Connecting with policy makers is one of the most effective ways to advocate for a cause you believe in. But how can you do it effectively?
I. Connecting with Policy Makers
Just like emergency preparedness, the best time to connect with policy makers is before a major event is happening. Get to know your elected official when they are not in session, in a committee meeting, or at the capitol. Delaware is a small state, so it might be hard to avoid them at the grocery store, but standing in line to buy deli meat might not be the best time to discuss a Senate or House bill (it is the time to give them your business card, though)!
The First Time
Make an appointment!
- Ask for 20 minutes of their time, invite them for coffee/tea/lemonade.
- Tell them about yourself: share your experience.
- Thanks them for their commitment to the subject you want to discuss.
- Ask how you can be helpful going forward.
- Send them a hand-written thank you note.
The next time…
- Re-introduce yourself.
- Remind them of the last time you met.
- Talk about how you helped them and vice versa.
Policy makers enjoy hearing from their constituents; they likely keep track of the comments and suggestions they have received and will respect your point of view, if you are polite and courteous. Only impart one message at a time, and make sure you are listening to their side of the conversation as well! Make sure your ask is evidence and science based, and timely (they can’t vote on something that is not actually before them). Above all, be truthful and respectful.
You should contact your policy maker early and often, and whenever you feel the need to share your knowledge, experience, and opinion about a current issue. Think carefully about timing – is this visit an introduction? Is it issue-specific? Legislators typically have more time between sessions, and appreciate you sharing your knowledge in short, fact-based soundbites.
Once you are known to your legislator or policy maker, it is easier to connect with them when a hot-button item arises. You are now a known and credible entity.
II. Lobbying vs. Advocacy
Elected officials serve ‘the people:’ everyone has the right, responsibility, and privilege to talk with their elected officials. No employer can tell you what you can or cannot do in your own free time, with your own resources, and with your own opinion.
A lobbyist is generally defined as a person who tries to influence government action on behalf of another person or organization for compensation. An advocate leans on the approach of education and awareness building around an issue, but does not do so for compensation. In general, advocates do not endorse specific candidates or a particular piece of legislation in the name of an organization.
III. How to Contact Your Policy Maker
No matter what method of contact you choose, practice what you are going to say beforehand! In general, make sure you identify yourself, identify how you are connected to them, and leave a way for them to get back to you. State your ask, give three facts supporting your position, and tell how this affects you personally (keep it short!). Thank them for their time, and restate your name and contact info.
A. Phone Calls
Your policy maker might answer the phone, or it could be a staffer or intern, or you might get voice mail. Be prepared for any of these, and practice what you’re going to say – make yourself a script if you need to! For federal representatives and senators, you will likely get an intern or staffer. Ask to speak to the staff liaison covering the category.
- Be polite!
- Make sure to give the bill number AND title.
- Give the facts.
- Tell your story.
- Thank them for their time.
- Restate your contact information.
Basic Script
Hello, my name is ______________, I live in ____________, and my phone number is _________. I am a constituent/I live in your neighborhood/I live in your county/ I live in Delaware and I am a registered voter. I would appreciate you voting for/against SB ###, [name of bill].
[Use this paragraph to give three facts about the issue.]
[Use this paragraph to let your policy maker know how this issue affects you personally. Remember, keep it short and sweet!]
Thank you for your time and commitment to the people who live in ________ (town, city, county, state). Again, my name is _______________, my phone number is ______________, and I would be happy to answer any further questions you might have.
[disconnect the call before saying anything else]
Example
“Good morning. My name is John Doe, and I live in Dover, Delaware, and my telephone number is 302-555-4493. I am a constituent and a registered voter. I would appreciate your voting for SB 333 Picking Up Dog Excrement. Over 50% of Delawareans have a dog, and there are two dog parks in the City of Dover. Dog feces can be a source of infection for animals and humans. I have a dog, and I see dog waste on the sidewalks and streets in the city as I am walking her every day. I think it would beautify our city if dog owners were held responsible for their pet’s waste. Thank you for your time and commitment to the people who live in the City of Dover. Again, my name is John Doe, my phone number is 302-555-4493, and I would be happy to answer any further questions you might have.”
Follow Up
- Do not call back every day on the same issue. One call per issue.
- Keep track of how your policy maker votes –
- Send them a thank you note if you like what they did, or
- Send them a thank you note for considering your side of the issue if you do not like what they did.
B. Email
While your e-mail might not be read by your policy maker directly, someone will read it! Depending on the quality of the e-mail, they might just ‘count’ your email towards the issue. Who reads the e-mail will depend on the time of year, the number of e-mails a policy maker receives, and if they have staff or interns.
If you use a template from a national organization or advocacy group, make sure you alter it so it speaks to/about you and the issue. Always change the subject line. Keep in mind that, once a policy maker figures out that they’ve read the e-mail hundreds of times before, they will stop reading them. And make sure you proofread before you hit send!
E-mail Template
Subject Line: Constituent, SB ### [Name of Bill], VOTE YES/NO
Dear Rep/Sen/Council Person XYZ,
My name is ________, I live in ______. I am a constituent/I live in your neighborhood/I live in your county/I live in Delaware and I am a registered voter.
I would appreciate you voting for/against SB ### [Name of Bill].
[Use this paragraph to state the evidence for your position: give three facts that are short, sweet, and evidence based.]
[Use these 2-3 sentences to tell your story. How does this affect you personally?]
Thank you for your time and commitement to the people who live in _______. If you would like to discuss the issue further, you can reach me at [phone number].
Sincerely,
Your Name
Your Physical Address
Your Phone Number
Your Email
Example
[Subject Line] Constituent Request, Vote Yes on SB333 Picking Up Dog Excrement
[Body]
Representative Jones,
My name is John Doe, and I am a registered voter living in Dover, Delaware.
I would appreciate you voting YES on SB333 Picking Up Dog Excrement.
Data shows that over 25% of dog owners do not pick up their dog excrement, and a further 50% of those who do, do not deposit the waste in the appropriate trash receptacles. As a dog owner, this issue affects me daily during my walks with my pet Chihuahua, Junior. We consistently need to avoid land mines as we stroll the streets of the City.
I appreciate your vote on this subject.
Respectfully,
John (and Junior) Doe
123 Main Street
Dover, DE 19901
JDoe@gmail.com
302-555-4493
Follow Up
- Just like calling, only one e-mail per issue.
- Keep track of how your policy maker votes –
- Send them a thank you note if you like what they did, or
- Send them a thank you note for considering your side of the issue if you do not like what they did.
IV. Thank You Notes
Thank you notes are incredibly valuable, especially when hand written and timely. A thank you note
- Serves as a reminder of the conversation;
- Lets the receiver know you are grateful for their time;
- Sends the message that you are watching (especially if you are thanking them for doing something you asked them to do);
- Gives you a chance to have the last word.
Write it on a set of professionally printed note cards, with your name on it. Keep blank thank you notes that you can fill out directly after meetings.
Thank You Note Template
Dear [Recipient],
Thank you for … [remind them of your ask].
Thank you again,
Your Name
Your Contact Info
You can also include your business card if you like.
Example
Dear Senator Smith,
Thank you for taking the time to meet with me regarding the passage of SB 333 Picking Up Dog Excrement. The passage of this bill is very important to my community and me, and I hope I can count on your support. Should you have any further questions, please feel free to connect; my contact information is enclosed.
Warm Regards,
John Doe
302-555-4493
Jdoe@gmail.com