Working with Policymakers - Page 2

Writing Letters and Emails

Policymakers pay attention to letters. Since September 11, 2001, regular mail can take up to 30 days to reach a legislator, because of the inspection process. But if you use more than one method of delivery (regular mail, fax and email), your message will get through. If you want to be sure your message lands in the right hands, call your Representative’s office, and ask how they prefer to get constituent feedback. Personal letters and emails from constituents are always the most effective, and it doesn’t take hundreds of them to get a legislator to take notice. Here are a few things to keep in mind when you write:

• Personalize your message.

  Mass, computer-generated messaging is common these days, and policymakers will pay more attention to a letter or email they know comes from a real person. Share any personal experiences that directly illustrate the point you are trying to make (i.e., “My son, Jason, is a bright, curious child who does well in math and science, but because of his reading scores, his school, P.S. 123, wants him to repeat third grade. Retention is not the answer. ...”).

• Include your name, address and other contact information.

  Legislators need to know that you are one of their constituents. If you are sending an email, be sure to use your real name, not a username like “LD mom.” Anonymous mail will be ignored.

• Be brief, specific and courteous.

  Keep your communications as short as possible and be sure to politely state your specific request in the first few sentences. Avoid jargon; the language of your message should be as simple as possible.

• Mention any affiliation you have with the policymaker.

  If you know someone in the office or worked on the Representative’s election campaign, remind him or her. Having a personal association gives you even more influence than only being a constituent.

• Enclose any recent articles or reports that are relevant to your message.

  Never assume policymakers read everything you do. They might, but it is always helpful to bring good information to their attention.

• If your message is about a specific bill, budget item, or policy be sure to mention the name or number, if you know it.

  Also state whether you support or oppose it, and ask for the policymaker’s views. Provide facts that back up your opinion, and share any personal experiences that pertain to the issue.

Using Email

Members of Congress receive millions of emails each year. To cut down on email volume, most members of Congress are now using filtering systems that allow only emails from constituents to reach their inbox. Be sure to follow the instructions of the Webform — typically used by most Members’ sites — to ensure that your message is received. Whenever possible, be sure to refer to a specific piece of legislation in the subject line (i.e., re: Support Early Intervention for Children with Reading Difficulties), and include your mailing address, so the reader knows you are a constituent. Individualize your email by sharing those personal experiences that pertain to your argument. Some email campaigns generated by Legislative Action Centers, such as those on  www.LD.org, allow you to edit the text you are sending, so use that option to make your email letter stand out. Again, the best policy is to use all forms of communication — write a letter, fax it, and also send an email.

Making Phone Calls

Picking up the phone is an easy way to reach out to policy makers, and it is immensely effective. Your Federal Representatives should have their phone numbers listed on their website, in the blue pages of the local phone book, or you can always get this information through the U.S. Capitol switchboard at (202) 224-3121, or visit this website where you can enter your address and get complete contact information for your elected officials.

When calling, ask to speak to the aide who is responsible for education and disability issues. Speaking to an aide is as effective as speaking to an actual legislator; their staffs exist to be their experts on what voters care about. Use the same guidelines for a phone call as when you write. Before you dial, be sure to:

• Prepare what you are going to say.

  Write down a few concise talking points, so that you don’t have to remember everything in the heat of the moment.

• Mention your name and address, so they know you are in their state or district.

• Call the office.

  Whether it’s voicemail or a receptionist, spell out your name and address and leave a short message outlining what you are calling about (“I’m calling about the pending reauthorization of the Individuals with Disabilities Education Act and the need for early intervention for struggling readers.”).

• Follow up any phone call with a written note, sent via email or fax.

  This way the legislator has a written record of your call, and you have another opportunity to reinforce your message. The note should clearly include your name, address, phone number and when you called. If you were able to speak to someone, be sure to thank him or her.

Meeting with Policymakers

It may seem daunting, but the best way to ensure policymakers get your message is telling them, or their staff, in person. Visiting a legislator is easy. All you have to do is make an appointment in advance. You can visit them at their district offices when they are home (typically on Monday and Friday), or go to see them on Capitol Hill (if they are federal legislators).

Before you go, think about the following:

• Consider bringing a delegation.

  It’s less intimidating for you if you are part of a group (i.e., a group of parents of children with learning disabilities, or a diverse group of educators, parents and psychologists), and your message will be even stronger because of your numbers. If you are a team, be sure there is a leader who will do most of the talking.

• Why are you going?

  You should rehearse what you are going to say and how you are going to say it before you go. Be able to give a 90-second version of your presentation. It should include your name, where you live, what pertinent groups you are a part of, a synopsis of the issue you are addressing, and a clear request (please support bill x, or oppose the passing of resolution y). Your appointment will probably be very short (10-15 minutes), so start with the summary and then expand as time permits.

• Know where the policymaker stands.

  You’ll be able to prepare your strategy during the meeting if you know exactly where the person you are meeting with stands on the issue you are addressing. Call the office or check out Project Vote Smart at www.vote-smart.org. You can also call the office before you go and ask what his or her position is.

• Prepare something in writing.

  Whether it is a one-page summary of your presentation or a folder with articles and statistics supporting your request, you should always have something to hand the person you meet with. Also, be sure that whatever you hand over has your name, address, phone number and email address on it. Getting in touch with you should be effortless.

• Follow up with a thank-you note.

  Once the staff member can connect a face with your name, don’t let him or her forget. Your note should be short and should briefly summarize what you discussed at the meeting, include any information you promised to provide and as always, include all your contact information.

If you’ve stated clearly and concisely why you are there, and there’s some time to spare, explain who this issue will affect and how. If the legislator with whom you are meeting (or whose aide you are meeting) has done something you are pleased about, let him or her know that. Policymakers hear lots of criticism; genuine praise is always welcome. You may spend a lot of time listening to what the policymaker’s views on your issue are, or you may have to educate them on some basics — be prepared for either scenario. Also let him or her know that you will share what happens at the meeting with a wider audience back home (such as your local learning disabilities advocacy group). This is a relationship you are building, and even if you don’t see eye to eye, it’s important to keep the door open to continued communications.

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Table of Contents

• A Message from NCLD
• Getting Started 
• Talking about LD 
• Working with Policymakers 
• Working with the Media 
• Glossary of Terms 
• Additional Resources 
• Appendices