Effective, Advocacy Communications with Legislators

As a representative of the medical community and as a citizen, you have an opportunity to establish effective communications with your lawmakers. Your contacts can and will have an impact on the outcome of certain bills of importance to the medical profession and to your patients. While the personal visit is the single most effective lobbying technique, you can communicate with legislators also by telephone or in writing (letter, email, or text).

As a physician or physician-in-training, only you can give your federal and state legislators the most accurate picture about how the issues really affect you and your patients. Questions? Email MSMA at advocacy@msma.org.

Who is Your Representative?

To make your communications effective, some preliminary homework should be done. The internet will save you. Who is your elected representative? Is your representative a Republican or a Democrat? Liberal, Moderate or Conservative? Does he/she serve on a key committee? You can also consult MSMA’s staff for information at advocacy@msma.org.

Build a Relationship

Making contact repeatedly and being credible and reasonable every time will help build a relationship between you and your representative. Don’t be put off with the secretary or legislative aide who asks to take a message. Lawmakers often depend on staff to handle many constituent calls. You can quickly become part of your representative’s support system and he/she might even come to you for advice.

Act Locally

Every representative has a district office and most hold local meetings. Meeting with your representative and/or local staff member is a great way to communicate your concerns.

Where to Start

Start with a letter or telephone call with your elected leader before making your actual visit. When you call, politely explain your concerns, and ask for the representative’s specific position on the issue.

One Issue at a Time

Every communication (telephone, written, or personal visit) should stick to one issue. Do not present a laundry list of concerns. Pick the most vital and explore it in depth.

Present Your Opinion with Facts

Use background information, including statistics and studies that support your point of view. If there is a bill you are interested in, include the bill number. Know the opposing arguments and have the answers ready to go. Make your representative’s job easier to support your position.

Use Personal Anecdotes

Nothing drives home the importance of the issue like a personal story. Experiences from medical school, your daily practice, or your patients’ experiences can illustrate how your community is affected—remember all politics is local.

Offer Solutions

Don’t just talk about how bad a problem is. Communicate to your representative what you’d like to see done to fix it. If a bill deals with a problem but seems to represent the wrong solution, propose constructive alternatives. Explain to the representative what he/she should do: make speeches, co-sponsor legislation, write to the appropriate agency, or vote for/against a bill.

Attitude Counts

Be reasonable. Don’t ask the impossible. Be courteous and respectful in all communications. Be constructive. Do not use threats.

Timing

The most eloquent communication does no good if it comes after a vote. It is better to reach lawmakers early in the debate than after they have made up their minds.

General Tips

• Address your legislator as “Representative” or “Senator.”
• Be honest. Remember, if you lose your credibility, you won’t get it back.
• Never lie, never guess. Just say “I don’t know, but I’ll get back to you.” Then get back to them in writing or with a phone call.
• You are a constituent, but do not threaten with the power of your vote.
• Ask for a commitment from the legislator.
• Know, understand, and prepare to discuss opposing arguments.

Personal Contact

• Given a lawmaker’s busy schedule, making personal contacts can be difficult to accomplish. It is generally advisable to call your legislator’s office to request an appointment or schedule a meeting. Indicate how much time you would like with the lawmaker—typically 10-15 minutes if you are alone, more if you’re with a group.
• State the purpose of your meeting.
• Arrive early.
• Do not be surprised or upset if your meeting starts late, is cut short, or you are not able to speak directly to the lawmaker.
• Be positive and constructive in your remarks. Prepare well and always be factual. Make officials feel that they are receiving some benefit from the relationship and that they are receiving reliable information on issues.
• Be familiar with all aspects before going into the meeting. When talking to the lawmaker, try to be concise and well organized, and demonstrate a regard for his/her schedule.
• State your views firmly but be attentive to the lawmaker’s positions as well. The meeting should be an exchange of ideas, not a lecture.
• Leave when your time is up.
• Leave background material if you have it.
• Leave your contact information and offer yourself as a resource to an issue.
• After the meeting, follow up with a letter thanking the lawmaker for taking time to meet with you. Summarize key points which were discussed and answer any questions you couldn’t respond to at the meeting.
• Send a note of thanks to any staff person who helped to arrange the visit.

Written Communication Tips

• Be brief, fair, realistic, and reasonable.
• Avoid stereotyped phrases and sentences that give the appearance of form letters. Personal communications are much more effective.
• Write when the lawmaker does something that deserves approval. A word of appreciation will create a more favorable light for the next communication.

Contacting by Telephone

• Keep calm. It is important to sound composed, well-informed, and self-assured.
• Be organized. Jot down the ideas you wish to convey to your lawmaker ahead of time.
• Be polite but firm.
• Be a good listener – don’t do all the talking; have a conversation.
• Be brief. Don’t let the legislator or staffer side-track the meeting.
• Leave a message if the legislator is not available.
• Identify yourself, explain why you are calling, and why you feel the way you do.
• Ask your lawmaker’s position on the issue.
• If your lawmaker agrees with you, thank him/her for talking with you and encourage his/her continued support. If the lawmaker is undecided or against your position, discuss his/her concerns factually.
• Follow a telephone call with a note or letter restating your position and thanking the lawmaker again for his/her time and interest.

Follow Up

• Be polite and persistent by following up with a thank-you letter no matter what form your communications take. Lawmakers clearly remember the constituents who follow up. It reminds your representatives of how passionate you are about an issue.
• Ask for an update on where the issue stands. Some issues take time, and they’ll come up year after year.
• Answer any questions you couldn’t answer in the meeting.
• You may want to personally invite the member and his/her staff on an informal tour of your medical school/hospital/practice.