Brett Banter

Reaching Out to Your Legislator (Part I) – Protocol that Gets You in the Door

Creating relationships with your elected officials is one of the most powerful ways to bring your issues to the attention of your legislators, particularly when those relationships are built face-to-face. As a constituent, you have the right to meet with either the legislator or a member of his or her staff, whether on the federal, state or local level.

Face time with your legislative representative, however, can be tricky to schedule. Most Congressional, state and local officials will make every effort to visit with the people they serve or to send an appropriate staff person to meet on their behalf. But bear in mind that they run on extremely tight and oftentimes overbooked schedules, and you should give them ample time when asking for a meeting.

Meeting your elected official in person is the most powerful way for you to hit hard and communicate your issue to your legislator. Read on to discover the best practices for getting quality results from your legislative one-on-one.

1. Be clear about your meeting purpose. When you call the legislator’s office to set up a meeting, you will normally get his or her scheduler or assistant. Identify yourself and your reason for wanting to meet.

2. Make your visit timely. Not only should you call far in advance of when you would like to meet, but try to schedule a visit when the governing body is not in session. Keep the legislator’s needs in mind, and you are likely to get a more attentive listener.

3. Dress the part. Wear nice clothing, something akin to what you might wear for a business meeting or religious services.

4. Be friendly to the staff. The administrative assistants sometimes are the one and only gatekeeper to getting on the legislator’s calendar. Likewise, the legislator’s staffers can often end up being your allies and are likely to remember your visit.

5. Show respect. Give your legislator credit and/or thanks for any past support on your issue. And don’t forget to address them by their title when appropriate (ie., “Senator Smith”).

6. Know the facts. You don’t have to be able to spout off every detail, but be familiar enough with the issue that you know what you are talking about. Be accurate and familiar with the facts, including pros and cons.

7. Shorter is better. To make sure your point is clearly understood, stick to one issue per visit and don’t stray from the topic at hand.

8. Be a good listener. Ask for your legislator’s opinion on the issue you have raised and give them time to explain their stance without interrupting them. Respect their viewpoint even if it differs from your own, and remember that legislation is rarely without controversy.

9. Leave your mark. Leave something tangible related to the purpose of your visit with your legislator, whether it’s a fact sheet, a brochure about your organization or a promotional tchotchke.

10. Say thanks. Not only in person at the conclusion of your meeting, but with a hand-written thank you note, and business card if you have one, sent via postal mail to his or her office.

Don’t be disappointed if you end up meeting with a member of the legislator’s staff, rather than the legislator. Remember, advisors’ opinions often have a powerful influence on how the elected official will vote, so it’s just as important to cultivate relationships with policy staffers!

Check back soon for Reaching Out to Your Legislator (Part II) – Powerful Tips for Writing to Your Legislator that Will Get YOUR Letter Noticed.