Contacting Elected Officials

This page includes information that the Human Rights Office uses to guide its communication and contacts with elected officials.  Remember, your efforts in contacting your elected officials do make a difference in bringing a respect for human dignity to practical politics.
  • For each phone call to the local office, there are 10 other people with the same opinion
  • Each call to their Washington, D.C. office = 50 other people  
  • Each email = 100 other people
  • Each letter = 500 other people
  • Each personal visit = 1,000 other people!
How to Write Letters to Elected Officials

  1. Keep the letter to one page in length (two at most). 
  2. Type or write legibly. 
  3. Have a respectful and courteous tone; do not insult or threaten. 
  4. Stick to one human rights issue; include the bill number if possible. 
  5. State your position up front, including what you are asking the Member to do. 
  6. Support your position with facts; avoid "I believe" or "I feel" statements. 
  7. Explain how the legislation will affect you and others; avoid overly emotional arguments. 
  8. Suggest a better approach to the legislation you disagree with. 
  9. Thank the Member for any past support. 
  10. Request a written response and be sure to include your complete address.

Writing to Your U.S. Congressperson  (also applies to State Legislators And Governors)

  To send letters via U.S. Mail:
​
Senators:
​
     The Honorable _______________
     U.S. Senate 
     Washington, D.C. 20510 

     "Dear Senator _______________," 
Representatives:
​
     The Honorable _______________
     U.S. House of Representatives
     Washington, D.C. 20515

     "Dear Representative _______________," 
The President of the United States:
​
     The White House 
     1600 Pennsylvania Ave., NW 
     Washington, D.C. 20500

     "Dear Mr. President,"
  To send letters via FAX:

Senate & House of Representatives​:     

   Members do not always list their fax numbers for public use.  For available fax numbers, contact
​   Members' web pages

Emailing Your U.S. Congressperson  (also applies to State Legislators and Governors)
  
E-mail is especially valuable for short messages to your Representatives or Senators.  A more extensive dialogue is better suited to other formats, such as letter writing or face-to-face meetings.  E-mail does not replace other forms of communications, but supplements them. 

The majority of Members have done away with their public e-mail addresses and now use a "write your Member" format on their web pages.  To reach your Representative or Senators by e-mail, contact Members' web pages at www.house.gov or www.senate.gov or access active links to your Members' web pages at "Contact Your Congressperson" on the www.nchla.org website. 

  1. Identify yourself as a constituent, by using the programs which identify you by ZIP code.
  2. As with a letter, express yourself with a respectful and courteous tone. 
  3. Stick to one issue and include bill number if possible. 
  4. E-mails should briefly state your position, including what you are asking the Member to do. 
  5. Request a written response (whether by e-mail or U.S. mail). Offer contact information if other than an e-mail address. 

Emailing the White House:   president@whitehouse.gov 

Calling Your Congressperson  (also applies to State Legislators and Governors)

​Call the Capitol Switchboard: 202-224-3121, and ask to be connected to a Member's office.  
If you don't know who your Members are, the Capitol switchboard operator can assist you.

Call a Member's local office.  For information on Members' phone numbers, contact Members' web pages at: www.house.gov for Representatives and www.senate.gov for Senators. 

  1. Ask to speak with the aide who handles the particular human rights issue. 
  2. If the aide is unavailable, give message to receptionist or leave message on aide's voicemail. 
  3. Introduce yourself as a constituent. 
  4. Have a respectful and courteous tone. 
  5. Convey your message in a clear, brief manner; include bill number, if known. 
  6. Give your complete name and address, including ZIP code. 
  7. Ask for a written response to your request.

Calling the White House:  (202) 456-1111 (Comments Line)

Meeting Your Congressperson  (also applies to State Legislators and Governors)

​ Formal Meetings
​
  1. Arrange a meeting with your Representative or one of your Senators. Schedule a meeting at the Member's local office. 
  2. If visiting Washington, DC, consider arranging meeting at the Member's Washington office. 
  3. Include in your lobbying group people who have varied, but relevant, backgrounds: doctor, nurse, pregnancy counselor, lawyer, community leader. 
  4. Inform yourself in advance of the Member's voting record and position on the issue. 
  5. Prepare for the meeting: Assign each group member a specific talking point. 
  6. When giving facts/figures/survey results/dollar amounts, have sources for these readily available. 
  7. Use anecdotal stories when appropriate. 
  8. If you do not have the information needed to answer a question, offer to get back later with a response.
  9. Provide your Member with a packet of information supporting your position: research or position papers, articles, editorials, reports, and the like. 
  10. Press for commitment: Ask if you can count on the Member's vote or what you can do to get his or her support. 
  11. Thank Member and/or Aide for their time. 
  12. Follow up with a thank you letter that restates your position. 
  13. Report the Member's comments to your diocesan Human Rights Coordinator. 

 Informal Meetings
​
  1. Town Hall meetings, county fairs and other civic events offer special opportunities to communicate with your Member of Congress.
  2. Members often visit their districts or states on weekends and during district week periods, e.g., holidays or the August recess.
  3. During these visits Members are sensitive to the issues raised with them by their constituents and bring these impressions back with them to Washington.

Writing Letters To The Editor
Letters-to-the-editor are another great way to communicate your views on pressing public issues.  The general public reads these letters and Members of Congress keep track of what is being said in the newspapers in their districts and states.  No newspaper or community newsletter should be overlooked. 

  1. Editors look for well-written and informed letters on issues discussed in their newspaper. 
  2. Cite the article, with date, on which you are commenting. 
  3. If you have special expertise in the topic or area, reference that in the letter, in use of title after your name, or in a separate note to the editor, whichever is appropriate. 
  4. Keep the letter short and to the point.  Long letters will be edited by the editor. 
  5. If appropriate, point out how the issue affects the local community.
Human Rights Office ~ Diocese of Kansas City - St. Joseph  ~ 20 West Ninth Street ~ Kansas City, MO 64105 ~ ​(816) 756-1850 ~ francis@diocesekcsj.org