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Working with Your Member of CongressJuly 19, 2005 Tips on writing to Congress Writing a letter is one of the most effective ways we can communicate with our elected officials. Since most Representatives and Senators tally public opinion to help them make decisions, think of the impact we can achieve by flooding Capitol Hill with thousands of letters!Often times, Congressional offices equate one hand-written letter with 100 people who support that issue. Just 3-5 letters to a Representative’s office will force their staff to address an issue and craft a response. Your letter will make a difference! Contrary to popular belief, it doesn't take an expert to write a good letter. Just a few sentences can convey a need and motivate our leaders to specific action. You can write a letter in 90 seconds! Just follow this simple outline:
Date Dear Sen.________ or Rep._______, Congratulations on your (re) election. I am writing to ask you to make debt cancellation a priority. Specifically, I urge you vote in favor of BILL XYZ that requires the United States to pressure the IMF and World Bank to cancel 100% of the debts of impoverished nations out of their own resources without harmful structural adjustment programs such as water privatization. Definitive debt cancellation will transform debt into life for billions. Sincerely, Your name Your address Addressing Correspondence: To a Senator: The Honorable (full name) To a Representative: The Honorable (full name) Note: When writing to the Chair of a Committee or the Speaker of the House, it is proper to address them as: Dear Mr. Chairman or Madam Chairwoman: or Dear Mr. Speaker: Tips on calling your Members of Congress To find your Representative's phone number, call the U.S. Capitol Switchboard at (202) 224-3121 and ask for your Senator's and/or Representative's office.Remember that telephone calls are rarely taken by Members of Congress; most times you will get a member of her/his staff. Ask to speak with the aide who handles the issue that you are calling about. After identifying yourself, tell the aide you would like to leave a brief message, such as: "Please tell Senator/Representative (Name) that I support/oppose (S.___/H.R.___)." Bill numbers for the House of Representatives start with H.R. (for House Resolution) and then the number. Bills in the Senate always start with S. (for Senate) and then the number. You will also want to state reasons for your support or opposition to the bill. Ask for your Senator's or Representative's position on the bill. You may also request a written response to your telephone call. Make sure to be friendly and acknowledge that the aides are handling many different issues and are often times very busy. Follow-up regularly and begin to develop a relationship with the aide that works on African issues. This will make a huge difference when it comes time to enlist your congressperson’s support for a particular bill or action. On e-mailing congress Generally, the same guidelines apply as with writing letters to Congress. You may find and e-mail your Representatives directly from this web site. In light of heightened security systems in Congress, e-mail is now the most efficient way to get your message to Congress and since mail is slow and unreliable, Congressional staff take e-mails more seriously now than they had in the past. Check with your Congressperson’s aide to find out if they like to receive emails- some offices pay more attention to emails than others.Visiting your Member of Congress Meeting with a Member of Congress (Member for short) or Congressional staff is a very effective way to convey a message about a specific legislative issue. It is our most powerful tool to affect change in U.S. policy. Below are some suggestions to help you plan a powerful visit to a Congressional office.Plan Your Visit Carefully: Be clear about what it is you want to achieve; determine in advance which Member or committee staff you need to meet with to achieve your purpose. Make an Appointment: When attempting to meet with a Member, contact the Appointment Secretary /Scheduler. Explain your purpose and who you represent. It is easier for Congressional 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. Be Prompt and Patient: When it is time to meet with a Member or their staff, be punctual and be patient. It is not uncommon for a Congressman or Congresswoman 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 your meeting with a Member's staff. Be Prepared: Whenever possible, bring to the meeting information, materials and media coverage supporting your position. 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 share with the Member information and examples that demonstrate clearly the impact or benefits associated with a particular issue or piece of legislation. Be Political: Members of Congress 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/her. Where it is appropriate, remember to ask for a commitment. Be Responsive: Be prepared to answer questions or provide additional information, in the event the Member expresses interest or asks questions. 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 materials requested. Congressional Staff Roles Each Member of Congress has staff to assist him/her during a term in office. To be most effective in communicating with Congress, it is helpful to know the titles and principal functions of key staff.Commonly Used Titles: Administrative Assistant or Chief of Staff: The Administrative Assistant reports directly to the Member of Congress. He/she usually has overall responsibility for evaluating the political outcome of various legislative proposals and constituent requests. The Admin. Asst. is usually the person in charge of overall office operations, including the assignment of work and the supervision of key staff. Legislative Director, Senior Legislative Assistant, or Legislative Coordinator: The Legislative Director is usually the staff person who monitors the legislative schedule and makes recommendations regarding the pros and cons of particular issues. In some Congressional offices there are several Legislative Assistants and responsibilities are assigned to staff with particular expertise in specific areas. For example, depending on the responsibilities and interests of the member, an office may include a different Legislative Assistant for health issues, environmental matters, taxes, etc. Press Secretary or Communications Director: The Press Secretary's responsibility is to build and maintain open and effective lines of communication between the Member, his/her constituency, and the general public. The Press Secretary is expected to know the benefits, demands, and special requirements of both print and electronic media, and how to most effectively promote the Member's views or position on specific issues. Appointment Secretary, Personal Secretary, or Scheduler: The Appointment Secretary is usually responsible for allocating a Member's time among the many demands that arise from congressional responsibilities, staff requirements, and constituent requests. The Appointment Secretary may also be responsible for making necessary travel arrangements, arranging speaking dates, visits to the district, etc. Caseworker: The Caseworker is the staff member usually assigned to help with constituent requests by preparing replies for the Member's signature. The Caseworker's responsibilities may also include helping resolve problems constituents present in relation to federal agencies, e.g., Social Security and Medicare issues, veteran's benefits, passports, etc. There are often several Caseworkers in a Congressional office. Other Staff Titles: Other titles used in a Congressional office may include: Executive Assistant, Legislative Correspondent, Executive Secretary, Office Manager, and Receptionist. For more information on working with your Member of Congress, please contact Michael Stulman at michael.stulman [at] africaaction.org This sheet was adapted from materials produced by Jubilee USA Network.
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