COMMUNICATING WITH LEGISLATORS AND EXECUTIVE BRANCH

Practical Advice

Legislators and other government officials are busy people. The more important an official is, the more busy he or she is and the more important it is to communicate a message effectively.
A personal meeting by appointment is the best manner of gaining the attention of an legislator on an issue that is important to you. A chance meting may be the best that can be had, but the absence of preparation and the presence of other distracting influences can and often do make such a communication ineffective. If a personal meeting or a telephone contact cannot be attained with the official, it is still important to communicate with a responsible person who represents that official. Always ask to be kept informed.

Unless you have a particularly close relationship with an official, a telephone call to his or her house is not a preferred manner of contact. Likewise, writing to his or her home address is generally not the preferred course.

Any legislator or constitutional officer can be written to at the State House, Boston, Massachusetts 02133, even without reference to a particular room or suite number.

Sample addresses and salutations:

(Acting Governor) : Her Excellency Jane Swift
State House
Boston, Massachusetts 02133

Dear Governor Swift:

(Speaker of the House) : Honorable Thomas M. Finneran
Speaker of the House of Representatives

Dear Speaker Finneran:

(Senate President) : Honorable Thomas F. Birmingham
President of the Senate

Dear President Birmingham:

(State Senator, State Representative) :
Honorable John J. Doe

Dear Senator (Representative) Doe:

Contents of an Effective Letter

­ Refer to a bill number in order to identify particular legislation, if at all possible.

­ State what effect the bill will have on you and your clients.

­ Identify any special impact that the legislation will have on the legislator's constituents.

­ State your recommendation, i.e. to support or oppose the bill.

­ Be courteous. Do not make any threats or promises. That type of message will usually be construed against your own interest.

­ Do not be condescending. Remember that legislators need to be educated on a host of often complicated and unfamiliar subjects.

­ Take the time to educate a legislator to your point of view. Offer to meet with him or her and/or to furnish additional information or respond to additional questions that he or she may have. That will identify you as being an expert, and as being willing to provide the legislator with the type of meaningful assistance that will be necessary as he or she discusses your issue with other legislators. If you can make an uninformed legislator into one who is supportive of your view, and even into an ally who will proselytize on your behalf, you will have really achieved something.

Key Telephone Numbers

Governor and Lieutenant Governor: (617) 725-4000

Senate Lobby: (617) 722-1455

House Lobby: (617) 722-2000