legislative advocacy
Communication with Legislators
Calls to action are carefully
timed around issues in the statehouse and require immediate attention.
The most important part of this program
is your participation.
Communicating with legislature:
Calls to Action Help Prepare You for Your Meeting
Calls to action are issued by mail, telephone,
fax or e-mail. They will describe the issue at hand and the University
of Iowa's position, give clear instructions for contacting your legislator
and include a request for feedback to the Advocates staff.
Unless otherwise instructed, use the communication method you are most
comfortable with to communicate quickly and effectively. Although it
may not be feasible to schedule a meeting with a legislator on short
notice, face to face contact is the most effective means of communication.
It is imperative that the Advocates staff receive any information about
the position of your legislator.
Meeting with Legislators
Personal visits are the most effective form of lobbying. Always introduce
yourself, let them know where you live in their district and identify
yourself proudly as an Iowa alumni.
Below are some specific suggestions to consider when meeting
with an elected official.
-
Plan your visit carefully. Make an appointment by contacting the legislator's
staff and let them know what you wish to discuss. Be clear about what
it is you want to achieve and have a mental agenda. If necessary prepare
materials which will assist the legislator in understanding the issue
and your position. Always be sure to arrive a few minutes before your
scheduled meeting time.
-
Be Patient
It isn't uncommon for a legislator to be detained because of constant
demands on his/her schedule.
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Be a Good Listener
It's important to the legislator to have his/her view heard. Their
comments and questions should provide insight for follow-up materials.
View the
meeting as an exchange of thoughts and information.
-
Be Responsive
Express to the legislator your willingness to get more information
if he/she expresses interest or asks questions you're not prepared
to answer.
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Keep it Short
Keep it short and to the point. Close the meeting quickly by summarizing
key points. Always be sure to thank the legislator for his or
her time.
-
Send a Follow-up Letter
It's important to send a thank-you letter to the legislator and
any staff who assisted you during your visit. Reiterate your
position, provide
additional information if it was requested and request their future
consideration.
-
Contact the Advocates Staff
Communicate with the Advocates staff by sending a Legislator
Contact Form or by telephone.
top of page
Contacting Your Legislator by Telephone
Telephone contact may be the most sensible form of communication due
to the timing of calls to action. Below are some suggestions for making
effective contact via telephone:
-
Be Prepared
Be sure to have the appropriate information in front of you, such as
the bill number or subject matter and be familiar with the key points
of your position.
-
Be Considerate
Be considerate and friendly to the legislator's staff. You may
not be able to speak with the legislator on your initial call.
Most incoming
calls are received by legislative aides or the legislator's administrative
assistant. These staff members are usually well informed and
should
be treated with the same respect you would give the legislator.
-
Follow Up
Once you have had a phone conversation with the legislator, send
a follow-up note restating the University's position and thanking
them for his/her
consideration. When appropriate, send the staff a thank you note
as well.
-
Contact Us
Contact the Advocates staff. Communicate with the Advocates staff by
sending a Legislator Contact
Form.
top of page
Writing Letters
Below are some simple guidelines to follow when sending letters to
members of the Iowa General Assembly:
-
Use Personalized Stationery
Stationery should always include your name, return address and a phone
number if you wish to receive a response. Government or university employees
are legally prohibited from using stationery printed at state expense.
-
Include the Bill Number
Include the bill number of the subject matter. When writing about
a particular piece of legislation always include the bill number,
title
and subject matter.
-
Keep it Short and Simple
Express your opinion clearly and strongly but don't be threatening
or offensive. Cover one topic per letter and state your message
within
the first two paragraphs. Subsequent paragraphs can be used to
expand on your position but should be kept to a minimum.
-
Use Your Own Words
Use the call to action issued by the Advocates staff as a guide,
but don't copy the text verbatim. Use a personal touch by mentioning
something
unique to the legislator and your district. Form letters have not
proven to be effective.
-
Ask for a Specific Reply
Respectfully request the legislator's support on the issue and
a follow-up letter stating his/her position or response.
-
Copy the Advocates staff
Forward a copy of your written correspondence and any response
you receive from the legislator.
How to Address a Letter to an elected official
Governor
The Honorable (Thomas J. Vilsack)Governor of Iowa
State Capitol Building
Des Moines, IA 50319
Dear Governor (Vilsack);
Senator
The Honorable (first and last name)
Iowa Senate
State Capitol Building
Des Moines, IA 50319
Dear Senator (last name)
House of Representatives
The Honorable (first and last name)
Iowa House of Representatives
State Capitol Building
Des Moines, IA 50319
Dear Representative (last name):
How to address a legislator in person
Senator (last name)
Representative (last name) top of page
Effectively Communicating with Legislative Staff
Legislative staff should always be treated with the same respect as
the legislators themselves. The staff are responsible for setting agendas,
conveying messages and orchestrating the legislative calendar. They
often do most, if not all, research about current bills and issues.
Pay special attention to the following items when communicating
with staff members:
Always be polite. Go out of your way to introduce yourself and develop
a personal relationship.
Express your gratitude. Mention the assistance
of the staff when sending follow-up notes. top of page
Opposing Viewpoints
Legislators will not always share your point of view. They
may completely oppose your position and the position
of the University of Iowa. The
manner in which you handle this situation may determine
the legislators' willingness to accept your position in the future. Use the following tips to work through opposing views:
Thank the legislator. Express your gratitude to the legislator or staff
member for listening to you and expressing his or her position.
Agree to disagree. Respectfully refute your legislator's arguments and
make a few strong points that reflect your position.
Be thought provoking. Ask a few questions that will encourage the legislator
to think about your position and help you better understand his or her
position.
top of page
Building Personal Relationships
One of the most important tasks of grassroots networking is building
or enhancing personal relationships. Communication and effective
follow-up
is key to enhancing relationships with legislators and their staff.
Here are some ways to keep the lines of communication open:
Be personal
and friendly. Learn about their professional background, personal
interest groups, family, hobbies, etc.
Be familiar. Keep your
name and the University of Iowa Advocates in front of your
legislators and staff, e.g., send articles, clips and
other information
about issues of interest.
Be gracious. Thank your legislator
for committee and floor votes on your issue and congratulate them
for professional
and personal
achievements,
such as committee assignments, etc.
Host your legislator. Invite and escort legislators to University of Iowa Alumni Club
meetings and other university events.
Be involved. Become active
in your community by volunteering on campaigns and becoming involved
in community issues. top of page
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