Communicating Effectively with Elected Officials
As a Tennessee resident, you are granted the responsibility of helping to elect the legislators who represent you. But your role in the democratic process does not end at the polls. By informing your elected officials of your opinions and ideas, you help them decide what to do about the issues and pending legislation that affect us all. Our Tennessee lawmakers value your suggestions, because after all, their job is to represent you. Elected officials receive a large volume of phone calls and mail from their constituents. How, then, can you be sure your communications are set apart from the pile? Here are some tips to help you get the most impact out of your exchanges with your government.
General Tips
Know who your federal, state and local elected officials are and how to contact them. If you don't know who represents you, click here to visit the "Who's My Elected Official?" page.
Make sure you understand the legislative process. Even the most basic understanding of the process will help you effectively express your ideas.
Contact your elected official about a particular issue before the legislature takes action on it. Most matters coming before the legislature are well publicized before and during session.
Consider using a variety of communication methods. You might choose to telephone, write, e-mail, fax, or visit your elected official.
Tell your elected official what effect you think a particular bill, if it becomes law, will have on you, your children, business, or community. Be concise, but specific.
Even if you disagree strongly with the legislator you are addressing, remain polite.
Lawmakers cannot please everyone. Your communication will be more effective if you are reasonable in your approach.
Suggest a course of action and offer assistance.
Writing Effective Letters
Be certain you spell your elected official's name correctly and use the correct address. If you don't, you could lose your audience.
Type or print legibly. Sign your name neatly and give your address correctly so your elected official can respond to your letter.
Keep letters, e-mail, and faxes brief. Never write more than one page. Concise written correspondence is more likely to grab and keep the reader's attention.
Identify your issue or opinion at the beginning of the letter; don't bury your main point at the end.
Cover only one issue per letter. If you have another issue to address, write another letter.
Back up your opinions with supporting facts. Your letter should inform the reader.
Avoid abbreviations or acronyms, and don't use technical jargon. Rather than impressing your reader, such terms will only frustrate him or her.
Calling or Visiting Your Elected Official
Plan your call or visit carefully. Keep to the point and discuss only one issue.
Organize your thoughts ahead of time and make notes to help you stay on track.
When planning to visit your elected official, make an appointment. Call or write for an appointment, giving plenty of time in advance.
Prepare a one-page fact sheet concerning your issue to give to your elected official. This will help him or her better retain what you present.
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