Part 3: How (and When) to Contact a Member of Congress

1. Making the Decision
   
   Research the issue thoroughly.
   If you have read about legislation in trade publications or your local newspaper, try to obtain a copy of it. Read it through. Analyze what it means for your business or institution. Make notes.
   
   You may request one copy of each measure introduced into the House of Representatives or the Senate free of charge. Simply send a letter of request and a self-addressed, stamped manilla envelope to one of the following addresses:
   
   

   For measures introduced in the House: House Document Room Room B18 Ford House Office Building U.S. House of Representatives Washington DC 20515

   For measures introduced in the Senate: Senate Document Room Room B04 Hart Senate Office Building United States Senate Washington DC 20510

   
   
   To ensure prompt delivery of the proper document, use the following abbreviations:
   
   

   H.R. (number) - House bill H. Res. (number) - House Resolution H. Rpt. (hyphenated number) - House Report* H.J. Res. (number) - Joint Resolution of Congress, introduced in the House	S. (number) - Senate Bill S. Res. (number) - Senate Resolution S. Rpt. (hyphenated number) - Senate Report* S.J. Res. (number) - Joint Resolution of Congress, introduced in the Senate
   Conf. Rpt. (hyphenated number) - Conference Report P.L. (hyphenated number) - Public Law

   ^*Generally filed when a bill passes through Committee
   
   Information about Congressional activities is also available on the Internet. THOMAS, which provides legislative information over the Internet, details Congressional floor debates, the status of legislation, and other useful information. It serves as a valuable resource in researching legislative issues.
   
   Examine your priorities.
   Is this an issue that demands the attention of your elected Representative? Could your thoughts be easily conveyed in a one-page letter? A telephone conversation with a member of your Representative’s staff? A personal meeting with a staff member in the District Office? A personal meeting with a staff member in the Washington office? A personal meeting with your representative?
   
   
2. Before Initiating Contact
   
   Learn about your Representative.
   Who represents your district? What is their party affiliation? What are their Committee assignments? Does your Representative hold a leadership position? Most local libraries subscribe to the Congressional Record. It is a valuable resource. In the back of each issue of the Record is a list of Representatives, state represented, party affiliation and Washington office address. In addition, there is a list of "Standing Committees of the House" followed by the names of Members making up each Committee. Should you be unable to utilize your local library, you may contact the Democratic or Republican Party Office serving your county or state. County and state offices frequently have Congressional publications and will be able to assist you.
   
   Analyze the relationship of the legislation and your Representative.
   Now that you know who your Member is, and what position (s)he holds in Congress, analyze how the legislation and your representative "fit together." When is the next anticipated action on this particular issue? How many co-sponsors does it have? Is your Representative one of them? Who introduced the measure? Is (s)he from your state? Does (s)he share party affiliation with your Representative? Sponsors and co-sponsors are listed at the top of each printed piece of legislation (which you now possess, because you ordered it from the appropriate Document room). Further, consider whether this is an issue on which you are aware your representative has strong feelings. Does (s)he generally support the principle of your issue? What about other considerations? Is (s)he fiscally conservative? Does the legislation propose an expensive program?
   
   Write "Talking Points" for yourself.
   Before you make even the most preliminary contact with your Representative’s office, sit down and write a statement-type list of your concerns. Be as specific and brief as possible. Although Representatives and their staff are generally pleased to discuss issues with constituents, they are very busy.
   
   Pull together background information to support your concerns.
   Do others in the district feel the same way you do? Has the issue been debated in the local media? Are there studies to support possible ramifications of this policy implementation? Create a credible, brief "info pack" to back up what you have to say.
   
   
3. Initial Office Contact
   
   Call your Representative’s office.
   As you know, Members of Congress depend a great deal upon their staff in order to manage a tremendous amount of work. When you call, identify yourself and the organization you represent. Ask the receptionist to direct your call to the appropriate staff person. When you are connected to the staffer, again identify yourself and your affiliation. Ensure that you are speaking with the proper person by specifically asking the staffer if (s)he is the one handling your issue of concern. Ask if they have the time to speak with you at some length (never longer than 10 minutes), and if not, set up a telephone appointment.
   
   You may reach your Representative’s office by dialing (202) 224-3121 and asking for your Representative by name and state. For example, "Good afternoon, may I please be connected with the office of Representative Wayne Allard from Colorado?" After you are connected, inform your Representative’s receptionist that you were transferred from the switchboard and request the office’s direct-dial number.
   
   Don’t forget to let the district office staff know about your concerns as well. You also can learn when and where your Senator/Representative will be at home!
   
   Discuss concerns with appropriate staff.
   Should the staff member be available on the first try, be sure to have your notes ready. State your concerns. Be specific. Listen carefully, without interruption, to what the staffer has to say. Some Member’s staffs are very responsive. If you are confident that your exchange was productive, you may wish to end your pursuit here. Should you still feel the need to resolve matters further, request a meeting with your Representative. Meetings while the Member is at home in the District are most common. However, if time is of the essence, you may offer to travel to Washington. If the staffer seems resistant to the idea, ask if it would be more appropriate if you contacted the Representative’s scheduler directly to set up an appointment.
   
   
4. Conducting the Meeting
   
   Clearly identify yourself and each person in your party.
   Thank your legislator for meeting with you, then state the name of your business or school, your position at your company or institution, and where it is located in the Legislator’s district. This is a good time to put forward your business card and prepared fact-sheet.
   
   Clearly identify the subject in which you are interested.
   In this case, you are interested in federal student financial assistance programs.
   
   Approach your Legislator as a constituent.
   Don’t pretend to speak on behalf of the higher education community. Approach your Legislator with your concerns as a constituent from the home-state or district. Show direct home-state or district impact of the issue at hand.
   
   Restrict yourself to only one topic of interest.
   Although you now have access to your legislator and may be tempted to discuss several vital areas of interest to your business or institution, it is inappropriate to expect your Legislator or your Legislator’s staff to be versed on each of your concerns. You have a short amount of time, use it wisely.
   
   Discontinue speaking immediately if a Member of Congress or staffer interjects an idea into the discussion.
   Listen carefully to everything the Legislator or staffer has to say. Take notes. Restrict your meeting to less than twenty minutes—if you can address your area of concern in ten to fifteen minutes or less, do so.
   
   Never "threaten" your Legislator.
   Present the best arguments in your favor. Be professional, articulate and brief. If your Legislator does not seem sympathetic, never use the old "well—I’ll never vote for you again" threat. Thank your Legislator for taking time to meet with you, and then call COHEAO with your concerns.
   
   Always ask the name, title, address and telephone number of the key staffer handling this issue for the Legislator.
   Members of Congress rely heavily upon their staff. Never treat a staff member as though you are merely dealing with them to get through to your legislator. If you can easily obtain a staffer’s business card, do so. Any further correspondence with your Member of Congress should be either sent directly or additionally to the staffer.
   
   
5. Follow up
   
   Always send a follow-up letter.
   
   Thank the Member or staff member for taking the time to meet with you, reiterate your key points, and offer your assistance on any further developments in higher education policy. You can view a sample letter here.

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