COMMUNICATING WITH MEMBERS OF CONGRESS

IN PERSON

As a GEAR UP grantee, you are permitted to meet with Members of Congress and congressional staff to inform them, subject to certain guidelines, about the impact your GEAR UP program is having in their district and/or state. It is important that you ensure that:

(1) your discussions with congressional representatives and staff are factual;

(2) you are responding to a request to meet or confer about your program; and

(3) federal funds do not subsidize your travel to Capitol Hill.

Click here for tips on communicating with members.

VISITING CAPITOL HILL

Meeting with a Member of Congress or congressional staff is an effective way to convey a message about a specific legislative issue.

Click here for suggestions on planning a visit to a congressional office.

HILL VISIT TALKING POINTS

Expect to visit for 15 to 20 minutes. If your meeting is with a Senator or Representative rather than his or her staff, the meeting likely will be even shorter. Do not feel slighted: They are very busy, and scheduling a meeting at all can be a challenge. Be aware that time runs out quickly, and do everything possible to make the most of the opportunity to share important information. If your meeting is with a staff person, be sure to leave materials that can be passed along to the Senator or Representative.

Click here to review an outline intended to help you share critical information about GEAR UP.

BY TELEPHONE

To find your Senators’ and Representative’s phone numbers, use the searchable NCCEP directory. Or, visit the online congressional directories (www.house.gov and www.senate.gov) or call the U.S. Capitol Switchboard at (202) 224-3121 and ask for your Senators’ and/or Representative’s office.

Remember that telephone calls usually are taken by a staff member, not the Member of Congress. Ask to speak with the aide who handles the issue about which you wish to comment.

After identifying yourself, tell the aide you would like to leave a brief message, such as: “Please tell Senator/Representative (Name) that I support/oppose (S.___/H.R.___).”

You also will want to state reasons for your support of or opposition to the bill. Ask for your Senator’s or Representative’s position on the bill. You also may request a written response to your telephone call.

IN WRITING

The letter is the most popular means of communicating with a congressional office. Heeding the following suggestions will help maximize your letter’s effectiveness:

(1) State your purpose for writing in the first paragraph. If your letter pertains to a specific piece of legislation, identify it accordingly, e.g., House bill: H. R. ____; Senate bill: S.____.

(2) Be courteous and explicit, and include key information, citing examples to support your position.

(3) Your letter should address only one issue; if possible, keep the letter to one page.

Click here for letter-writing tips.

EMAIL

All Members of Congress utilize email. Most often you will receive an automatic acknowledgment that your message has been received. At a later date, you will receive a written response addressing your issue. Email correspondence should address the Member as “Representative” or “Senator” and should include your name, address, and district.

FAX

A fax receives the same attention as a letter delivered by the U.S. Postal Service. Remember to include your contact information (name, address, and district). Most likely, you will receive a written response from the member of Congress via mail.