Communicating with your Members of Congress

In all forms of communication with a Congressional office, it is best to keep it short, include bill numbers and titles (if relevant), exclude emotion, and keep to one topic per communication.

Conventional Mail. Writing a letter to your United States Representative or Senators is still an important method to contact your elected officials. Remember that Congressional offices receive substantial amounts of mail everyday. To ensure your letter is read, remember to keep it concise and compelling. If you choose to send background material, try to keep it to a minimum and send it in a form that can easily be kept by a staff member, such as a file folder. Other bulkier organizers such as binders are more cumbersome. It is important to keep in mind that security concerns require all mail to undergo testing for biological and chemical contaminants, thus delaying delivery by a minimum of a week.

E-mail. Over the past few years, Congress has made the attempt to catch up with technology by introducing email to their offices. Email can be an effective means of contacting your elected officials so long as the message is written following the form and style of more conventional forms of communication, such as a written letter. In writing an e-mail to your representative or senator remember to be concise, to the point, personal, and compelling. Finally, make sure to request a response to your letter, and include your official home mailing address so that the elected official's staff knows that you are among the official's constituents. If your email does not identify who you are, or where you are from, it will most likely not get a response. Go to www.house.gov/writerep  to contact your Representative, and www.senate.gov to contact your Senators.

Telephone: Most local phone books list the name and numbers of Members of Congress. You can dial their direct number or access the main switchboards in the House of Representatives (202) 225-3121 and the Senate (202) 224-3121. Most offices have a front desk staffer who takes calls and opinions and then passes along the information to the legislative aide who covers the relevant issue. You will most likely never talk to the Members of Congress themselves and this is ok. You are calling to register your opinion on a matter and your voice will be counted. While this may seem like a minor form of communication, Congressional offices pay attention to the volume of calls from constituents.

Washington, DC or Home State Office? While it is always important to maintain a relationship with a Senator's or Representative's Washington, DC office, do not underestimate the important role of state or district offices. (The basic rule of thumb is that the Washington office covers legislative and policy matters, while the district office handles case matters such as passports, assistance with federal agencies, etc.) Another great way to use the local office is to invite your elected officials to local community events. Many times it is more likely that you will be able to get an appointment with your Member of Congress when he or she is back in the home district or state and free from regular committee meetings, speaking engagements, in between votes, etc.