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Government Relations: Introduction to Government Relations
Tips For Contacting Your Elected Officials
By Phone:
- Your call will probably be answered by one of your elected official’s staff members. Don’t worry about this. Their job is to inform your Senator or Representative about your concerns. Your message will get through.
- When you make the call identify yourself as a constituent of your elected official’s state or Congressional district. “My name is [your name], and I’m a constituent from [your city, your state]. I’m calling about Polycystic Kidney Disease or PKD.”
- Be brief and clear on the phone. Limit your phone call to the issue at hand. You may need to briefly explain PKD to the staff member.
- Make your specific request. For example, “I’m calling to ask my Senator to support continued PKD research funding in the NIH budget.” The Action Alerts will specifically tell you what request to make.
- Be courteous and ask for a written response. Regardless of where your elected official might stand on PKD issues, always be respectful to the staff member you speak with. Your request for a written response will ensure your call is taken seriously.
By Letter:
- Be brief, specific and courteous when sending letters to your elected officials. Keep your letter to one issue, put today’s date at the top of the letter and identify yourself as a constituent of your elected official’s state or Congressional district in the first paragraph.
- State your specific request early in the letter. If you are writing about a specific piece of legislation, include the bill number. Each Action Alert will include sample letters you can use, either as they are written or as a starting point to draft your own letter. Including some personal information about your experience with PKD will help give your letter more emphasis.
- Always close the letter by asking for a written response. You are taking the time to write your elected official. He or she should take the time to write your back. Make sure you sign your letter and include your full mailing address.
- The vast majority of elected officials will only accept and respond to mail from constituents that actually live in their states or districts. Your efforts will be most effective when you contact those elected officials that actually represent you.
- Always fax your letter. Please do not mail letters to your elected officials. While you may prefer to send a traditional letter by U.S. mail, security procedures implemented on Capitol Hill since 9/11 mean your letter could take several weeks to arrive and will not have an impact. Use the Congress.org web site to find fax numbers for your elected officials.
E-Mail:
- Most Congressional offices now use some version of a “web form,” which requires you to go your official’s web site and enter your information into preset fields. You will be able to enter your name, address and contact information, as well as have space to write about your specific comments and concerns.
- You can go to Congress.org or use the official U.S. House of Representatives and U.S. Senate web sites to find the specific web site of the elected official who represents you.
- The vast majority of Senators and Representatives will only accept and respond to e-mail from constituents that actually live in their states or districts. In fact, some Representatives’ web sites restrict your ability to send e-mail to only those living in their districts. Your efforts will be most effective when you contact those elected officials that actually represent you.
- Sending an electronic message is much the same as sending a letter. You should identify yourself as a constituent and where you live. You’ll want to include some personal information about your relationship to PKD to make your letter stand out. Finally, you want to ask for a response to your concerns at the end of the letter.
In Person
- One of the most effective ways to communicate your concerns to your elected official is to visit his/her office, either in Washington, D.C., or in the district.
- To do this, you must schedule an appointment in advance. You should call your elected official’s office and ask to speak to the “appointment scheduler.” Tell the scheduler you are a constituent and that you want to meet with your elected official about PKD and the specific, related issue at hand. You may need to briefly explain PKD. You should suggest a date for the meeting.
- If your elected official is unavailable to take a meeting, you should ask to meet with a staff member. Don’t worry about this. Staff members work directly for your elected official and will convey your concerns to him/her.
- When meeting with the staff member, make sure you tell him/her how PKD affects you or your family and friends, and what your elected official should do to help. Personal stories always make an impact and achieve results. Always be courteous to the person you are meeting with.
- Conclude the meeting by asking for a follow up letter from your elected official. In addition, offer yourself as a future resource on PKD for your elected official. Make sure you leave your name, mailing address and telephone number so your elected official can reach you.
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