Tips for Contacting Federal Officials
By Letter or Email | By Telephone | In Person
General Facts to Remember:
- Only write about one issue per letter or e-mail.
- Do your homework so that you communicate your views intelligently.
- Supply background materials.
- Proofread carefully!
- Always be courteous; never demand support on an issue, but "ask" or "urge" support for your cause.
- Write your e-mail message as you would a formal letter. Avoid all use of slang, and e-mail symbols. Be careful about what information you disclose via computer.
In the Body of the Letter:
- Keep your letter brief and succinct; it should be no longer than one page, two at the most.
- If possible, send a typewritten letter.
- Your purpose should be set forth in the first paragraph with supporting data following in subsequent paragraphs. If you are writing in reference to specific legislation, identify the name and number. (House bills are numbered as HR #, Senate bills are S #, and Parliamentary bills are Bill #.)
- Always include your name, address and phone number. This enables better follow-up by the Congressperson/member of Parliament and his/her staff.
- Use factual information (statistics, examples) to support your position. Stay away from emotional, philosophical arguments.
- Suggest and support specific actions to be taken.
- If you disagree with the legislator's position, explain why and offer alternatives.
- If you have a connection to the issue (family, political, business), please state it in your letter. This provides the legislator with a reference point for your views.
- Request a reply to your letter. If you do not receive a response within two weeks, call the office referencing your letter by subject and date, and ask to speak to the appropriate staff member.
Follow-Up:
- Write a thank you note to your legislator when he/she votes the way you believe on an issue or when you receive a response to your letter or e-mail.
- Follow-up is an important element in developing a relationship with your legislator and his/ her staff.
- Please send a carbon copy of your letter to NTA Government Relations, 546 East Main Street, Lexington, KY 40508, FAX: 606-226-4321.
Addressing Correspondence:
In the United States:To a U.S. Senator:
The Honorable (full name)
United States Senate
Washington, D.C. 20510
Dear Senator (last name):
To a U.S. Representative:
The Honorable (full name)
United States House of Representatives
Washington, D.C. 20515
Dear Representative (last name):
To the U.S. President:
The Honorable (full name)
The White House
1600 Pennsylvania Avenue, N.W.
Washington, D.C. 20500
Dear President (last name):
E-mail addresses for U.S. government officials can be found on the ASAE Government Relations webpage (congress.nw.dc.us/asae/index.html).
In Canada:
NOTE: Canadian citizens living in Canada can send letters to Parliament free of postage. Packages and other large mailings must have the proper postage affixed.
To a Canadian Senator:
The Honorable (full name)
Canadian Senate
Ottawa, ON L4W 4Y9
Dear Sir/Madam:
To a Canadian Representative:
The Honorable (full name)
Canadian House of Commons
Ottawa, ON L4W 4Y9
Dear Sir/Madam:
To the Canadian Prime Minister:
The Right Honourable (full name)
Prime Minister of Canada, Ottawa
Ottawa, ON
Dear Prime Minister (last name):
or
Dear Mr./Madam Prime Minister:
E-mail addresses for Canadian officials can be found at the Infocan website http://www.infocan.gc.ca/.
Plan:
- Plan your call in advance - know your subject, your legislator's views, your position and the reasons behind it, and the action you would like to have taken.
- Telephoning should be reserved for subjects that require immediate attention.
- Be prepared to talk to a member of the staff, not the actual member of Congress or Parliament.
- If calling in reference to a specific piece of legislation, have the title and number of the bill at hand.
- Do your research before you call so that you articulate your views both intelligently and factually.
- If don't have the phone number for your U.S. legislator, call the Capitol switchboard at 202-224-3121 or the Canadian Public Information Office at 613-992-4793
- Fridays are considered to be the best days to contact members of Parliament. Members usually reserve this day to meet with constituents.
Attack:
- State your opinion and support your views with facts. Recommend specific actions to be taken.
- Give your name, address and phone number to the staff member to ensure better follow-up.
- Ask questions on the Member's stance on the issue and how he/she plans to vote. If you disagree, explain why and offer alternatives.
- Thank the staff person for his/her time.
Follow-up:
- Follow up your phone call with a letter that reiterates your position, and thank the staff person or legislator for his/her time and efforts. Include any supporting documentation with your letter.
- Please notify NTA Government Relations of your call and/or send a carbon copy of your follow-up letter to NTA Government Relations, P.O. Box 3071, Lexington, KY 40596-3071 FAX 606-226-4321.
Two weeks in advance:
- Contact the appointment secretary/ scheduler to arrange the meeting at least two weeks in advance.
- When you make an appointment, specify the issues you plan to discuss and identify those who will attend the meeting, noting those who are constituents.
- If in a group, designate a spokesperson.
- Be prepared to intelligently discuss your topic. Do research and find supporting materials.
- NTA can help prepare you for your meeting by giving you facts and figures about key issues facing the travel and tourism industry as well as giving you handouts to distribute.
Day of the Appointment:
- Arrive on time, but be patient, you may have to wait.
- Do not be upset or surprised if you end up discussing your topic with a staff person, as the member's schedule is unpredictable. The staff will express your views to the legislator. They are the "work horses" of the office and are knowledgeable and involved with the issues. Get the name of the staff person covering the issue for future follow-up by requesting his/her business card.
- Dress in business attire and bring several business cards.
- Limit your discussion to one or two topics. If discussing a bill, know the proper title and the bill number.
- Know the facts about your position. Bring any supporting materials to distribute to the legislator or his staff. Share information and examples that clearly demonstrate your point of view. Try to make a connection between your issue and how it affects the legislator's constituency.
- Urge for support; don't demand it, but "ask" or "urge" support for your cause.
- If you disagree with the legislator's position, tell why and offer alternatives.
After Your Visit:
- Always, thank the legislator for his/her valuable time. Following, write a thank you note recapping your discussion. It is appropriate to send supporting information about your position at this time.
- Please send a carbon copy of your letter to NTA Government Relations, 546 East Main Street, Lexington, KY 40508, FAX: 606-226-4321.