Communicating With Congress: Correspondence

”...I strongly believe that the scientific community as a whole is much too isolated from the federal decision-making process, and much too complacent about its own role in our culture.” -- Rep. George Brown (D-CA)

During the next five months Congress is going to be looking for $1,000,000,000,000 in savings over the next seven years. An important factor in these deliberations will be constituent input. Members of Congress are very interested in the views of their constituents, and respond to them whenever possible. A large portion of a Member’s staff is dedicated to constituent communications, which includes responding to correspondence, telephone calls, and personal visits.

Yet, all too often Members of Congress report that they receive little communication from the science community. The old adage, “the squeaky wheel gets the oil” still applies to many actions which Congress has taken, and will take. Congressional turnover in the last two elections has brought many new members to the House of Representatives (45%+.) Both old and new members of the House and Senate meet frequently with veterans, farmers, business leaders, and other individuals in their district and states, and receive letters from these interests daily. Many of these constituents make sure that their Members of Congress know their views on policy and spending. That is usually not true for scientists. Most members, especially those new to Congress, do not have a clear understanding of who the scientists are in their district or state, and the value of their research.

Informing a Member of Congress of your views is neither difficult nor time consuming. Below are some time-proven guidelines on ensuring that your representative and senators know what you think about the FY 1996 budget that is now taking shape, and where the one trillion dollars in savings should come from over the next seven years.

WRITING TO A MEMBER OF CONGRESS:

Constituent mail is, by far, the most popular way to inform members. Congressional offices receive, and send, thousands of letters every year. Many of these letters are not as effective as they could be -- often a letter is difficult to read, covers too many topics, displays a lack of understanding, or fails to include a return address. Here is what you can do to make sure that your letter stands out:

Timing is important. A letter which reaches your representative or senators after a vote is held is useless. A letter sent months before an issue is considered is likely to be forgotten. FYI monitors legislation of interest to the physics and astronomy community on an on-going basis, and provides notice of upcoming key events and dates whenever possible.

Limit your letter to one page, and to one subject. Too many letter are overly long, and cover so many topics that they are delayed by being routed to several staff aides for response.

Type your letter whenever possible, and make sure it contains a legible name and address.

Organize your letter into three paragraphs: In the first paragraph, state your reason for writing and your “credentials.” In the second paragraph, state your position with supporting evidence. Include a relevant personal experience. Refer to a bill by its specific number (see FYI or contact us for information.) Avoid emotionalism -- stick to the facts. Offer an alternative approach where appropriate. In your third, and concluding, paragraph, request (not demand) a specific action, such as a vote for or against a bill. Offer your assistance.

Avoid e-mail. Although much easier and quicker, congressional offices which now have this capability report that their already stretched staffs are being inundated by electronic mail (Speaker Gingrich (R-GA) received 13,000 messages in the first six weeks of this session.) Not all offices have e-mail. Faxes are also to be avoided if possible, as members find that their machines are frequently overloaded.

You do not need an individual office address to write to a member. The preferred address for all representatives, and senators, is as follows:

The Honorable ____________
United States Senate
Washington, D.C. 20510

Dear Senator ____________:

The Honorable ____________
U.S. House of Representatives
Washington, D.C. 20515

Dear Representative ____________:

Correspondence addressed to your Member of Congress will have greater impact than mail sent to other members. If an important issue is coming before a committee, where legislation is actually drafted, and if your own members are not on that committee, consider the following course: write to the committee chairman, and other key committee members if desired, but also write to your own representative. Ask that they convey your sentiments to the chairman and other committee members. This can be a very effective way for your voice to be heard.

FYI #63 will provide guidance on meeting with a Member of Congress.