Communicating With Decision Makers

Although advocacy letters vary, generally they will:

• Follow the protocol, formalities, and conventions appropriate for the context.
• Include a short subject line.
• State in the first paragraph the reason you are writing.
• Explain whom you represent (organization, yourself).
• Refer to existing positions, commitments, or recent actions (and acknowledge positive steps, if relevant).
• Explain what action you want them to take, and why / the benefits.
• Address likely counter-arguments, if helpful.
• Request a meeting or other follow-up action. Provide your contact info, and offer to follow up.

Try to avoid: jargon, hyperlinks, footnotes (or use them sparingly), excessive detail, inappropriate tone, typos, mis-spelled names, wrong titles.

Advocacy letters generally shouldn’t exceed two pages. (Attachments / annexes are fine.)

Consider whether others should be copied (e.g. a letter to a prime minister on health issues might be copied to the minister of health, etc.). Don’t cc the recipient’s supervisor.

The American Psychological Association offers a helpful guide on how to write a letter or email to your congressperson (although the instructions may apply to other decision makers as well). The site includes extremely valuable sample letters and emails that walk through what you should include.

1. Preparing Your Message
   Before calling your official, you should plan out what you want to say. Keep in mind that the call should only last around 30 seconds to a minute.
2. Drafting Your Script
   It can be helpful to write down bullet points or even prepare a script. Some things to include in your call are:
   • Who you are (including that you are a constituent)
   • What issue you are calling about
   • Why you care about it
   • What you want the person you are calling to do
3. When You Call
   When calling a Congressional office, you will likely hear from a staff member. Politely ask if you can speak to the legislative aid related to the issue you would like to talk about. If the aid is not available, then ask to leave a message.
4. Relaying Your Message
   Speak clearly as you give your message, using your notes and/or script to guide you. Remain calm, and be respectful, polite, and firm.
5. Contact Information
   At the end of your call, you should leave your full name, address, and phone number.

When meeting with a decision maker it is important to be prepared.

• Bring a one page handout with important information to give to the decision maker.
• Before coming to the meeting, think through what you want to say. It may be helpful to draft a meeting agenda, although be aware that the agenda should only serve as a guide, and you cannot expect the decision maker to follow it.
• Meetings typically are no longer than 15-30 minutes, and may be cut short. Use your time wisely, bring up the most important information first, and be prepared to follow up with more information after the meeting.