Step 1: Consider the purpose of your communication Prior to writing, think about what you want a legislator to take away from your communication. Are you writing about a local, state or federal issue? Are you writing to introduce yourself, to invite the individual to your organization/agency, writing to provide/request information, or writing to ask that a particular action be taken? The purpose behind your communication will guide the rest of your correspondence. Purpose: Step 2: Identify who you want to contact Now that you have considered the purpose of your communication, you need to identify the best individual(s) to contact. Should you reach out to your own Representative/Senator, or would another individual have more influence over the issue? Consider committee appointments and past legislative efforts. Does the individual have a special interest in the issue? How open is the individual to your issue/request? Is the individual in the majority or minority party? How long has the individual been in the legislature? What is the individual’s background? Do you have an existing relationship with a legislator? Individual(s) to contact: Step 3: Locate the best contact info Often individuals have multiple email and mailing addresses, such as a district office and a legislative office. Depending on the time of year, one may be a better option than the other. Contact Info: Step 4: Introduce yourself If you are a constituent, be sure to let the legislator know. Legislators are keenly interested in the views and positions of their constituents. If you have experience with, or expertise on, the issue of interest, be sure to include that information. Give the legislator a reason to value your position.

(My name is…) Step 5: Be Brief Regardless of your purpose for communicating, you will want to be effectively brief. You will likely want to limit your letter to one page or less. Legislators appreciate brevity, and if you want them to actually read your correspondence, be direct. Keep the communication focused on a single issue or request. If you have a one-page fact sheet that pertains to the issue you are communicating about, you can include that with your letter, but for anything longer such as report, refer the individual to a resource or website (provide a hyperlink if sending an email). Do not use jargon or acronyms that may be unfamiliar to someone who is unfamiliar with the issue. (I am writing in regard to…)

Step 6: Make your case You should have a working knowledge of the issue so that you can position yourself as a trusted resource to the legislator on the issue moving forward. Ignorance on the issue will most likely result in inaction by the legislator. It is not enough to just say the legislator needs to vote for or against a particular bill. Provide well founded reasons. Use evidence/data to support your position when appropriate. Statistics are helpful, but too many can be overwhelming, so only use the most impactful information. Issue details: (This issue is important because…) Step 7: Know the Process If you are writing in regard to a specific piece of legislation, make sure you are familiar with where that bill stands in the legislative process. Is this an old or new issue? Has a bill already been introduced? What is the name and number of the bill? Who is the sponsor? Who are the supporters? Is the bill in committee? Has the bill been passed in one chamber? The location of the bill in the legislative process will likely determine what action is needed. History of issue and/or location of bill in legislative process:

Step 8: Be sure to be polite and professional Even if you are writing to express dissatisfaction with an individual’s position or voting history. Civility matters. You never want to burn political bridges. It is quite possible that the same individual may be a potential ally on a different/later issue. Always thank the individual for their time and consideration. Expression of gratitude: (Thank you for your time and consideration…) Step 9: Facilitate discussion Include your contact information at the bottom of the letter so that the individual may follow up with you. Be mindful of whether your correspondence is of a personal or professional nature when providing contact info. Consider your letter as the beginning of a conversation, rather than the last word in an argument. Contact info: (If you have questions, or if you would like to discuss this issue further, feel free to contact me at…) Step 10: Review your letter Your writing says a lot about you. Before sending, be sure that you have proofread your letter to avoid mistake such as grammar errors, misspellings, or a lack of clarity. Also, make sure that the tone of your letter is appropriate. Politics and social issues can generate strong feelings, but these feelings should be conveyed in a polite and professional manner. Step 11: Continue to reach out If you are passionate about an issue, you will likely want to continue reaching out to policymakers. Don’t stop communicating your ideas and positions. Therefore, reach back out to them at a later date to not only reiterate your position, but also to express your availability to discuss the issue in more detail should that be helpful.

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