Tips on Communicating With Legislators by Phone

Often, we need to get in touch with our elected officials and time is limited. In these cases, it is a good idea to telephone your representative – be it your U.S. Senator, U.S. Representative, State Senator or State Representative. The telephone can be an effective and simple tool to use.

Before calling, however, there are a few things you should know:

1. Make sure that you are a registered voter and constituent of the elected official you are calling.
2. Always make sure you know the bill number and/or title of the bill.
3. If possible, know the status of the bill (i.e., is it before a certain committee or the full House or Senate for a vote).

When calling Congress, it is quite rare that you would ever speak to the elected official personally. In fact, the most likely scenario is that the person answering the phone will ask what bill you are calling about, what your name is and what your position is. They will tabulate that information with the other calls they receive. You may, however, get an opportunity to speak with a staff person who is handling that issue.

You may then just get the staffer’s voice mail. Leave a message! Make sure you give your name and let them know you are a constituent. Also, leave your address and telephone number and a brief message of your concerns (and the bill) you are calling about. Ask that the elected official gets the message.

If you actually speak to a staff person, your message will be the same as above, however, you may be asked “why.” Be prepared to answer some short, brief questions (they won’t be hard – the staffer is not trying to trick you).

If you should be asked a question, and you don’t know the answer, simply say, “I don’t know, but I will find out and get back to you”. Then, as quickly as possible, follow up on the question.

Most phone calls will be brief and to the point. It’s easy!

When calling members of the Colorado State Legislature, the only “staffers” are volunteers or interns. More than likely, you’ll get a voice mail and will simply leave a message. Follow the same guidelines above. Again, leave your name, address and telephone number. It is appropriate to ask for a return call or letter indicating what their position is on the issue you are calling about.

Again, when telephoning, know these facts:

1. That you are, indeed, a constituent
2. Leave your name, address and telephone number
3. Know the bill number and/or title
4. If possible, know the status of the bill (In Colorado, you can check our legislative bulletin, which is updated weekly)
5. Clearly state your position on the bill
6. Ask the Congress member/Legislator to support your position
7. Ask for a response to your call, either by a return call or in writing

It is always a good idea to follow up your telephone call with a letter. If a vote was taken close to the time of your call, find out if your position was supported or opposed. If your position was opposed, ask the legislator why they voted the way they did.

It is essential that we make our positions known to our elected officials. Although a letter is ideal, a telephone call followed up by a letter also works.

Remember…always be professional and courteous. You will want to maintain an ongoing relationship with your elected official.

Tips on Communicating With Legislators in Person

1. Be Yourself
Develop an approach that you feel comfortable with and use the kind of language you use everyday. Don’t try to be someone you’re not. Remember, no matter what, you are always a constituent.

2. Approach People at a Good Time
You will have to use your judgment and gauge this yourself. Telephone calls are best received after dinner and before 9:00 a.m.

3. Saturday mornings or early evenings are the best time to catch people at home when making visits or making calls. It’s always best to call ahead for an appointment.

4. Don’t interrupt when a legislator is speaking with others, but make your presence known and that you are waiting to speak to them.

5. Be Explicit
If you want a legislator to vote “yes” or “no”, state that. Try to make your points succinctly and quickly. It’s a good idea to have a fact sheet handy that you can leave with the legislator when talking about specific legislation. You should also know the bill number and the status of the bill, if at all possible; however, titles also work.

6. Be Polite
Avoid being drawn into arguments, but make your points politely. If it is obvious that you are getting nowhere, simply thank them for their time and say goodbye. Regardless of what position a legislator may take, always thank them for their time. If they vote for your position, it’s always a good idea to follow up with a thank you call or a note.

7. Be Honest
Always answer any questions or give any information honestly. If you don’t know the answer to a question, tell them you don’t know and that you’ll get back to them. Then, be sure you follow up and get them the information they requested. Always be truthful – don’t tell people what you think they want to hear.