This section gives instructions and guidance on the various means of communicating with members of Congress. Read through these suggestions carefully, follow them and pass them along to your colleagues. It is the core of any grassroots effort, and the way we communicate is equally as important as what we say.
Introduction
When was the last time you contacted your Senators or Representatives to tell them how you felt about an issue? Never? Well, you are not alone! Surveys show that 90 percent of American adults have never written a letter to a member of Congress.
The most important aspect of educating members of Congress is communication. EMS personnel must communicate with their Senators and Representatives in order for your concerns to be heard and understood. You must provide them with factual information about issues affecting EMS. Representatives want your opinions, especially on subjects that directly affect you and your profession. They need your special insight and expertise to address an issue intelligently. Reaching members of Congress involves writing letters, sending telegrams, making telephone calls and participating in personal or group meetings with elected representatives or staff assistants.
Members are very interested in the mail they receive personally reading a great deal of it. What they don't see directly is summarized for them. Roughly one-half of Congressional staff time is devoted to processing the mail, and Congressional offices pay close attention to "how the mail is running" for or against any issue. Mail plays a key role in legislative decision-making. It supplies a member with information, expert opinion and analysis and focuses him or her on new issues. It provides a barometer of popularity and intensity of opinion in the state or district on a particular issue.
Members of Congress weigh the value of mail in legislative decision-making according to several criteria: form and tone, issue content, staff responsibility, breadth and depth of volume, origin (how it was generated), motivation, status of sender, timeliness, and the member's own views and record. The most influential mail is self-initiated, not the obvious product of an organized campaign. It supplies information and an original opinion. Its tone is personal, sincere and relates to everyday experience. The arguments are factual and reasoned, persuasive without offering reward or punishment, and it always asks for a specific response.
Personal and Organizational Letter Writing
Letter writing is the most effective form of communicating with members of Congress because it shows that you, the constituent and voter, are spending the time and effort to express a viewpoint on an important issue. At times, one well-written letter may influence a representative. Further, when a large number of constituents write letters addressing a common issue, Representatives will almost always take note.
Writing letters to elected Representatives can serve several purposes: to express an opinion on an issue and urge the member to support your views with their votes; to congratulate and thank a member for a particular vote or to express disapproval with a vote cast. When writing to your Representative, just remember to keep it polite. Do not become confrontational or threatening. It won't benefit either you or the EMS industry in your efforts to be heard.
Those in a position of leadership within the association (e.g. Board of Directors, Officers, Committee members, etc.) should use their titles when communicating with members of Congress. State your title, and who you represent. An important key to remember is not to exceed your authority in representing the association. If a Representative finds out that you do not have the authority to speak for those you claim to represent, credibility with that member of Congress is damaged and further letters will carry less weight, regardless of how accurate and valid. When writing a letter using a leadership position, the letter should be typed on association or ambulance service letterhead.
NOTE: IRS regulations states that 501C3 organizations “may not attempt to influence legislation as a substantial part of its activities and it may not participate in any campaign activity for or against political candidates;” however, individual members may reach out to their Representatives, and everyone is permitted to educate Representatives on issues. If you have any concerns about using your association membership in conjunction with grassroots lobbying, refer to www.irs.gov or contact an association representative.
Writing a letter to a Representative is a simple task. Letters should be clear, accurate and brief. Listed below are some basic guidelines and easy rules to writing a more effective letter. Read them carefully because letters will count more if they are written correctly.
Tips for writing an effective letter:
1. Keep the letters brief and to the point. A letter does not have to be several pages long to be effective. A couple of concise paragraphs will do the job.
2. Write on office or personal letterhead, and sign your name over your typed or neatly written name at the end of your letter. When writing a letter using a title (i.e., Association Director), it should be typed on official letterhead.
3. Write only about one issue per letter; if you have other issues write another letter. If your letter pertains to a specific piece of legislation, state the name and number of the bill (i.e., H.R.1893 The Length of Service Tax Deferral, or S. 324, The Volunteer Firefighter and Rescue Squad Worker Protection Act).
4. Your purpose for writing should be clearly stated in the first paragraph. Personal experiences are the best supporting evidence. Explain how the issue would affect you, your colleagues and family; or what effect it could have on the member's district or state.
5. Don't be argumentative. Make your points as quickly as possible. Do not engage in a debate.
6. If you have met the member of Congress personally or have some connection over and above that of a constituent, draw attention to it in the letter.
7. Ask the Representative to state his or her position on the issue by replying to you. Constituents have a right to ask Representatives of their position on issues; and Representatives have a responsibility to answer your request.
8. Write as soon as possible. Try to write and address a bill while it is still in committee. This gives the member the timely opportunity to make an informed decision.
9. Don't just write when you have a complaint. It is important not to miss a chance to congratulate members of Congress for their votes or assistance. This makes them more willing to work with you in the future.
10. Never threaten political retaliation if a Representative disagrees with you. This type of attitude could cost the association support on future issues.
11. Avoid standard phrases that give the appearance of a form letter. Such phrases identify the message as part of an organized campaign and produce little impact. For maximum impact, a letter should customized.
12. Send copies of any letters and replies to the association's National Office. This enables us to determine what kind of effort was initiated by its membership and if that particular effort was successful. Information such as this helps to define and shape future legislative strategies.
Addressing Correspondence to a Senator
The Honorable (full name)
United States Senate
Washington, D.C. 20510
Dear Senator (last name):
Addressing Correspondence to a Representative
The Honorable (full name)
U.S. House of Representatives
Washington, D.C. 20515
Dear Congressman or Congresswoman (last name):
Note: When writing to the Chair of a Committee or the Speaker of the House, it is proper to address them as:
Dear Mr. Chairman or Madam Chairwoman: or Dear Mr. Speaker:
How to Order a Bill
To obtain a copy of a bill, resolution, committee report or public law, you may call or write your legislator. You may also write directly to the House and Senate Document Rooms.
For House measures or public laws, write the House Document Room, Room B-18, House Annex II, Washington, DC 20515 or call (202) 225-3456.
For Senate measures or public laws, write the Senate Document Room, Room B-04, Hart Office Building, Washington, DC 20510. (Senate will not take telephone requests).
An online legislative resource can be found at http://thomas.loc.gov
Responding to a Letter from a Member of Congress
When a letter is sent to a Representative, the Representative will usually respond in writing. This letter should give a clear understanding of the Representative's position on the issue.
However, on occasion there may not be a response, or the response letter will be short and vague with no indication as to the member's position. If this is the case you should send a follow-up letter, indicating that the response was not adequate and that a clearer response would be appreciated.
If several weeks have passed and there is no additional communication from the Representative, write again and refer to the earlier letter and indicate there has not been any response. Remember, as a constituent, you not only have the right to ask Representatives their position on an issue, but also to receive an adequate response.
Electronic Communications
You can also express your opinions to your elected representatives electronically. Many representatives have direct e-mail addresses or contact forms on their Web pages that allow you to share your thoughts on important issues. Visit www.senate.gov or www.house.gov to locate the Web page for your representatives.
Postcards and Petitions
Pre-printed postcards should not be used to communicate with members of Congress. Postcards have been used for years. Because the use of personal letters has increased, along with telegrams, postcards have lost their advantage.
Postcards and petitions give the appearance of being generated by a large central group which may not represent the views of the majority of its people. Various organizations are often criticized for this type of activity and it hinders their effectiveness when advocating their issues. Remember, a well- written letter will always outweigh the effectiveness of postcards and petitions.
Telephone Calls/Faxing
Telephone contacts are another effective means of communicating with members of Congress. Phone calls to the member's Washington or district offices are an effective way to communicate.
Every Representative and Senator maintains at least one office in their district or state. In many cases, members also have local telephone numbers in several cities, so calls to their offices can be made without incurring long distance charges.
Phone calls to the district office are effective even if the member is not available. In these cases, talk with staff members who will relate your views to Washington, especially when they receive many calls on the same issue. At times, it is necessary to call Washington directly.
To call Senators or Representatives in Washington, contact the Capitol switchboard and ask to be connected with the proper office. The U.S. Capitol phone number is (202) 224-3121. When the operator answers, ask for your Senator or Representative by name and state.
Telephone calls, as with letters, should be planned out in advance. Follow the same guidelines used for writing a letter. As members of Congress and their staff are very busy, calls should last no longer than three to five minutes, unless the person wants to talk longer to gather additional information about the issue.
Before making a call, be sure to have a clear understanding of the issue, the association’s position, the reasons for that position, and the action to be taken on the issue. To assist you in making the call, jot down a few notes before placing the call.
When placing a call, always ask to speak directly to the member of Congress. If not available, ask to speak with the staff assistant who handles the issue. This assures the call is being taken by someone who knows the issue and will relay the message. If neither the member of Congress nor the appropriate staff person is available, leave the message with the receptionist and ask that the information be forwarded to the Representative. Also ask that the appropriate person get back to you with an answer on the member's position on the issue.
Remember, always ask for the member's position on the issue. If you find out how the member intends to vote, immediately notify the Association National Office.
Telephone calls can also be made to express thanks to a member who has voted in favor of your position. Likewise, if a member voted in opposition to your request, express disappointment politely and say that the association hopes to count on the member's support on other issues affecting the emergency medical services in the future.
Remember, do not threaten or get angry with the member. This could result in future calls or letters being ignored. Every vote a Representative casts that involves issues affecting the fire and emergency service is important. Do not destroy congressional contacts on a single issue or a single vote.
Facsimiles are also an acceptable means to communicate with Congress. However, never send a FAX without any advance notice to the staff. Congressional offices are often times inundated with faxes and many simply get lost or misplaced. Call ahead and alert the office that you are sending an important FAX and for them to look out for it. It's best to direct the FAX to an individual staff member or member of Congress. Always follow-up to see whether the FAX was received by the appropriate person.
Personal Visits or Meetings
One of the most effective ways to communicate with your Representative is with a personal visit. This gives you the opportunity to discuss face-to-face issues affecting emergency medical services. Many people hesitate to meet their legislators in this fashion, feeling ill-equipped to persuade them. Do not be afraid of your elected officials.
Remember, they are human beings, who need and expect to deal with many people in the course of their jobs. They often appreciate getting information - perhaps unavailable from any other source that helps them make a decision on how to vote. Who, for example, knows more about emergency medical services than people like you who work the streets every day?
Discussed below are some easy methods to utilize when participating in a personal visit or meetings with members of Congress. These tips will assist you in presenting your views effectively, getting feedback from the member and having a productive meeting.
1. Always call in advance to schedule a meeting, whether it's in the district or in Washington, D.C. Congressional members are usually very busy; just showing up at the office doesn't mean you will get to meet with the member.
2. When scheduling a meeting, be sure to let the member's office know what issues will be discussed. This will allow the member to prepare for the meeting.
3. Offer to meet with a relevant staff person if the member of Congress is unavailable. Often times you can make your case with them and if presented well, you can count on them to convey to the member of Congress how you feel on a particular issue. Members of Congress rely a great deal on their staff for information on various issues.
4. Be prepared to discuss the issues and be ready to answer any questions. It's easy to ask the member to support a bill, but if they have questions about the bill, it is necessary to supply them with factual information.
5. When meeting with a representative for a personal visit, keep in mind that the meeting time will be limited. There may only be 10 or 15 minutes to discuss an issue. Therefore, after the preliminary greetings, get down to business right away.
Do not try and discuss five or six issues, rather limit the discussion to one or two important issues. This gives more time for a detailed discussion and allows the Representative to ask questions. Also, do not assume that the Representative is thoroughly knowledgeable about the issue or bill. Take a minute or two and give a brief outline. This will guarantee that the member understands the issue and will enhance the arguments. If the member starts to stray away from the issue, politely steer the conversation back to the issue subject. Don't give in and waste the opportunity to get a commitment from the member.
6. After the discussion with the member, ask for a commitment to support your position. You can request the member co-sponsor the bill or vote a certain way on the bill or amendments. Don't be afraid to come right out and ask for the member's support in one of the above fashions. If you don't ask, the member won't voluntarily offer.
7. When the meeting is over, thank the member for his or her time and reiterate the commitments made. Follow up the meeting with a brief letter thanking him or her for the meeting and reiterating the commitment in writing. This reinforces their commitment and puts it on record.
Group Meetings
Another meeting format to utilize in communicating with your member of Congress is a group meeting. In this setting, a group of constituents participates in a question-and-answer type meeting with the Representative. This type of meeting should be scheduled in advance to coincide when the Representative is back in the district and will be able to spend a larger block of time to meet, (i.e., an hour).
Once the meeting is scheduled, it is time to get organized. In a pre-meeting session, agree on what issues to discuss, what your position is, what arguments to use in supporting your position, and what commitments to get from the Representative. To have a successful meeting, it is important that those participating be briefed on the issues. Everyone should be in agreement with the positions taken and arguments used to support those positions. This will show the Representative that the group is collective and firm in its position on the issues.
During the pre-meeting, responsibilities should be determined as to who is going to make the various points with the Representative during the actual meeting. Everyone participating in the meeting should have a speaking role, however, not all at once. Assigning roles will allow everyone to participate, while at the same time having a flawless meeting.
This also shows the Representative that everyone knows the issues being discussed, rather than relying on just one spokesperson for the group. Some roles to assign are: welcoming and thanking the Representative for participating in the meeting, thanking the Representative for any previous votes cast that supported your position (this sets a positive tone for the meeting and lets the Representative know he or she is among friends); presenting a brief overview of the issue(s) (discuss one issue at a time and get a commitment before moving on to the next issue); asking for a commitment from the Representative to support your position; recapping the meeting by reiterating the Representative's commitments on the issues discussed; and thanking the Representative for the meeting. After the meeting, the group leader should send a letter of thanks to the Representative for the meeting and restate the commitments made on the issues discussed.
Town Meetings
Town meetings sponsored by the Representative are another way for EMS personnel to meet with their Representatives. These meetings are usually held when Congress in is recess and the Representative returns home. Notices for the meetings usually appear in the local newspaper, or the Representative's office will mail out a meeting notice to every constituent in the district.
Attendance at town meetings usually varies, depending on what is happening in Congress. If there is a "hot" issue pending before Congress that can have an enormous impact on the district or state, there will be a large turnout. On the other hand, attendance can be low if things are relatively quiet. Whatever the attendance, attend these town meetings and do not be embarrassed to stand up and raise a question about an issue important to emergency medical services. If a Representative makes a commitment to you on an issue at a town meeting, that commitment is made in front of a public audience and the Representative will be unlikely to go back on his or her word.
Another technique that has been effective at town meetings is that a constituent presents the Representative with a personal written letter about an issue. A way to utilize this technique is to stand at the town meeting, tell the Representative that you are an EMS worker and have just written a letter about a particular issue. Tell the Representative that when you learned that they were having a town meeting, rather than mailing the letter you decided to hand deliver it to them at the town meeting because the issue is too important. When a Representative is handed a letter from a constituent, the Representative usually makes sure that the constituent gets an actual response to their letter, rather than a form letter.
Using Local Media
One way to expand the supportive audience on a particular emergency medical services issue is through the use of local media. Using the media effectively will enable you to reach out to hundreds of thousands of potential supporters and get the message across. Remember, EMS personnel are respected in the community. If used properly, this respect translates into credibility for the arguments made in supporting legislative causes.
There are three different mediums to use in taking positions and arguments to the people of a community: print, radio and television.
Letters to the Editor
Most papers run a "letters to the editor" section in their publication. This is a good way to stimulate a discussion on an issue and begin educating others in the community about the issue and its impact on the community.
This is also a way to respond to hostile or misrepresented articles, editorials or other letters to the editor that differ from your position. Whatever the reason to write a letter to the editor, the letter should not be abusive (no matter what the provocation) but should be tactful, brief and to the point. Remember, people respect EMS and it is important to uphold that respect to maintain credibility.
Letters to the editor will attract attention. Besides bringing an issue to the attention of the community, letters can garner support from other groups within the community that would be sympathetic and lend their assistance. If several letters are written by different individuals over a period of time, it is possible that the paper itself will write an editorial supporting your position.
Finally, the local offices of your member of Congress routinely scan the local editorials to see what constituents are saying. Letters from a broad spectrum of constituents let Representatives know the support EMS has in the community.
Press Releases and Press Conferences
Another way to utilize local media to generate interest in an issue is through a press release. When a piece of legislation is introduced, it is appropriate to issue a press release to the local media outlining the bill and its impact on emergency medical services. If the issue is controversial, a press release can generate support for or against the bill.
When there is an important story of great general interest, a press conference may be a more appropriate way to announce it. This is especially true if the story is one about which reporters may have questions to ask of the officers who make the announcement. A press conference can coincide with the introduction of a piece of legislation, or something that has happened in the community. There are several keys to having a successful press conference, but the main ingredient is making sure that the topic is genuinely newsworthy. If not, this can damage credibility and cause the local media to think twice before attending another press conference.
Local Radio or Television Talk Shows
Today almost every major community in the United States has its own local radio or television talk show. These shows are usually issue oriented and look for local citizens, who are knowledgeable on an issue, to participate.
When an issue the association supports has a direct impact on the local community, it makes good sense to contact the local talk shows and ask if they would discuss the issue. However, be prepared to discuss the issue and respond to questions that may oppose your opinion. These shows will usually try to get an opponent to stir up viewer interest.
Local talk shows will also feature segments with the district Representative. Call into the show and ask the Representative about an issue and try to obtain a commitment over the air.
Local Publications
Almost every state EMS association has a newsletter or publication that goes to their entire membership. Use a section of the publication to update and educate EMS personnel on legislative issues pending in Congress. Not all EMS personnel attend their state meetings or get active in legislative affairs. However, never write them off as potential participants in a grassroots lobbying effort. Everyone responds to something different and it is important to utilize every method of communication to reach out to your fellow EMS colleagues to educate them on the importance of legislation and grassroots lobbying.
Adapted with permission from the National Volunteer Fire Council (www.nvfc.org).