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Meeting with Your Legislators

Date: December 5, 2000

Prepared by: Phil Jordan

Legislators are interested in how laws affect the people in their district. Law-makers often meet with lobbyists, but surprisingly few constituents take the time to discuss issues with their representatives. Consequently, when a voter does take the time to speak up about an issue, it carries significant weight with legislators.

There are, however, some "dos and don’ts" when meeting with elected officials, and this brief has been prepared to help you plan a successful encounter with your legislator.

PREPARATION

Prepare a focused message

Preparing for a meeting with a legislator can be just as important as the actual encounter. Without a plan, you may fail to communicate how strongly you feel about the issue. Understand what the goal of your visit is – be sure you know the most important points you want to get across to your representative.

Be sure that your message clearly tells your legislator that this subject is important to you, and why. Personal stories are very effective. Practice telling your story in a way that explains how this issue affects you, your family, or your friends.

Be prepared to state no more than three main points, and give brief examples that illustrate your arguments. Always assert your most important point first – if the legislator is called away abruptly, you will have told her /him what is most important to you.

Prepare printed materials ready to give to your representative. Always have a one-page summary of your main points to give them. If they ask for further materials, be prepared with more detailed information. Be sure that any information you give them is correct, and from a reputable source.

What do you want your legislator to DO for you

Not only do you want the legislator to understand your position, you want him/her to do something for you. Be clear about what you want from your representative. Do you merely want them to be informed on the issue? Are you asking them to add their name to a piece of legislation? Will you be asking them to sponsor a bill? Are you asking for a positive or negative vote on a bill? Be prepared to clearly ask them for what you want.

Expect the unexpected

Every issue has at least two sides. Try to learn the main points of your opposition, and be prepared with counter-arguments.

Be prepared for a shorter meeting than you planned. Legislators are busy, and sometimes must curtail or break scheduled appointments.

Do some research on your legislator(s)! Try to find out where they stood on this issue in the past. Learn what committees they sit on or were on in the past. Discover their areas of interest that coincide with your own. During a conversation with your representative, it will be easier to build a personal connection with them if you have shared concerns.

Final preparations

Arrange to go with someone if possible – the other person can chime in if you forget a point. This is an especially good strategy when approaching a legislator who is in an influential position in regard to your issue.

Call to make an appointment. It is best to call well in advance of the date you hope to meet with your legislator(s). Tell the staff person who makes the appointment your name, the organization you are affiliated with, if any, and the subject and/or the bill you wish to discuss with the legislator. Be sure to thank the staff for their help in arranging your meeting.

THE MEETING

Breaking the ice

Arrive on time! Introduce yourself even if you’ve met them before – they meet a lot of people, don’t embarrass them by expecting them to remember your name. If you are representing a group or coalition, be sure to say so.

Be sure to tell your legislator that you live in her/his district.

There will be a moment of "ice-breaking", but don’t allow the chit-chat to extend for more than 60 seconds. Take charge of the conversation by THANKING THEM for their efforts on some aspect of your issue – past support or consideration, interest in similar issues, etc. Let them know that you appreciate their work.

Make your pitch

Assertively, but politely, state your points. Be crystal clear about your goal – remember what you are there to do! Stick to the main messages you decided on when planning this meeting.

Be polite, friendly, flexible, and patient. Remember that you are there to provide them with information, and to ask them for assistance.

Make your three points. Provide personal stories that illustrate your point. If your stories don’t demonstrate the need for this legislation, don’t tell them!

Don’t try to articulate technical data, you don’t have time!

Stick to what you know. If they ask you a question and you don’t know the answer, that’s OK! They don’t expect you to know all the answers. Just tell them, "I don’t have that information with me right now. Can I get back to you with that?"

Listen to your legislator

Ask them if they have questions. If they want more information, be sure to follow-up! Get the material to them as soon as you can.

Make a note of their concerns and/or reservations. Perhaps someone else may have material that will overcome their doubts.

Always strive to maintain a constructive approach. If your legislator disagrees with you, don’t take it personally. Continue to tell them why this subject is important to you, and stick with your main points.

Wrapping up the meeting

Do what you came to do - make the ASK! You came to this meeting to ask them to do something for you (support, sponsorship, a vote, etc.). Ask them for it. Hopefully they will commit to you. If they do, THANK THEM.

If they don’t, ask them if you can get them any more information that will answer their questions. If there is something they would like, be sure to get it promptly, within a day or two at the most.

Give them the one-page summary that you prepared. Give them additional material only if they ask.

Always thank them for their time. Thank them for their support if they have offered it.

Legislators are busy people. If they cut the meeting short, or if they are unavailable at the time you have agreed upon, you may be able to meet with members of their staff. Treat a meeting with staff exactly as you would a meeting with your legislator.

FOLLOW-UP

If you went with a companion, compare notes. Did you accomplish your goals, or is there more work left to do?

After meeting with a legislator, always follow up with a thank-you note saying that you enjoyed talking with them about the issue. Thank them again for their time, and their support, if given.

If you promised to get them more information, be sure they get it.

If you decide to have someone else from your organization provide more information to the legislator, specify in your note who they may expect to hear from – for example, "Jane Doe from the Coalition for Good Deeds will be contacting you with that information."

If you were only able to meet with staff members, tell the legislator that you enjoyed speaking with her/his staff, and you hope to have the opportunity to speak with her/him directly sometime soon.

YEAR-ROUND ACTIVITIES

Build a relationship with your legislator(s). Try to touch base with them at least three times per year, once before the session, once during the session, and once after the session.

How? There are a variety of ways to meet with your representatives. The most direct method is to arrange to meet them personally – legislators are often happy to meet with constituents when they are not in session. Alternatively, you can attend legislative forums or receptions in your community. This is an excellent method of meeting legislators in an informal environment. A third possibility is to attend public hearings or committee meetings. The schedule of meetings is posted on the legislative website at http://www.leg.wa.gov/wsladm/calendar.htm or you can call the Bill Room at the Capitol, at (360) 786-7573.

To keep current on legislative happenings, check the WPAS website, at www.wpas-rights.org, and look for the WPAS Legislative Agenda.

There are many organizations in Washington state that are active in legislative advocacy. If you are interested in learning more about how to make your voice heard in Olympia, contact one of the organizations listed below:

The Arc of Washington http://www.arcwa.org (360)357-5596, or in WA state, 1-888-754-8798.

The Children’s Alliance www.childrensalliance.org (206) 324-0340 in Seattle, or (509) 747-7205 in Spokane.

The Senior Lobby (360) 754-0207 (year-round), or, 1-800-562-6118 (only available from 9am-4pm when the legislature is in session).

This publication is an information service of the Washington Protection & Advocacy System (WPAS). It provides general information only and should not be used as legal advice for any specific situation. If you would like more information about this topic, call us and ask for a Resource Advocate.

To receive this document in an alternative format, such as large print or Braille, please call Washington Protection & Advocacy System (WPAS) at 1-800-562-2702.

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A substantial portion of the WPAS budget is federally funded.