One of the most effective ways to communicate with your legislator is through a personal visit. Representatives and senators are eager to meet with their constituents whenever possible. A meeting with a member of Congress or his or her staff is an opportunity to advise him or her of your specific concerns and to ask for help.
- Make an appointment in advance by:
- Calling the Capitol Hill Office. To reach the Capitol Hill office of any U.S. Senator or Representative, call the switchboard at (202) 224-3121 and ask for your legislator’s office.
- Calling the Local Office. Most members have at least one office in their district; senators often have one or two offices in the state, usually in a major city. Your phone book will have a listing for the local offices of your elected representatives. Check to see whether the local office can connect you to the Washington, D.C. office, so that you can speak directly to the staff aide responsible for keeping the legislator informed of health care issues.
- Confirm your meeting shortly before the date. A number of outside factors may interrupt a legislator’s schedule, making it difficult to keep an appointment.
- Research the legislator’s background prior to the meeting.
- Select a facilitator for the group to open the meeting, summarize the group’s concerns, and recognize the other participants for their presentations. Limit the group to no more than five people. If possible, include individuals who can discuss a particular aspect of the issue, such as a patient, a physician, a nurse, or a respiratory therapist. At least one should be a resident of the district or state.
- Know what it is that you want to achieve. Before your appointment, discuss with the other participants what topics to cover and who will present each topic. Be aware of the length of time that you have been allotted and plan carefully to avoid going over schedule. Remain focused at all times.
- Develop a short, concise personalized message and practice it before the meeting.
- Cite evidence and statistics to support your position. Refer to any written material you have prepared as you make your case.
- Allow time for questions. Listen to the legislator’s questions and comments and make note of what is said. Answer clearly the questions he or she asks. If additional information is requested, promise to send it.
- Prepare a written summary or package of materials for the member and his or her staff (i.e.: overview brochure, issue briefs). Be sure to include the sources of the information and try to limit the package to between one and three brief pieces.
- Ask the member to take a specific action.
- Thank the member for taking the time to meet with you. Follow-up with a personal thank you note and any revised materials requested at the meeting.
- Make a follow-up call to the responsible staff person to address any requests you made during the meeting.
