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Being an Advocate: Communicating with Policymakers
Three Tip Sheets on How to Be an Effective Advocate: By Mail
(fax and e-mail), By Phone and In Person
Six Easy Tips to Communicate Effectively by Mail (letters,
fax and e-mail)
A policymaker or aide may read hundreds of letters each week.
They rely on these letters to measure public opinion on issues.
Most tobacco control policy victories are hard fought simply
because public opinion is easily eclipsed by the tobacco industry’s
highly professional, well funded opposition. Our voices are
our greatest assets—Here are 6 tips to make your opinion
count in a letter to a policymaker.
- Briefly identify the subject clearly:
name of legislation and bill number, and/or description
of issue
- Explain your reason for writing. Include,
if possible a local or personal reason to support your position
- Be courteous, never argumentative
- Request a response—“What
is Your Position?” Be sure to include your contact
information—address, fax or e-mail address
- Limit letter (fax or e-mail) to one page
- Timing is an important consideration:
Faxes and e-mails are faster than letters, so use them accordingly
Resources: Most of the tobacco issues in
your state, county or municipality have been tried elsewhere,
so why reinvent strategies and messages. There are many websites
with advocacy tools crafted for specific issues such as clean
indoor air, smoke-free schools or funding comprehensive programs.
Your time would be well spent referring to these websites…and
don’t forget your state coalition website!:
Six Easy Tips to Communicate Effectively by Phone
A policymaker or aide welcomes constituent phone calls to
build relationships with voters in their district. Phone conversations
are an excellent way to quickly express your views and receive
immediate feedback on your lawmaker’s viewpoint and
valuable advice on the issue Here are 6 easy tips to make
the most of your telephone conversation.
- Identify yourself by name, affiliation,
and as a constituent.
- Briefly identify the subject clearly:
name of legislation and bill number, and/or description
of issue
- Explain your reason for calling. Clearly
state your position on the measure and how you would like
the policymaker to vote. Include, if possible, a local or
personal reason to support your position.
- Be prepared to answer questions accurately
and briefly.
- Ask for a commitment to support your specific
position. Listen carefully to the answer. If you
believe you’ve found an ally, you may seek advice
on what more is needed for your measure to be successful.
If he/she requires further information, it should be supplied
as quickly as possible. If he/she is uncommitted or opposed,
use the opportunity to learn why— this intelligence
may help develop tactics for overcoming the opposition.
- Be courteous, never argumentative.
Resources: Most of the tobacco issues in
your state, county or municipality have been tried elsewhere,
so why reinvent strategies and messages. There are many websites
with advocacy tools crafted for specific issues such as clean
indoor air, smoke-free schools or funding comprehensive programs.
Your time would be well spent referring to these websites…and
don’t forget your state coalition website!:
Seven Easy Tips for Communicating Effectively In Person
Nothing is more effective than face-to-face contact with
a policymaker. Most state policymakers have office hours in
their home districts or can be reached while the legislature
is in session in the Capitol. They welcome the opportunity
to meet you and hear your viewpoint. Visiting with a small
group of constituents, is very helpful to show greater support
for your measure and to better respond to questions. One person
can serve as the spokesperson to open the discussion. Whether
you are alone or in a group, you must be prepared. You needn’t
be an expert to have a conversation about an issue, but you
must be able to discuss your position and be responsive to
your lawmaker’s comments and questions. Here are seven
easy tips for communicating effectively in person with a policy
maker.
- Call in advance for an appointment or
to find out the best location for your face-to-face meeting,
unless you know that your particular lawmaker or aide functions
more informally.
- Identify yourself by name, and as a constituent.
Identify any social, political or business ties you may
have to relate more personally.
- Know what you want to accomplish. Briefly
describe the measure or issue and state why you support
it. Include, if possible, a local or personal reason for
your position.
- Be prepared to answer questions accurately
and briefly. If you are unable to answer the question, offer
to find the answer.
- Ask for a commitment of support. Listen
carefully to the answer. If you believe you’ve found
an ally, you may seek advice on what more is needed for
your measure to be successful. If he/she is uncommitted
or opposed, use the opportunity to learn why—these
positions will help develop tactics for overcoming the opposition.
- Be courteous, never argumentative.
- Leave your business card and a one-page fact sheet
on your issue with the lawmaker. Briefing packets are also
good, as long as there is a one-page summary for those individuals
who are not going to take the time to explore the issue
further.
Resources: Most of the tobacco issues in
your state, county or municipality have been tried elsewhere,
so why reinvent strategies and messages. There are many websites
with advocacy tools crafted for specific issues such as clean
indoor air, smoke-free schools or funding comprehensive programs.
Your time would be well spent referring to these websites…and
don’t forget your state coalition website!:
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