There are several ways to inform Congress about the problems, issues, and practical aspects of proposed legislation. The most effective are letters, phone calls, and personal visits to policy makers whose decisions you want to influence. Regardless of the approach you choose, information is key to any advocacy effort—whether on the federal, state, or local level. Sound research and a clear presentation of credible anecdotes and statistics can improve the chance that your legislator will take the action you desire.

All citizens can access and influence the political process, if they know how and when to take action. On the federal, state, and local levels, leaders from business, education, and labor constantly debate how to develop a competitive workforce. These discussions involve multiple issues in which learning and development professionals can play a role and offer insight.

Who Represents You?

Here's how to communicate effectively with your legislator:

Emailed Letters

Because of recent threats of anthrax in mail, e-mailed letters are now the most popular choice of communication with a congressional office. Despite the large volume of mail such offices receive, legislators and their staff do read their e-mail. Provide a bill number/name if possible in the subject line. Keep your letter brief and to the point. Identify the issue you are writing about and refer to specific bills by number. State clearly your reason for writing, and explain what you want your legislator to do. Draw on your own personal experience, describing what effect the legislation will have on you, your community, or your industry. Use constructive arguments, supported by facts. If you oppose an issue, offer alternatives. If you have additional information, offer to send it. Offering expert, supportive material will help your legislator lobby other members of Congress on your view. Be sure to e-mail a letter of thanks or support when the legislator follows your recommendation. That can foster good will should you write another letter asking for help in the future.

Here are the proper formats for sending correspondence to your representative or senator:

The Honorable (full name)
U.S. House of Representatives
Washington, D.C. 20515
Dear Representative (last name):

The Honorable (full name)
U.S. Senate
Washington, D.C. 20510
Dear Senator (last name):

Each legislator has a website and provides an address to which you can send e-mail. For members of Congress, go to http://www.house.gov/ and, at the prompt, click on your representative. For your senators, go to http://www.senate.gov/.

Phone Calls

When time is short and you need fast action, a phone call is probably the best way to make your views known to your legislator. Before you call, write down the key points you will want to make. Don't be disappointed if you can't talk directly to your legislator. Congressional staff are important players in the legislative process. As the gateways to members of Congress, they're responsible for briefing members on issues and for relaying constituents' views. When you call, identify yourself; state the bill number, title; or issue you're calling about; and briefly explain your support or opposition. Ask for a written response that explains the legislator’s position. If you're unable to reach your legislator or a staff person directly, send a fax or email outlining your position.

Personal Visits

Many elected officials welcome personal visits with their constituents, although it's not always possible. If you want to meet with your legislator, find out when he or she is available in the district or Washington office. Because of the unpredictable congressional voting schedule, it is preferable to arrange a meeting in your legislator's district office. It's best to make an appointment as far in advance as possible by phone or letter. State your reason for wanting to meet with the legislator and how long you want to meet. It's easier for staff to arrange a meeting if they know what you intend to discuss and what your relationship is to the area or interests represented by the legislator. Again, don’t be surprised or disappointed if you meet with a staff person. In preparing for your meeting, familiarize yourself with the issue that you're supporting or opposing. Develop clear, succinct points. It's helpful if you have a briefing paper to leave behind. It should include a summary of the issue at hand. Demonstrate the connection between what you're requesting and the interests of the legislator's constituency as a whole. Describe how you or your group can help the legislator in this matter. Follow up your meeting with a letter reiterating your position and thanking the legislator or staff person for his or her time.

Who Represents Me?