Tips for Effective Communication

The letter

A well-written, fact-filled letter is another effective means of urging your legislator to support or oppose an issue. A letter officially documents your point of view and gives the legislator something to refer back to when necessary.

Following these tips can help make your letter a persuasive, powerful tool for change:

1. Get the name and title right. Address your letter to “The Honorable...” and use “Dear Sen. xxx” or Dear Rep. xxx” as your greeting.

2. Keep it short: One page is ideal.

3. Use your township’s or county association’s letterhead and identify yourself immediately as a township official in the legislator’s district.

4. Set a professional and respectful tone from the start, even if you disagree with your legislator’s position or actions.

5. State clearly and succinctly why you are writing and what your position is. It’s very important that you include facts and supporting documentation on how the issue will affect your township or county and its residents.

6. Ask for action. Ask your legislator to introduce legislation that will address the resolutions from your county.

7. State that you are available to provide more information and give a phone number where you can be easily reached.

8. If faxing the letter , include a cover page.

9. Thank the legislator for his time and attention to the matter. If you have not heard back from the legislator in a reasonable amount of time, follow up with a telephone call to make sure the letter was received. Send a copy of the letter to PSATS, along with any response you receive from the legislator.

The phone call

Legislators are extremely busy and often difficult to schedule a meeting with. In such cases, a telephone call can be equally as effective, provided you follow a few guidelines:

1. Before making the call, prepare a short list of points you want to cover and note the appropriate bill number and printer’s number. (Call PSATS if you need additional information on any topic.) Refer to this list during the call so you can state your message clearly.

2. When you call, identify yourself and your township and ask to speak to the legislator directly.

• If the legislator is not available, ask to speak to the legislative aide who is assigned to this issue.
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• 3. Keep the call with your legislator brief. Ask for support in one sentence and say why you are seeking that support in another.
• 4. Be willing to provide the information you are presenting in writing.
• 5. If the legislator asks you questions you are not prepared to answer, tell him you will get back to him with this information and then do so.