Advocacy 101 | Contacting your Legislator | Sample Letters | Budget Process in Pennsylvania| MEDIA GUIDE

Advocacy 101 [TOP]
There are three ways to communicate with legislators: written correspondence, phone calls, and face-to-face meetings. Although a face-to-face meeting is the most compelling way to make a point, it may not be feasible to schedule a meeting with a legislator on a short notice. Written correspondence and phone calls are also effective and oftentimes more convenient. After you choose a method of communication, schedule and plan the contact. Stay brief and to the point in your communications. As a follow up, always thank your legislators for their time and attention. Remember to copy the Grassroots Network staff on your correspondence or report back any information about the position of your legislator.

Contacting Your Legislator [top]

Written Correspondence:
Letters, faxes, and e-mails are a top priority for legislators who want to make sure they are addressing the concerns of their constituents. In your letter, include date, your name, address, and telephone number. This information is crucial because legislators want to know that you are a constituent. Here are a few more tips for establishing written correspondence:

• Use personalized stationary (government or university employees are legally prohibited from using stationery printed at state expense for personal purposes).
• Communicate your point clearly and briefly.
• If possible, keep your letter to one page. Write a short introduction and two to three paragraphs addressing your position and support for the University. If writing about a particular piece of legislation, include the bill number, title, and subject matter.
• Add a personal touch. Including something unique about your district or how the University affects you personally is more effective than using a form letter.
• Focus on one issue per letter.
• Respectfully request the legislator's support on the issue and a follow-up letter stating his/her position or response. To ensure a reply, enclose a self-addressed stamped envelope.
• Thank the legislator for his/her time and consideration.
• Report back to the Penn State Grassroots Network staff by sending a copy of your letter and completing the contact report form or contacting staff. This information will help the staff keep track of the Grassroots Network progress and about the position of your legislator on the issue you raised.

Phone Calls:
A phone call is an effective and convenient way to speak to legislators directly. Here are a few tips for communicating your issues by phone:

• Identify yourself and ask to speak to a legislator directly. Please be aware that you may not be able to speak with the legislator on your initial call. Most incoming calls are received by legislative aides or the legislator's administrative assistant.
• State your support for the University and how it affects you personally. If you are calling about a particular piece of legislation, be prepared to provide the bill number, title, and subject matter.
• Respectfully request the legislator's support on the issue and a response stating his/her position.
• Be issue-focused. Keep it short and to the point, summarizing key points.
• Listen politely. If a legislator disagrees with you, don't argue. Be prepared, however, to politely restate your position.
• If the legislator asks questions you are not prepared to answer, express to the legislator your willingness to get more information and refer the questions to the Penn State Grassroots Network staff at 888-353-8984.
• If your legislator is not available, state your name, address, and telephone number, the reason for your call, and request a response.
• Once you have had a phone conversation with the legislator, send a follow-up note restating the University's position and thanking them for his/her consideration.
• Report back to the Penn State Grassroots Network staff on your phone call by completing the contact report form or contacting staff. This information will help the staff keep track of the Grassroots Network progress and about the position of your legislator on the issue you raised.

Face-to-Face Visits:
A face-to-face visit is considered the most effective way to communicate with your legislator because it makes the most lasting impression and is relatively easy to schedule. Here are some tips to help you maximize the meeting’s effectiveness:

• Call the legislator’s office to schedule a meeting.
• Prepare for the meeting by reviewing the latest action alerts, suggested talking points, and any other information that may be relevant to your discussion. Remember that the Penn State Grassroots Network staff can be reached at 888-353-8984 or grassroots@psu.edu to help you pinpoint action items or issues to discuss with your representative or to provide background information.
• Introduce yourself. If appropriate, highlight the fact that you are from your legislator’s district.
• Be issue-focused. State your support for Penn State and ask for a response. Illustrate your talking points by providing an example in your home district, or how Penn State has had a positive impact on you or your family. On average, a meeting lasts 15 minutes and should not exceed 30. Because of this, it’s important to keep your comments short and to the point—summarizing key points—so that you can ask the questions you want or request the action you want the legislator to take.
• Don't be nervous or intimidated. Remember that elected officials work for their constituents (taxpayers and voters in their home district) and appreciate learning about issues that are important to their constituents.
• If a legislator disagrees with you, don't argue or make threats. Rather, be prepared to politely restate your position and to respectfully listen to the opposing position.
• If the legislator asks questions you are not prepared to answer, express your willingness to get more information. Make a note of the questions and refer them to the Penn State Grassroots Network staff at 888-353-8984 or or grassroots@psu.edu. After you receive a response, follow-up with the legislator in a timely manner or ask the Grassroots Network staff to handle the follow-up directly.
• When you depart, thank the lawmaker for his/her time, saying that you look forward to working together on another issue in the near future.
• In case your legislator is unable to meet with you because of a last-minute vote, prepare a handwritten note and leave it with his/her receptionist or legislative aides (see written correspondence tips for more information).
• Once you have had a face-to-face meeting with the legislator, send a follow-up note restating the University's position and thanking them for his/her consideration.
• Report back to the Penn State Grassroots Network staff on your meeting by completing the contact report form or contacting staff. This information will help the staff keep track of the Grassroots Network progress and about the position of your legislator on the issue you raised.

Sample Letters [top]
Feel free to use these samples as guides for personalizing your letters:

Sample thank you letter (Microsoft Word Document: 20 KB)

Budget Process in Pennsylvania [top]
Read how the governor and state legislators are involved in the budget process, from budget preparation and submission through enactment and execution.