ADVOCACY HOW TO GUIDES

VISITING AN ELECTED OFFICIAL

A personal visit with a member of City Council or another elected official is an effective way to emphasize your interest in an issue. The following tips will help you maximize the potential of your visit:

--Make an appointment with the elected official or his or her aide who handles the issue of interest to you. When scheduling the meeting, state the subject matter, the time needed and the people who will be attending.

--Draft an agenda, plan your presentation and if you go with several people, prepare each person’s role.

--Arrive on time.

--Present the facts positively and concisely.

--Listen carefully and be open to questions. If you don’t know the answer, politely explain that you will do more research and get back to the official with some answers. Be sure to follow-up.

--Leave simple facts sheets, photographs or other direct and concise information that supports your case with the official or aide. Also leave your contact information.

--Ask for favorable consideration of your issue. If the official or aide doesn’t make a commitment, tactfully say that you will call to learn about their decision after they give it more thought.

--Thank the official or aide for his or her time. Leave promptly. Follow up with a thank you note.

--Stay in contact and regularly provide information about your issue.

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PHONE CALLS TO ELECTED OFFICIALS

--Begin by identifying yourself and state if you are a constituent of the elected official. You might say, “This is Mary Parks. I am the President of the Perfection Park Neighborhood Association in Parkington.”

--Ask to speak with the official. If he or she is not available, ask to speak with the aide who deals with the issue you are calling about. If they are not available, leave a message.

--When you leave a message be sure to say what you are calling about.

--Know your facts. Present your position briefly and consicely.

--Don’t be intimidated. You are a concerned citizen and do not have to be an expert.

--If you are asked a question you cannot answer, politely explain that you will do more research and get back to the official with some answers. Be sure to follow-up.

--Ask for favorable consideration of your issue. If the official or aide does not make a commitment, tactfully say that you will call back to learn about their decision after they give it more thought.

--Ask for a written response if you want one.

--Follow up with a short note to the person you spoke to. Emphasize your key points, ask to be informed about progress on the issue and thank the aide for his or her attention to the issue.

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WRITING EFFECTIVE LETTERS TO ELECTED OFFICIALS
*Personalized letters sent by mail are the most effective, followed by faxes and then email.

--Begin by identifying yourself and if you are a constituent of the elected official.

--State the reason for your letter.

--Briefly describe how the issue in question affects you personally, and/or how it affects others. Give an example.

--Use your own words and make your letter personal by stating what is on your mind and in your heart.

--Close with a specific request.

--If you use a form letter, paraphrase and insert a personal example.

--Keep your letter short (length should be one typewritten page; handwrite if your writing is legible). Sign and add a handwritten P.S. to a typed letter.

--Be brief, clear and specific.

--Focus on one issue per letter.

--Check that your facts are accurate.

--Be courteous and respectful even if you are in disagreement.

--Always include your name and full address in your letter.

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WRITING EFFECTIVE LETTERS TO THE EDITOR

“Letters to the editor are impossible to overuse. We clip them and circulate them through the office like gossip sheets of what’s going on. The press represents an overall buzz in the community.” - Congressional aide

Letters to the editor are an easy way for you to voice your opinion to policy makers and to educate people in your community about issues you are concerned about. You can use letters to correct or interpret facts in response to an inaccurate or biased article, to explain the connection between a news item and those issues, or to praise or criticize a recent article or editorial. Without exception, the letters section is one of the most highly read sections of newspapers and magazines. The following tips will help you increase your chances of getting your letter published:

--Find out the publication’s guidelines for printing letters:
Are there length limitations?
Does your letter have to be typewritten?
Are you required to include your name, address and phone number? (Your address and phone number will not be printed but most publications call you before they print your letter.)
You can find these guidelines on the letters page, by calling the paper directly, or by visiting its website.

--Be timely: Respond to a recent article, editorial or op-ed piece (refer to the title and date of the article). Capitalize on recent news events or anniversaries. Write to inform citizens how their legislators voted on an important issue.

--Be brief and clear: Stick to one subject. Pick one or two important points and make them briefly. Be clear and succinct. Keep your sentences and paragraphs short and compelling. Limit your letter to three paragraphs. Don’t be afraid to be direct, engaging and even controversial.

--Be relevant and personal: Editors are more likely to publish a letter that has local relevance. Use checked facts and statistics. Use personal stories. Mention the names of elected officials and urge readers to let officials know their views (the officials will pay attention).

--Use your credentials: If you have experience or expertise in the area you are writing about, say so!

--Follow-up: If your letter isn’t printed, keep trying. If it is published, send it to your government representatives attached to a personal note. Do not send the same letter to more than one paper in the same circulation area.

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