How To Effectively Communicate With Your Legislators


As a voting constituent, you have a tremendous ability to influence the outcome of legislation. Ask any elected official which individual’s concerns are most important to him, and chances are they all will tell you the same thing: their constituents’. All politicians are keenly aware of the fact that it is their constituents who hold the keys to their political futures. Therefore, constituent concerns are of the utmost concern to politicians. The best way you can affect the outcome of legislation is to directly communicate your views to your lawmakers. REMEMBER: Your lawmakers work for you! Since a primary concern of all politicians is to get re-elected, be sure you communicate your concerns with your own elected officials first! Then, if you wish to express your views to others who don’t directly represent you, you can do so. But make sure your legislators hear from you first! Also, keep in mind many times you will not be speaking directly to your elected official, but rather to a member of thier staff. Contact with legislative staff is critical to the process, as staff has major input with lawmakers and has expertise in most issues on which legislators will vote -- including hunting and conservation-related issues. Listed below, you’ll find some additional tips on effectively communicating with your legislators:

WRITING EFFECTIVE LETTERS

One of the most often-utilized methods of communicating with your legislators is by writing a letter. As a voting constituent, a letter is an easy way for you to let legislators know your views on specific issues, encourage them to vote your way, and let them know you’ll watch how they vote on particular issues and keep those votes in mind on Election Day! Personally-written letters allow you an opportunity to present your position to your legislators without interruption. With that in mind, you’ll want to keep the letter short and to the point, with just enough facts and figures to further enhance your statement. Never lie or make a statement you can’t back up with evidence. Always let your legislators know how a specific issue will affect you personally, and make sure they understand that you live and vote in their district, and therefore, what affects you may affect your fellow constituents as well. If you own or operate a business, use your company letterhead. If you’re a member of the PTA or other civic group, don’t hesitate to mention that. Taking these steps will enhance your message and ensure your concerns are taken seriously. Here are three quick tips you’ll want to refer to when drafting your letter.

How To Address Your Representative. Address your letters to "The Honorable _______," and begin the letter "Dear Senator", "Dear Assemblyman", or Dear Assemblywoman”. If writing to a Committee Chairman or Speaker of the House, address him as "Mr. Chairman" or "Mr. Speaker."
Be Brief, Specific, & Always Be Courteous! Letters shouldn’t exceed one page, and the purpose of your letter should be stated clearly in the first paragraph. If your letter pertains to specific legislation, identify it accordingly (use the bill number, if known, and the title of the bill and/or a brief description). To make sure your letter is as productive as possible, always be courteous, even if you disagree with your representative’s position! Never threaten or use abusive language. This only hurts your cause.
Ask Them To Write Back. Always ask for a written response to your letter. You’ll want a hard copy of your legislator’s positions on these issues for future reference and to document their positions. Always send copies of any responses you receive to the UBNJ’s Legislative Action Committee.

E-MAIL

E-mail is becoming a more popular way to communicate your views to your legislators. Every New Jersey state legislator can receive e-mail messages, and more are utilizing it. Tips for sending an effective e-mail message are similar to writing a letter, though this format is usually less formal and allows you to be a bit briefer in your message. A major advantage of e-mail versus a personally-written letter is the speed in which your message will be received. Be prepared for some lawmakers to "respond" to your e-mail message with a canned reflector message that may not specifically address your concern. Whether you receive a specific response to your message or not, be sure that you request your legislators’ position in writing so you can document their position easily. Send a copy of any responses to the UBNJ’s Legislative Action Committee for our information and records.

FAXING

Faxing has become increasingly popular as more and more Americans have gained access to fax machines. In fact, nearly all NJ Senators and Assemblypersons have published fax numbers. What’s more, faxing allows you to send a full, letter-length message to your legislators in a matter of minutes for just the cost of a phone call. When preparing a fax message to a legislator, follow the same basic guidelines used when mailing a letter by regular mail. You should make sure your fax number is clearly visible, in case your legislator wishes to respond to you by fax. Most legislators’ fax numbers can be found on their personal pages on http://www.njleg.state.nj.us/

EFFECTIVE TELEPHONE CALLS

You will often find that, as bills move through the legislative process, there simply isn’t enough time to write your legislators prior to a key vote. When you need to get in touch with your legislators immediately to let them know of your position on hunting or conservation-related issues, and if you don’t have e-mail capabilities, your telephone calls become the most effective means for you to communicate your views. Below are several tips for you to refer to when placing your calls:
Identify Yourself As A Constituent. As someone who lives and votes in the district or state of the legislator you are contacting, your phone calls carry the most weight. Calls to representatives outside your district or state can be helpful as well. However, be sure to always contact your own legislators first.
State Your Point Quickly And Clearly. Be sure to limit your telephone call to one subject. Be brief but specific. Your phone call should last at most only a couple of minutes. State the reason you are calling, giving a brief description of the bill and bill number if possible. REMEMBER: ALWAYS BE COURTEOUS! NEVER threaten, or use abusive language.
Request That Your Legislator Follow Up Your Call With a Letter. Be sure to give your name and home address and request that your legislator follow up with a letter. You took the time to call, so have your legislator take the time to respond. Get their position in writing on issues important to you and forward these responses to the UBNJ’s Legislative Action Committee.
You Do Not Always Have To Identify Yourself Solely As An UBNJ Member!. If you identify yourself as a voting constituent; community or business leader; PTA, VFW, or American Legion member; or homemaker, lawmakers will find it harder to dismiss your call.

PERSONAL MEETINGS

By far, the most effective way to articulate your views to your legislators and to affect the outcome of legislation is to sit down and speak with your legislators face-to-face. While these personal visits are extremely productive, they also require the most amount of planning to ensure success. When planning a personal visit, refer to the following guidelines:
Schedule An Appointment. Legislators have extremely hectic schedules. To help increase the chance that you will have time allotted for you to speak directly with your legislator, call in advance to set up an appointment. In all likelihood, most of your personal meetings will be scheduled at your lawmakers’ district offices, so be sure you contact these offices to make your appointment.
Explain How Proposed Legislation Will Directly Affect You. Use specific examples to show your legislator how hunting or conservation-related bills will effect you or the lives of other constituents, and unduly burden those engaged in lawful activities. If the proposed measure will strengthen our rights or benefit hunters, trappers, and anglers, specifically cite examples to support this position.
Always Be Polite! Nothing is as detrimental to a visit with a legislator as rudeness, vulgarity, or threats. Even if you disagree with the position of your legislator, be courteous. Dress professionally to convey the seriousness of your visit.
Follow Up Your Visit With A Letter. Regardless of how your meeting goes, send a letter to your legislator thanking them for their time, and reiterating the points you discussed. This gesture will go a long way, and possibly allow for future meetings.
If Your Legislator Is Unavailable, Meet With their Staff. Your legislator may not always be available for a meeting. In such cases, try to schedule an appointment with the staff member responsible for legislative policy issues. Legislative staff will bring your concerns to your legislator’s attention, have great influence on legislators’ voting decisions, and often have expertise on hunting or conservation-related issues. Send a follow-up letter to the staff member you met with as well. Keep in mind many staff members later run for office themselves, so these relationships can be invaluable in the future!
Bring Ample Materials To Share With Your Legislator And Their Staff. These materials will bolster you point and serve as valuable reference materials after your meeting has concluded.

ATTEND TOWN HALL MEETINGS

Legislators often host town hall meetings in their districts -- especially during legislative breaks -- to tout their achievements and solicit feedback from their constituents. Such meetings are a prime opportunity for you to ask your legislators to state their position on hunting or conservation-related issues for the record, in an open and public forum. The following guidelines should be helpful when planning to attend town hall meetings.
Get On The Invite List And Attend The Meetings. Write your legislators and ask to be put on the invitation list for the legislator’s town hall meetings. If they do not have such a list, ask for information on the next meeting. When you receive word that a town hall meeting is scheduled, be sure to make plans to attend, and share this information with the UBNJ’s Legislative Action Committee so the UBNJ can alert your fellow UBNJ members and encourage them to attend.
Prepare Questions Ahead Of Time. Have specific questions in mind, such as asking for your legislator’s position on a specific bill or issue, e.g., Sunday Bowhunting, the Bowhunter Safety Zone, ect.
Get An Answer. Ask your question clearly, and as simply as possible, e.g., "Do you support Sunday Bowhunting/ Do you support the Bowhunter Safety Zone?" If your legislator doesn’t answer your question sufficiently, politely repeat the question.
Follow-Up With a Letter. Whether you had the opportunity to ask your question or not, follow up with a letter to your legislator. Let them know you attended their last town meeting. Ask your question in your letter if you didn’t have an opportunity to do so at the meeting, or address his response to any hunting or conservation-related questions other constituents may have asked. This letter will ensure your legislators take you and your views seriously, and will allow you to obtain a written response addressing your concerns that you should also share with the UBNJ’s Legislative Action Committee.

You can find your legislators and their contact information here:
http://www.njleg.state.nj.us/members/legsearch.asp