bill?
http://www.legis.state.pa.us/WU01/LI/BI/billroom.htm?papowerPNavCtr=|#31792

• How do you read a bill?
http://www.legis.state.pa.us/WU01/LI/BI/how_to_read.htm

Tips for Effectively Communicating With Legislators:

When communicating with legislators in person, by letter or fax, by phone, or by e-mail,
follow the BASICs:

* Be Brief – A legislator’s time is as limited as yours.
* Be Appreciative - Express thanks for past support.
* Be Specific – Clearly articulate the details of your issue.
* Be Informative – State accurate and factual reasons why this issue should be supported.
* Be Courteous – Politely yet passionately ask for a specific action.

How To’s:

• Personal Visits
• Writing Letters
• Sample Letter Format
• Sending a Fax
• Telephone Calls
• Sending E-Mail

Personal Visits:

A face-to-face discussion is the MOST effective means of communicating with a legislator.
• Make an appointment by contacting the legislator’s staff and let them know what you wish to discuss. Be sure to arrive 10-15 minutes early then wait patiently. It is not unusual for a legislator to be detained with other business.
• Know your facts and be prepared with any materials, which will assist the legislator in understanding the issue and your position. Be sure to have an extra copy to leave with the legislator or aide.
• Remember to follow the BASICs during your discussion.
• Be a good listener. It is important to allow legislators to express their views. Their comments will provide valuable insight for follow-up communication.
• Be prepared to answer questions. If you don’t know the answer, tell the legislator you will get the information as soon as possible.
• Close the meeting quickly by summarizing your key points.
• Thank the legislator for his time.
• Follow-up your visit with a letter restating your key points.
• Be sure to follow through with sending any information the legislator might have requested.

Writing Letters:

One of the best and most popular ways to communicate with legislators is through a well-reasoned personal letter.
• Use a formal business style. The letter can be either typewritten or handwritten.
• Keep the letter to one page and one issue.
• Follow the BASICs when composing your thoughts.
• Be sure to include your name, address, and phone number within the body of the letter.
• Carefully proofread your letter and be certain you have spelled the legislator’s name correctly.

Sample Letter Format:

Your Address
Date
The Honorable _________________
Harrisburg Address
Dear Senator/Representative ______________________:
Opening Paragraph:
• State that you are a constituent in the legislator’s district or state.
• Explain your reason for writing and include a bill number if available.
• State your position on the issue (support, oppose, wish to amend).
• Briefly note your credentials and include any other pertinent information.
Middle 1 or 2 Paragraphs:
• Describe the importance of this issue.
• Cite relevant facts and avoid emotionalism.
• Include in your discussion a national/state, rather than solely personal, perspective.
Closing Paragraph:
• Request, not demand, a specific action.
• Thank the legislator for considering your views.
• Offer assistance in providing additional information.
Very truly yours,
Signature
Printed name

Sending a Fax:

A fax should be avoided unless there is a time constraint such as just prior to a committee or floor vote. The same guidelines for writing a letter would apply to a fax.

Telephone Calls:

Regular contact with an aide can be effective. Directly asking for the legislator is also appropriate once you’ve made a personal contact; however, make calls to the legislator sparingly.
• Remember that the legislator’s staff takes most calls.
• Ask to speak with the aide who handles the issue to which you wish to comment.
• After identifying yourself and stating that you are a constituent in the legislator’s district or state, identify the issue you wish to discuss including the bill number.
• Follow the BASICs as you discuss the issue.
• Find out exactly where the legislator stands on the issue.
• Ask what action the legislator plans to take.
• Don’t be afraid to ask for specifics.
• Listen carefully.
• If asked something you don’t know, admit you don’t know then offer to get the information. Be sure to follow through.
• Thank the aide for their time and willingness to convey your thoughts to the legislator.
• Send a follow-up letter referencing your conversation and summarizing your views.

Sending E-Mail:

E-mail is less effective than a written communication perhaps because it seems less personal; however, it can be effective when the need for timely action is crucial.
• E-mails are typically briefer than either written or faxed letters, but the same BASICs still apply.
• Be sure to proofread carefully so an unprofessional message is not conveyed.
• Many legislators will only respond to e-mail with a written letter so be sure to include your name, address, and phone number.
• Save or print your e-mail for future reference when following up on the issue.

Credit: Thank you, Connie Mattei for PHEA 2003