Tips on effective letter or emailing writing

1. Always be sure to include your name and address.

2. All letters should start with Dear Senator/Representative,

3. Letters/emails should be focused on a single issue and can be just a few paragraphs long. Keep them concise. 4. Write the letter in your own words, even if you are referencing an article or other resources.

5. Include specific information about the bill or program about which you’re writing. Include details about personal or local impact are very effective.

6. Always be courteous and clear about what action you’d like your legislator to take.

7. Due to security concerns, mail delivery to Capitol Hill or the White House can be slow. If you are writing a letter about a pressing issue or upcoming vote, emailing may be a better choice.

Address your letter as follows:
For Senators
The Honorable (Full Name)
[Room #] [Building Name] Senate Office Building United States Senate
Washington, D.C. 20510

For Representatives
The Honorable (Full Name) [Room #] [Building Name]
House Office Building United States House of Representatives
Washington, D.C. 20515

When writing to the Chair of a Committee or the Speaker of the House, it is appropriate to begin letters with “Dear Mr./Madam Chairman/woman” or “Dear Mr./Madam Speaker.”

Tips on effective use of social media

1. Always be respectful and never use offensive language.

2. Make comments that spark quality dialogue with others. It could help raise awareness about an issue you care about and build support for your cause.

3. Ask questions, encourage them to take action and thank them when they do something you support.

Tips on in-person meetings
by Institute for Policy Studies

One of the most powerful ways to have your voice heard is to schedule a personal meeting with your senator or representative. If you can travel to Washington for a meeting, call your legislator ‘s Capitol Hill office and ask to schedule a time. Since all senators and representatives also have local offices in their home states, you could also schedule a meeting closer to home so you don’t have to travel to Washington. When you call to request a meeting, explain what issue you want to discuss. Remember that legislators are busy people and it may be hard to get an appointment. Sometimes you will have the opportunity to meet with a congressional aide rather than your legislator.

Before the meeting

1. If possible, ask friends or neighbors who share your concerns to attend the meeting with you.

2. Thoroughly research the topic you will be discussing, including opposing views. Write down a list of your concerns and explain the action you would like your legislator to take.

3. Research your legislator. You should know the committees on which he or she serves, her positions on various issues, and her recent voting record.

4. Review the budget process (/budget-basics/federal-budget-101/federal-budget-process/) and federal budget glossary (/budget-basics/federal-budget-101/glossary/) so you’re not intimidated by budget jargon. 5. Practice. If you’re going in a small group, give each person an assignment, so that everyone knows the points they are responsible for making.

During the meeting

1. Thank your legislator for taking the time to speak with you. Be sure to acknowledge any past action – such as a vote or a public statement – that you support.

2. Bring extra copies of any information to which you will refer. Bring several copies so that there are enough for your legislator as well as congressional aides. Always clearly cite any sources you used to prepare the materials.

3. Be sure you’re very clear about the actions you want your legislator to take. Try to get specific commitments or a date when you should check back about progress on the issue. Write everything down.

4. No matter what the response, don’t lose your cool.

After the meeting

1. Send thank-you notes to the legislator and congressional aides.

2. Check progress by keeping track of your legislator’s voting record. The website Congressional Audit (http://www.congressionalaudit.org) offers a convenient way to get weekly email updates about your elected officials.

If your legislator follows through on your request, write another thank-you letter. If your legislator does not follow through on something he or she committed to during your meeting, contact the appropriate congressional aide and express your disappointment.

Remember that representatives in the House run for re-election every two years, and senators every six years. If you are disappointed with your legislator, you can show your disapproval by supporting another candidate at election time.

Tips on effective faxing

1. Always be sure to include your name and address.

2. All letters should start with Dear Senator/Representative,

3. Faxes should be focused on a single issue and can be just a few paragraphs long. Keep them concise and to one page.

4. Write the fax in your own words, even if you are referencing an article or other resources.

5. Include specific information about the bill or program about which you’re writing. Include details about personal or local impact are very effective.

6. Always be courteous and clear about what action you’d like your legislator to take.

Address your letter as follows:
For Senators
The Honorable (Full Name)
[Room #] [Building Name] Senate Office Building United States Senate
Washington, D.C. 20510

For Representatives
The Honorable (Full Name) [Room #] [Building Name]
House Office Building United States House of Representatives
Washington, D.C. 20515

When writing to the Chair of a Committee or the Speaker of the House, it is appropriate to begin letters with “Dear Mr./Madam Chairman/woman” or “Dear Mr./Madam Speaker.”