Take action

How Do I

Write a Letter to a Member of Congress?

One of the most effective ways to communicate with a member of Congress is to compose a letter or e-mail. Elected officials take constituent communication very seriously and it is often a good way to introduce yourself and your company. MEMA’s action center has pre-written letters and talking points on specific issues, but here are some additional guidelines:

• Be brief. Try to keep letters between 1-2 pages and state your purpose in the opening paragraph.
  
  
• Be informed. If you are referring to specific bill, cite the bill name and number. Know if your representative serves on committees responsible for the bill. Support your opinion with facts on how the bill would affect you and your company. Members of Congress and their staff appreciate personal stories.
  
  
• Ask for the legislator’s support. While your Senator or Representative may not be able to support your position, it is vital that he or she know your views and the potential impacts on your company.
  
  
• Include your contact information (phone number and/or e-mail address) so that a staff member can get in touch with you.

Meet with a Member of Congress?

• Personal meetings with a senator, representative, or staff member can be valuable opportunities to establish a relationship with your elected officials. Think about whether you would like to meet in your state or district or in Washington, D.C. It is a good idea to request your meeting in writing, explaining your purpose, whom you represent, and the topics you would like to cover during the meeting.
  
  
• Follow up the written request with a call to the state, district, or Washington office and ask to speak to the scheduler. Be prepared to explain your request again – offices receive many scheduling requests and the scheduler may not be able to quickly recall your specific details.
  
  
• When it is time to meet with your senator or representative, be prompt and patient. Schedules are often unpredictable and you may need to meet with a staff member. Keep in mind this is still a valuable opportunity to speak on your company’s behalf and start a dialogue with the office as a whole.
  
  
• Think about the issues from the member’s perspective. How does a particular issue affect individuals and businesses in the state or district? Always bring information to leave behind and ask how you can assist the member and his or her staff.
  
  
• Be prepared to answer questions, but if you are unsure of the answer or need to go into more detail, be firm about getting an answer or more information by a specific date.
  
  
• After the meeting, send a thank you letter and any further information that was requested.

Set Up a Plant Visit?

• Elected officials are eager to learn how their constituents are affected by legislation that comes out of Washington, D.C. Plant visits provide an excellent opportunity to showcase your facility, educating legislators on your company, products, and contributions to the community.
  
  
• Organize a working group at your company to handle various aspects of the visit. The group might include a senior executive, government relations and public relations personnel, and the plant manager.
  
  
• A written request to your elected official’s offering a visit to a particular facility is a good way to begin the process. Follow-up phone calls with the scheduler are important to move the request along. Be prepared to tell a little more about your facility, employees, and what you hope the visit will accomplish.
  
  
• Do your homework by learning as much as possible about your guest’s background and legislative work. Prepare a one-page outline detailing who you are, what you produce, and a brief history of the facility.
  
  
• Show off your facility on the tour by highlighting how machinery works, how items are put together, what new technologies are being used, and the overall productivity of the workers.
  
  
• Tell your story, including how the plant has improved and contributed to the lives of its workers and the community as a whole. Discuss the number of people employed, the value of products produced, taxes paid, support of environmental programs, etc.
  
  
• After the visit, follow up with a thank you note and reiterate the key discussion items. Provide the elected official with any photos taken. Look for ways to build upon the relationship established with the visit, such as invitations to future events and offers for further information.
  
  
• Contact Ann McCulloch at (202) 312-9242 in the MEMA Washington, D.C. office for more detailed information or specific requests.