Meeting with an elected representative is an effective way to
convey a message about a specific legislative issue. Below are
some suggestions to consider when planning a visit.
Plan your visit carefully:
Be clear about what it is you want to achieve; determine in advance
which member you need to meet with to achieve your purpose. Keep
in mind that legislators tend to be most receptive to constituents
from their own districts.
Make an appointment:
Recognize that legislators and officials have multiple demands
on their time. Contact the Appointment Secretary/Scheduler and
explain your purpose and who you represent. It is easier for the
staff to arrange a meeting if they know what you wish to discuss
and your relationship to the area or interests represented by
the member. If the legislator's calendar is full ask to meet with
the staff aide handling the issue. Often legislative staffs are
more knowledgeable about the details of particular issues than
legislators themselves.
Be prompt and patient:
When it is time to meet, be punctual and patient. It is not uncommon
for a representative to be late, or to have a meeting interrupted,
due to the member's crowded schedule. If interruptions do occur,
be flexible. When the opportunity presents itself, continue the
meeting with a member's staff.
Be prepared: Know
the issue and facts behind the issue. Take time in advance to
learn about the legislator's constituency, political situation,
and positions on related issues. Members are required to take
positions on many different issues. In some instances, a member
may lack important details about the pros and cons of a particular
matter. It is therefore helpful to receive information and examples
that demonstrate clearly the impact or benefits associated with
a particular issue or piece of legislation.
Try to get the legislator to state
his or her opinion on the issue: Depending on
the response, press your point firmly, but politely; preserve
a mutually respectful relationship for future issue.
Be political: Members
want to represent the best interests of their district or state.
Wherever possible, demonstrate the connection between what you
are requesting and the interests of the member's constituency.
If possible, describe for the member how you or your group can
be of assistance to him or her. Where it is appropriate, remember
to ask for a commitment.
Be responsive:
If asked questions for which you do not know the answers, promise
to follow up with the necessary information - and do so.
Be courteous: Follow
up the meeting with a thank you letter that outlines the different
points covered during the meeting, and send along any additional
information and material requested. If you should obtain additional
reports or information that would be useful to legislators, send
those documents with a brief personal cover note; that will help
establish you as a useful resource. Eventually, you may even find
officials calling you for information, help, or your point of
view on new issues.
