Communicating with Congress -
Rosters and Helpful Hints
 The
Special Updates and Alerts sent out by AGI's Government Affairs Program
frequently suggest interacting with your member of Congress and/or their
staff as a way of impacting the political system and ensuring geoscience
representation in policy. Forming a personal relationship with your
member is an important part of being an active citizen. Your representatives
have been elected to serve you, and they need to know what you, their
constituent, believe are the important issues. Visits to your member,
either in Washington or at the district office, are generally the most
effective way to explain your position. Visits are not, however, always
feasible, and a well-reasoned personal letter is often a more practical
way to get your message across. The following information is meant to
serve as a resource for helping you better communicate with Congress.
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Lobbying
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Tips for
Writing Your Member of Congress
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Taking the time to write a letter shows sincerity and thoughtfulness.
Your correspondence will be more effective if you follow these
guidelines provided by the American Institute of Physics:
- Timing is important: A letter sent after Congress
acts is a missed opportunity, while correspondence sent months
before an issue is considered is likely to be forgotten. AGI
strives to provide you with the most up-to-date information
on issues, and will continue to send alerts of critical times
in the political process.
- Avoid scientific jargon. Remember that members and
staff are mostly generalists.
- Limit your letter to one page and one subject.
- In the first paragraph, explain your reason for writing.
Briefly note your "credentials," and include other pertinent
information.
- In the second paragraph, describe the importance of
the issue. Cite relevant facts and avoid emotionalism. Frame
your discussion from a national, rather than a personal, perspective.
- In the third, and concluding paragraph, request (not
demand) a specific action. Thank the Member for his/her consideration
of your views. Offer assistance.
Ensure that your letter is legible and includes your name, address,
telephone number, and e-mail. Traditional correspondence is more
easily handled and is generally thought to be more effective than
electronic mail in many congressional offices, although that is
expected to change in time. Faxes should be avoided unless there
are time constraints.
The correct address style is:
The Honorable __________
United States House of Representatives
Washington, D.C. 20515
The Honorable __________
United States Senate
Washington, D.C. 20510
Dear Representative __________:
Dear Senator __________:
Cite a specific bill when possible. Please contact the AGI Government
Affairs Program with any questions. A list
of the relevant House and Senate committees is available below.
More information on all House
Committees and Senate Committees
is available on their respective web sites. To determine by zip
code who your representative is, visit the House
"Write Your Representative" page. Visit the Senate
web site for contact information and to learn more about your
senators.
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Visiting
Your Member of Congress
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You have two options for visiting your member of Congress - meeting
either in Washington or in your home district when Congress is
on recess (known as a "district work period" in the House). Generally,
visits in your district are more relaxed, as your representative
is not distracted by floor votes or other procedural matters.
Moreover, members tend to better recall meetings back home, since
they have returned to keep in touch with the concerns of the people
who elected them. Washington visits are also effective, and have
the advantage of meeting with staff members, who are usually easier
to gain an appointment with and whose opinions are highly regarded
by their senator or representative. The Senate (202-224-3121)
and House (202-225-3121) switchboards will connect you with your
member. The following tips are applicable to both types of meetings:
- Plan your visit early, but be flexible. Unanticipated schedule
changes occur often, and you may meet with a staffer. Treat
this visit as if you were meeting with the member.
- If you are meeting as part of a group, decide on a spokesperson.
Generally this person should be from the member's district,
as members are most concerned with constituent concerns.
- Expect a short visit, usually 15 minutes or less.
- Know your message, and stick to it. If possible, bring a
visual aid or a one page handout to leave after your visit.
- Do your homework. Know which committees your member serves
on, and examine the voting record to learn of positions on previous
issues. The Project Vote
Smart web page has information on all members voting records,
finances, and policy statements
- Explain how the issue affects other constituents, not just
yourself.
- Use conversational language and avoid technical terms.
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Congressional
Committees of Interest
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U.S. House of Representatives
U.S. Senate
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Visit our sources for more information: Institute
of Electrical and Electronics Engineers USA, Engineer's Guide to Public
Policy; American Institute
of Physics Bulletin of Science Policy News, 1997 #69; American
Geophysical Union ASLA materials
Please send any comments or requests for information to the AGI Government Affairs Program.
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