 |
Capitol Hill Basics
Tips On Writing Congress
The letter is the most popular choice of communication with a congressional office. If you decide to write a letter, this list of helpful suggestions will improve the effectiveness of the letter:
Your purpose for writing should be stated in the first paragraph of the letter. If your letter pertains to a specific piece of legislation, identify it accordingly, e.g., House bill: H. R. ____, Senate bill: S.____.
Be courteous, to the point, and include key information, using examples to support your position. Address only one issue in each letter; and, if possible, keep the letter to one page.
To a Senator:
The Honorable (full name)
__(Rm.#)__(name of)Senate Office Building
United States Senate
Washington, DC 20510
Dear Senator:
To a Representative:
The Honorable (full name)
_(Rm.#)_(name of)House Office Building
United States House of Representatives
Washington, DC 20515
Dear Representative:
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:
Tips On E-mailing Congress
Generally, the same guidelines apply as with writing letters to Congress. You may find e-mail addresses for your Representative on the internet. Go to http://www.house.gov/ to search for your state Representative.
|
|
|
|
|
 |
|
 |
|
|
Congressional Staff Roles
When you talk with or write to congressional staff, you should know who you are talking to. This is a list of the job titles and responsibilities of common staff positions.
Each Member of Congress has staff to assist him or her during a term in office. To be most effective in communicating with Congress, it is helpful to know the titles and principal functions of key staff.
Commonly Used Titles
Administrative Assistant or Chief of Staff
The Administrative Assistant reports directly to the member of Congress. He or she usually has overall responsibility for evaluating the political outcome of various legislative proposals and constituent requests. The Admin. Asst. is usually the person in charge of overall office operations, including the assignment of work and the supervision of key staff.
Legislative Director, Senior Legislative Assistant, or Legislative Coordinator
The Legislative Director is usually the staff person who monitors the legislative schedule and makes recommendations regarding the pros and cons of particular issues. In some congressional offices there are several Legislative Assistants and responsibilities are assigned to staff with particular expertise in specific areas. For example, depending on the responsibilities and interests of the member, an office may include a different Legislative Assistant for health issues, environmental matters, taxes, etc.
Press Secretary or Communications Director
The Press Secretary's responsibility is to build and maintain open and effective lines of communication between the member, his or her constituency, and the general public. The Press Secretary is expected to know the benefits, demands, and special requirements of both print and electronic media, and how to most effectively promote the member's views or position on specific issues.
Appointment Secretary, Personal Secretary, or Scheduler
The Appointment Secretary is usually responsible for allocating a member's time among the many demands that arise from congressional responsibilities, staff requirements, and constituent requests. The Appointment Secretary may also be responsible for making necessary travel arrangements, arranging speaking dates, visits to the district, etc.
Caseworker
The Caseworker is the staff member usually assigned to help with constituent requests by preparing replies for the member's signature. The Caseworker's responsibilities may also include helping resolve problems constituents present in relation to federal agencies, e.g., Social Security and Medicare issues, veteran's benefits, passports, etc. There are often several Caseworkers in a congressional office.
Other Staff Titles
Other titles used in a congressional office may include: Executive Assistant, Legislative Correspondent, Executive Secretary, Office Manager, and Receptionist.
|
|
|
 |
|
 |
|
|
|
|
Visiting Capitol Hill
Make yourself heard with a personal visit with your Representatives or their staff. Some suggestions are provided to make your visit as effective as possible.
Introduction
Meeting with a Member of Congress or congressional staff is a very effective way to convey a message about a specific legislative issue. These are some suggestions to consider when planning a visit to a congressional office.
Plan Your Visit Carefully
Be clear about what it is you want to achieve; determine in advance which member or committee staff you need to meet with to achieve your purpose.
Make an Appointment
When attempting to meet with a member; contact the Appointment Secretary/Scheduler. Explain your purpose and who you represent. It is easier for congressional staff to arrange a meeting if they know what you wish to discuss and your relationship to the area or interests represented by the member.
Be Prompt and Patient
When it is time to meet with a member, be punctual and be patient. It is not uncommon for a Congressman or Congresswoman to be late, or to have a meeting interrupted, due to the member's crowded schedule. If interruptions do occur, be flexible. When the opportunity presents itself, continue your meeting with a member's staff.
Be Prepared
Whenever possible, bring to the meeting information and materials supporting your position. Members are required to take positions on many different issues. In some instances, a member may lack important details about the pros and cons of a particular matter. It is therefore helpful to share with the member information and examples that demonstrate clearly the impact or benefits associated with a particular issue or piece of legislation.
Be Political
Members of Congress want to represent the best interests of their district or state. Wherever possible, demonstrate the connection between what you are requesting and the interests of the member's constituency. If possible, describe for the member how you or your group can be of assistance to him or her. Where it is appropriate, remember to ask for a commitment.
Be Responsive
Be prepared to answer questions or provide additional information, in the event the member expresses interest or asks questions. Follow up the meeting with a thank you letter that outlines the different points covered during the meeting, and send along any additional information and materials requested.
|
|
