We were recently sent the link to this page. While it came from a health site, it certainly hits the nail on the head of what your legislators prefer and deserve from your communications with them. This article provides you with a blue print on how to write, fax and email them with maximum effect. The most important thing you can do is to contact them.

Address your letter properly:
The Honorable (insert name of Senator or Representative)
Address, City, State, Zip

Identify yourself:
Put your letter on letterhead, if possible. Tell the legislator who you are, where you live, and your constituent relationship. Explain your work position and location (if relevant), or your life experience - and remember to date your letter and include your return address.

Get to the point and be specific:
After briefly introducing yourself, begin by explaining why you are writing. Briefly describe the issue or legislation you are writing about. Use the bill number, title and bill sponsor whenever possible.

State your views on a bill:
Do not assume the legislator already knows your position on a specific bill. State your feelings about how you believe the bill will affect you, your family or those you know. Personalizing it will help the legislator understand how this bill affects people like you.

Be brief:
Write about one bill or issue per letter and limit your letter to one page.

Be positive:
Don’t threaten your legislators. Simply let them how you feel and why. Be certain to thank them for their time and consideration in your letter and (this is crucial) write a follow-up thank you letter; it will be remembered and appreciated.

Share your letter:
Ask someone else to read your letter before you send it to be sure your point is clear and your handwriting is legible. Feel free to ask others for their ideas and input. Encourage them to write letters as well.

Consider faxing your letter in addition to mailing it:
Do to the recent rash of terrorism via the U.S. mail (anthrax, etc.), mail to public officials is sometimes quarantined or its delivery delayed for security reasons. For the timeliest transmission of your communication, you might consider faxing a copy to the legislator as well as mailing it.

A note about e-mail:
Due to the volume received, this is NOT recommended as the most effective method of communicating with your legislator. E-mail is handled by each office individually.

TELEPHONING YOUR LEGISLATOR

Things often happen so quickly in the state legislature that there is not enough time to surmount an effective letter-writing campaign. In some cases, a well-timed phone call to a legislator can be very effective.

Before you call:
List the points you wish to make during the conversation. It is essential to know the bill number, short title, and what the bill will do.

Making the call:

* Ask to speak to the legislator directly.
* If he or she is not available, ask to leave a message with the clerk.
* Be specific with your message.
* State your name and the city where you live or work.
* Include the bill number and your position on the issue, if you are seeking support or stating 
   opposition to a particular bill.
* If you are trying to make an appointment to see your legislator, be specific about what you
   would like to discuss and when you will be at the Capitol.
* If the legislator’s position on a bill or issue is in your favor, express your appreciation.
* They need support.
* If the legislator is undecided, offer to provide more information on the subject.
* If the legislator is against your position, politely provide your views anyway.
* Always be courteous and professional. Be sure to thank the legislator and clerk for their time.

Follow up the call:
Whether you talked with the legislator personally, or with his or her clerk, send a letter restating the substance of your call and the legislator’s position on the issue as you understood it. Be certain to express your appreciation for their consideration of your views.

VISITING YOUR LEGISLATOR

Meeting with legislators face-to-face is often the most effective means of explaining your position on an issue and seeking support from a state Senator or Representative. Also, it gives the lawmaker an opportunity to put a face with a name, adding a personal touch to a situation or conversation.

Make an appointment:
While the state legislature is in session, legislators are always busy - without an appointment, your legislators may not have time to see you, or may have to postpone something else he or she needs to do. Always let your legislator know in advance if you’re planning to visit.

Introduce yourself:
With the number of people a legislator meets, it is very possible that they may not remember your name, even at the second or third meeting. Always play it safe - introduce yourself and avoid forcing the legislator to try to remember your name rather than listening to what you’re saying.

Be brief and direct:
Be understanding of all the demands made on legislators’ time - be brief and to the point.  Be friendly, chat a little, then get down to business quickly. Let the legislator know why you are there and stick to the issue - do not dilute your message by talking about a variety of subjects.

Be courteous:
Legislators deserve to be treated with the utmost respect and courtesy, regardless of their position on your issues. Be punctual for your meeting, be a good listener and thank the Senator or Representative for their time and consideration, whether or not they agree with you.  Remember, there will be other times and issues when you will need legislators’ support. A good, lasting impression may help win a legislator over the next time. (There usually is a "next time.")

Be reasonable and honest:
Do not debate with your legislators - simply give them the facts and perhaps a brief background or position paper. If you are asked a question and you do not know the answer, say so. Tell the legislator you will get the information to them - then be certain that you do.

Follow up:
If a legislator requests additional information, get it to them as quickly as possible.
If they offer support, write them a brief note thanking them for their vote.
If the legislator did not support your position, thank them for taking the time to meet with you.

A reprint from The Catholic Health Association of Texas website.