Talking to Legislators

The following is from the American Library Association.

How to Be an Effective Legislative Advocate

What is the message?

Public officials' time is extremely precious because there are so many demands upon them. The most well-intentioned individuals who do not know how to clearly state their request and provide concise backup data can hurt the cause more than help it.

It is not uncommon in legislative hearings for testimony to be limited to five minutes. If face-to-face meetings are arranged with an elected official or one of their staff members, don't expect the meeting to last more than a half hour. If several other individuals will be in that meeting too, there will be less time per individual. Your message should be to the point. Brevity will be much appreciated.

Identify and issue that is important to you and then state why an elected official out to support it, vote against it or amend the proposed legislation. (It is important to libraries because.......) If you can't summarize your point in one minute or less, no matter how complex an issue, maybe you don't know what your point is. Practice.

Ways to communicate with policymakers

Whether you do it in person, by phone or letter, communication is the key to being an effective advocate. The following tips for effective communication with public officials are offered by the ALA Washington Office.

1. Be brief. A legislator's time is limited. So is yours.
   
2. Be appreciative. Acknowledge past support and convey thanks for current action.
   
3. Be specific. Refer to local library and district needs.
   
4. Be informative. Give reasons why a measure should be supported.
   
5. Be courteous. Ask, do not threaten or demand. Be assertive but be polite.

Telephone calls are appropriate and easy. Call to ask support before a hearing or floor vote, to ask for help with legislative colleagues or to convey urgent local concerns. Gauge how far to pursue by the reaction you get. Remember - it is more difficult for a legislator to temporize in a conversation than by letter.

Letters are the fuel which powers any legislative vehicle. Letters are read. Letters elicit responses. They present votes. Each letter-writer is deemed to represent several like-minded if less highly motivated constituents. Letters may be formal or informal, typewritten or hand written. They should be composed by you, giving reasons for your position and giving the legislator reasons to support it. If you are asking support for a particular bill, cite it by number and author, its title or subject.

Tips for writing to legislators

Legislators want to hear from their constituents and to be perceived as responsive. A well-written letter lets them know you care and can provide valuable facts and feedback that helps the legislator take a well-reasoned stand.

1. Use the correct form of address. (For senators, representatives, governors and lieutenant governors, write "The Honorable ______________"
2. Identify yourself. If you are writing as a member of your library's board of trustees, as a school librarian or a Friend of the library, say so.
3. Say why you are writing. For example, let your elected officials know you are counting on them to make sure that all libraries - public, school and college - have adequate funds.
4. Be specific. If budget cuts have forced your library to reduce hours, slash book budgets or close branches, say so.
5. Focus on the people who count on these services. Cite real-life stories or examples of how the library makes a difference to people in your community.
6. Use statistics sparingly. A few well-chosen numbers can validate your argument. Too many can overwhelm.
7. Be brief. A one-page letter is easier to read - and more likely to be read.
8. Be sure to include your return address on the letter, not just on the envelope.
9. Compound your letter's impact by sending copies to your senators, city councilors and members of Congress. Be sure to give a copy to your library's campaign coordinator.
10. Be strategic in your timing. Know the budget cycles for your local and state governing bodies. Send letters to arrive early to maximize their impact.