Tips for Meeting with Legislators

Meeting with legislators or their staff is a crucial step in advocating for your cause. Whether you're discussing a specific issue, a bill, or a broader initiative, being well-prepared can make a significant difference. This guide provides essential tips to ensure your meeting is effective and productive.

Before the Meeting

Plan Your Visit: Identify the appropriate member or committee staff you need to meet with to achieve your goal. Schedule an appointment with the right staffer and clearly state the issue or bill you wish to discuss.

Be Prepared: Assemble information about the issue to leave with the Member. Gather district-specific data, including fact sheets, whitepapers, and brochures, which are particularly effective. Prepare talking points to guide your discussion. Understand the details of the legislation, its importance, the consequences if it fails, its cost, and its impact on the legislator’s constituents.

Be Timely: Arrive 5-10 minutes before your appointment, ensuring you're punctual but not too early. Members and staff typically have back-to-back meetings, so don’t be surprised if your meeting starts a few minutes after the scheduled time.

Learn About the Member: Familiarize yourself with the Member's positions on similar issues, as well as their background, occupation, and education.

During the Meeting

Introduce Yourself and State Your Purpose: Begin by briefly introducing yourself and explaining the reason for your visit.

Be Prompt and Appreciative: Thank the Member or staffer for their time and be patient, as interruptions may occur.

Clarify the Issue: Don’t assume they are fully informed. Ask if they are familiar with the issue and explain it clearly and concisely.

Make It Personal: Explain why the issue matters to you and how it affects your organization and community. Use personal and local examples to support your position.

Connect to Their Interests: Whenever possible, show how your request aligns with the interests of the Member’s District.

Make the Ask: Clearly state what action you want the Member or staffer to take.

Listen and Engage: Pay attention to their reaction, concerns, or questions. Understand who or what influences the legislator and offer ways you or your group can assist them.

Always Be Honest: If you don’t know the answer to a question, don’t bluff. Offer to follow up with the necessary information.

Delegate Roles if Necessary: If you're with a group, assign roles in advance, such as note-taking or summarizing key points.

Leave Something Behind: Provide a fact sheet, white paper, and a business card for future reference.

Thank Them Again: Conclude by expressing gratitude for the meeting.

After the Meeting

Report Back: Complete the meeting report form provided in your folder.

Send a Thank-You Letter: Summarize the issues discussed and express appreciation in a follow-up letter.

Provide Additional Materials: Send any promised information or materials promptly.

Follow-Up: If necessary, follow up with an email to thank them for the meeting and provide any information requested from the Member’s office.

Conclusion

Effective advocacy requires careful planning, clear communication, and thoughtful follow-up. By following these tips, you can make a lasting impression on your legislators and contribute to the success of your cause.

Contact us to learn more about setting up an effective meeting with your Congressmember, State Representative, or local Councilmember.