TIPS ON EFFECTIVE GRASSROOTS COMMUNICATIONS

Tips On Writing Congress

Addressing Correspondence

Sample Letter to Your Member of Congress

Calling Your Elected Representatives

 

© 2005 National School Transortation Association
113 South West Street, 4th Floor  •  Alexandria, VA 22314
Phone: (703) 684-3200  •  (800) 222-NSTA  •  Fax: (703) 684-3212

 

 

 

Tips on Writing Congress

The letter is the most popular choice of communication with a congressional office. If you decide to write a letter, this list of helpful suggestions will improve the effectiveness of the letter:

  1. Your purpose for writing should be stated in the first paragraph of the letter. 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, to the point, and include key information, using examples to support your position.
  3. Address only one issue in each letter; and, if possible, keep the letter to one page.

When writing your letters, keep the following in mind:

  1. Focus on one issue or bill per letter and identify the bill by name and number.
  2. Express your point of view and explain why your legislator should be supportive. Be brief and courteous.
  3. Briefly explain the local impact of the legislation-just the facts.
  4. Request that your Member of Congress take a specific position on the bill cosponsor it or to vote for its passage.
  5. When writing an individual letter, use your signature and personal letterhead, and state that you are a private school bus contractor.
  6. Make sure your return address is on the letter (envelopes often get lost) so that your Member of Congress can respond.

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Addressing Correspondence

To a Senator:

The Honorable (full name)
__(Rm.#)__(name of) Senate Office Building
United States Senate
Washington, DC 20510

Dear Senator:


To a Representative:

The Honorable (full name)
__(Rm.#)__(name of) House Office Building
United States House of Representatives
Washington, DC 20515

Dear Representative:


Note: When writing to the Chair of a Committee or the Speaker of the House, it is proper to address them as: Dear Mr. Chairman or Madam Chairwoman: or Dear Mr. Speaker:

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Sample Letter to Your Member of Congress

Company Letterhead

The Honorable Sam Sample
US House of Representatives
Washington, D.C. 20515

Dear Representative Sample:
[If you know your member personally, customize the greeting as shown.]

I am a private school bus contractor in (City and State). On behalf of the school bus industry, I urge you to support/oppose (reference the specific legislation.)

This legislation will have a significant impact on my business and the schools I serve…

Thank you for your leadership in support of keeping school transportation safe, affordable, and efficient. I look forward to your response.

Sincerely,

Jan Smith
President
Company name
Phone Number

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Calling Your Elected Representatives

To find your senators' and representative's phone numbers, you may use NSTA's searchable online congressional directory or call the U.S. Capitol Switchboard at (202) 224-3121 and ask for your senators' and/or representative's office.

Remember that a staff member, not the Member of Congress, usually takes telephone calls. 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 will also want to state reasons for your support or opposition to the bill. Ask for your Senators' or Representative's position on the bill.

Phone calls are an effective and fast way to communicate with your Members of Congress, especially when a critical vote is coming up. Phone calls can remind Members of Congress that constituents are closely monitoring their votes. Sometimes you may be able to talk directly with your Member of Congress or his/her key staff and have a more substantive conversation. Other times, your calls may be tallied and your Members of Congress given counts of constituents for and against the particular issue.

When calling your Members of Congress, keep the following in mind:

  1. Ask to speak with the Member of Congress or the legislative assistant who handles the issue. You may also briefly state your position to the receptionist.
  2. Give your name, title, and school district.
  3. Focus on one issue or bill. Whenever possible, identify the bill by number and name.
  4. Briefly state what position you want your Member of Congress to take on the issue. Be prepared to give a locally based rationale for your position.
  5. Ask for your Member's position on the bill.
  6. If asked, give your address so that you can receive a written response.

To contact your U.S. Senators and Representative: call the Capitol switchboard at 202-224-3121 and ask to be connected to your Senators' or Representative's office. You can use NSTA's Legislative Action Center at www.yellowbuses.org to find phone numbers for their local district offices.


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