Communicating Effectively With Your Legislators

No matter how you choose to communicate with your legislator, make sure your message is clearly and concisely presented. Below are some tips for making your communication with legislators, specifically e-mails, more effective.

WHEN & WHERE TO COMMUNICATE:

• If the General Assembly is in session, send correspondence to the legislator's Annapolis office. In 2009 the Session will be held from January 14 to April 13th. The rest of the year it is best to contact them at their district office.
• Send your e-mail messages on Tuesday, Wednesday, or Thursday to enhance visibility.
  

HOW TO START:

• Identify yourself as a constituent up front: include your location in the subject box of your message. (Otherwise, legislative staff reviewing your message may delete your message as non-constituent mail.) For example: "Resident of Baltimore RE: HB168 - Home Improvement - Condominiums."
• Start out mentioning your connection to the legislator or staff aide assigned to that issue if you know them. The legislative staff reading through mail or e-mail will know to give your message special attention.
  

WHAT TO SAY:

• Be specific and demonstrate understanding of the issues and awareness of the legislative process. Use specific bill numbers and identify the bill's current status and sponsoring members. The senators and delegates consider many bills in the course of the session and cannot be expected to immediately recall them merely by their bill number.
• Be practical and personal. Link the issues you highlight in your message to your own experience, the interests of your customers, and the Member's committee assignments and platform positions. Remember that your letter will be competing for time and attention with countless others. Most viewpoints can be amply set forth in a well-thought out one page letter. Since most legislators keep a file on each bill, it is often best to write a letter on only one particular bill.
  

WHAT TO WATCH FOR:

• Keep your messages condensed and precise, with your main point towards the beginning of the message and the entire message restrained to one screen.
• Pinpoint your concerns by starting each paragraph with another specific element of your discussion and avoid long, rambling sentences.
• Be courteous and avoid curt or offensive language or condemnations, which will not encourage goodwill or cooperation.
  

HOW TO END:

In addition to providing your mailing address, ask for two things as you close:

• Their support on the issue
• A response that clearly states their position on the issue
  

AFTERWARDS:

• Send a thank-you note if the legislator follows up on your request, or express your disappointment and concern if they don't.
• Keep writing. Remember that, every bill must be voted on by different groups of legislators as it moves through the process. Write to the members of the committee to which the bill is originally assigned. When the bill has had a second reading and is ready for a floor vote, write to the leadership as well as your own legislator. When a bill has passed one house repeat the process as it moves through the other house. Finally, if a measure survives the legislative hurdles of both houses and is sent to the Governor, by all means, write to him outlining your views.