ADVOCACY

Key Points | Writing Letters | Visits | CSFP Legislative Resource Guide: Early Legislative History (PDF)

Educating Policy Makers  about the Commodity Supplemental Food Program

Constituents play a key role in educating and persuading legislators and other policy makers about issues. Key advocacy tools include writing, calling, and visiting Senators, Representatives, and their staff.  If you are new to federal policy, keep in mind that your legislators work for you and are usually very responsive to the views of the people whom they represent.

Key points to keep in mind:

• Be sure to identify yourself as a constituent.

• Always be concise - legislators are busy, so keep letters to under one page and expect visits to last less than 15 minutes.

• Be sure that your information is accurate in order to establish yourself as a credible source. Support your position with facts, but remember that personal stories also are persuasive.

• Do your homework. Before contacting your government representatives, understand the issue you are discussing and be prepared to answer pertinent questions. Don’t expect that your legislator or his/her staff will necessarily have background information on the issue. Try to think about the arguments against your position and how you would respond to objections your legislator may voice.

• Follow up is key to successful advocacy. If you promise to send information to the legislator or staff, do so in a timely manner.

• Be polite. Don’t burn bridges. Today’s opponent may be tomorrow’s ally.

• You can be an advocate for the Commodity Supplemental Food Program even if your job prohibits you from lobbying. Employees of restricted non-profit organizations and government agencies are often allowed to educate policy makers as long as they do not request action on a piece of pending legislation.

If you need your representatives’ contact information, you can find it online (go to “http://congress.org/” and type your zip code in the appropriate box) or by telephone (call the U.S. Capitol Switchboard at 202-224-3121).

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1. Use the following address format:

   The Honorable Marcy Kaptur*
   2366 Rayburn House Office Building (or Senate Office Building)
   United States House of Representatives (or United States Senate)
   Washington, DC 20515 (or 20510 for Senate)
   Attn: Legislative Assistant for Health Issues (replace with staffer’s name if you know it)

   Dear Senator/Representative Kaptur:

   * Fill-in the appropriate name and address of your Member of Congress in place of the underlined information.

2. In the first paragraph, briefly introduce yourself and mention where you are from (to identify yourself as a constituent). If you have expertise related to the topic that you are writing about, mention it (e.g.,“I am a local provider of CSFP” or State the specific issue that you would like to address and include the bill number if you know it (e.g.,“I am writing about increased funding in CSFP in this year’s Agriculture Appropriations bill”). 

3. In the second paragraph, explain why the issue is important by presenting factual evidence (e.g., “Something about what seniors have to endure – buying food and not medicine or how many seniors will have to be removed from the program if the funding is not increased, etc). Use examples from the legislator’s district or state if possible.  Also mention examples of successful CSFP programs (e.g., “the CSFP in your district has served x amount of seniors with a supplemental nutrition food package”).

4. In the third paragraph, be specific about the course of action that you would like the legislator to take (e.g., “I urge you to vote to raise funding for CSFP  to $134 million for fiscal year 2005) and explain how this action would benefit his/her constituents (e.g., “the funding would provide our state with resources to serve XXX of participants”).

5. End your letter by thanking the legislator for his/her time and consideration of the issue and inviting him/her to contact you with questions or to request additional information. Ask for a response detailing the legislator’s position on the issue. Be sure to include an address and telephone number where you can be reached as well as a fax number and an e-mail address, if you have them.

6. Feel free to enclose articles, fact sheets, or other pertinent, supporting information.

Additional Points to Keep in Mind:

• Recently, mail to Congress has been unreliable due to the implementation of heightened security measures. As a result, faxing letters to the Hill is the most effective method of sending them.

• E-mailing is also an acceptable method of communication.

• Keep letters to less than one page, since longer ones often will not be read in their entirety.

• Include your name and address on the letter (so that the legislator can readily identify you as a constituent).

• Handwritten letters are preferable to typed ones, if your handwriting is legible.

• Sending a form letter is helpful. However, if you can adapt the letter and personalize it, the letter will be more influential.

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Visits: 

1. Scheduled visits often last 10 to 15 minutes.

2. Personal visits can take place in Washington, D.C. or in a district office. To make an appointment with your Representative or Senator, call his/her district office or the scheduler in the Washington, D.C. office.  It is also very valuable to meet with his/her Washington, D.C. or district staff. (Schedule your appointment with the legislative assistant for agriculture or another appropriate staff person). On the telephone with the scheduler or other staff person introduce yourself, the organization you represent (if applicable), and the issue you would like to discuss during your visit. Several days before the meeting, call again to confirm your appointment.

3. To begin your meeting, briefly introduce yourself, give them your business card and then briefly explain who you represent (people/agency/programs).  If you have expertise related to the topic that you are going to discuss, mention it (e.g., “I am a CSFP provider” ). State the specific issue that you would like to address and include the bill number if you know it (e.g., “I am calling about [or here to discuss] increased funding for the CSFP in the 2005 Agriculture Appropriation bill”).

4. Explain why the issue is important by presenting factual evidence (e.g., “Something concerning cost of medicine etc…) Use examples from the legislator’s district or state if possible (e.g., “the low income senior rate in our state is higher than the national average”).

5. Be specific about the course of action that you would like the Member of Congress to take (e.g., “I urge you to call the Agriculture Appropriations Subcommittee chair and ask him to increase funding for CSFP at USDA to $134 million for fiscal year 2005”) and explain how this action will benefit his/her constituents. Ask for a clear commitment (e.g., “will you write a letter to or call the Agriculture Appropriations Subcommittee chair in support of CSFP funding?”). Don’t just ask for general support, because a legislator can support a policy in theory without doing anything to help achieve it. (If you are talking to or meeting with the legislator’s staff, remember that the staffer may not be in a position to give you a commitment. Ask him/her to get back to you with the legislator’s position.) Verbally review what you both have agreed upon.

6. Thank the legislator or staff person for his/her time and consideration of the issue and ask if he/she has any questions or would like additional information.

7. If possible, offer to mail or leave the legislator/staffer with a written document on the issue, such as a fact sheet). Thank the person for his/her time and consideration of the issue.

8. Within a day or two of the meeting, follow-up with a thank-you note (keep to one page) and any other information that you promised.

9. Within a week or two, follow-up with a phone call to inquire if the legislator has accomplished what was promised.

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Personal Visits: Additional Points to Keep in Mind

• Be punctual, but understand that the legislator or staff person may be late.

• Dress professionally.

• If arranging multiple meetings on the same day in Washington, D.C.,  if possible group all House meetings or Senate meetings to prevent numerous taxi rides.   Schedule them at least 45 minutes to an hour apart even if you expect each meeting to last only 10 to 15 minutes. This allows time in the event that the staffer/legislator is willing to meet longer than you anticipated or is running late, and to travel between different Congressional office buildings.

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