Communicate With Elected Officials

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How to communicate with elected officials

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• Find contact information for your elected officials

  Elected officials represent you at the federal, state, and local levels of government. For them to best represent your interests, and the interests of the motorcycle riding community, it is important to let them know what you think and how you want them to vote. To find your elected officials, click here and enter your zip code in the Find Your Officials box located on the right side of the screen.

• Call your elected officials

  Communicating your position on motorcycle-related issues over the phone is a quick, effective, and easy way to voice your concerns. When you need to contact your lawmakers immediately to let them know your position on an issue, a phone call is the most rapid and effective way to do it.

  A staff member, not the elected official, usually answers telephone calls. Be sure to give that staff member a chance to explain the elected official’s position on the issue. When delivering your message, be specific and state clearly and succinctly your stance on the issue. Limit your telephone call to one subject, and always be courteous, even if you disagree with the lawmaker's stance on the issue. Use our sample letter below as a guide.

  • Identify yourself as a voting constituent from the district or state of the legislator you are contacting.
  • Ask to speak with the staff member who handles the issue you would like to discuss.
  • Ask for your legislator’s opinion on the issue.
  • Ask to leave a brief message that summarizes your position on the issue. For example: “Please tell Senator / Representative (Name) that I support / oppose (S.___ / H.R.___)." Briefly summarize the bill and cite the bill name and number (if known). You should also state reasons for your support / opposition to the bill. If you would like help in customizing your message, contact AMA's grassroots team by e-mail at grassroots@ama-cycle.org, by fax at (202) 742-4304, or by mail to 101 Constitution Avenue NW, Suite 800W, Washington, D.C. 20001.
  • As you conclude the call, don’t forget to request a written response to your telephone call so that you can document your legislator’s position. Please make a copy of the response received, and forward it to AMA's grassroots team by e-mail at grassroots@ama-cycle.org, by fax at (202) 742-4304, or by mail to 101 Constitution Avenue NW, Suite 800W, Washington, D.C. 20001.
  • Thank the person for their time and for forwarding your concerns on to the Senator / Representative.

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  SAMPLE TELEPHONE CONVERSATION

  Hello, my name is (insert name) .

  As a constituent in Senator / Representative (Last Name) 's district,
  I am interested in the Senator / Representative’s position on (bill name, issue, or topic) .

  Do you know how the Senator / Representative plans to vote on this issue?

  ( You may be transferred to the appropriate legislative assistant who handles that issue, or the person answering the phone may take down your message. )

  Please tell Senator / Representative (Last Name) that I support / oppose S. XX or
  H.R. XX and would like him / her to vote for / against this bill when it comes up for a vote.

  ( In a brief sentence, give reasons for your support / opposition to the bill. )

  Thank you for relaying my message. If possible, could you provide me with a written
  response that outlines the Senator / Representative’s position on the issue?

  ( You will then be asked for your contact information where a follow-up letter will be mailed. )

• Send a letter or e-mail to your elected officials

  Letters are the most common way to communicate with elected officials. Writing a letter may be considered more official than an electronic message, but sending an e-mail allows you to bypass security screening processes that often delay postal service mail by days or even weeks. If time is important, consider making a telephone call, sending a fax, or e-mail message instead of a letter.

  Some AMA Legislative Alerts provide ready-to-send e-mail messages directly to your senators or congressman. When available, these prepared letters on pending legislation allow you to send an e-mail as it is written, or you can personalize the message. It’s as easy as choosing the issue, adding your name and address, and selecting the “send” button. You can access these alerts here.

  If you are interested in writing your own letter and have access to a personal computer (PC), use the PC to create your message. If you do not have access to a PC and decide to write your letter by hand, write with a pen in the most legible handwriting possible.

  Remember to keep your letter / e-mail short and to the point. Address one issue per letter / e-mail, and use appropriate facts to support your position. Personalize the message by adding a brief story or example of how the issue directly affects you. Be specific and clear on your stance on the matter, and limit your letter to one page. Always be courteous, even if you disagree with the lawmaker's stance on the issue. Use our sample letter below as a guide.

  1. Address your letter / e-mail to “The Honorable _____,” and begin the letter / e-mail with “Dear Senator” or “Dear Representative.” If writing to a committee chairman or speaker of the House, address him as “Mr. Chairman” or “Mr. Speaker.” If it is a woman, address her as “Madame Chairman” or Madame Speaker.”
     
     
  2. State the purpose of your letter / e-mail in the first paragraph. If your letter / e-mail pertains to a specific piece of legislation, identify Senate legislation as S. (bill number), or House legislation as H.R. (bill number).
     
     
  3. Take a stance and clearly state your support / opposition for the issue or bill. If you would like help in customizing your message, contact AMA's grassroots team by e-mail at grassroots@ama-cycle.org.
     
     
  4. Request a response. A hard copy of the legislator’s position on the issue can be a helpful reference in the future. Please make a copy of any received correspondence and forward to AMA's grassroots team by e-mail at grassroots@ama-cycle.org, by fax at (202) 742-4304, or by mail at 101 Constitution Avenue NW, Suite 800W, Washington, D.C. 20001.
     
     
  5. Include a thank you. Upon conclusion of your letter, thank them for their time and consideration.
     
     
  6. Contact information. Make sure your letter / e-mail includes your contact information: name and mailing address. Phone number and e-mail address are optional. This confirms that you are a constituent and it allows them to follow up with a response.

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  SAMPLE LETTER TO LEGISLATORS

  Date
  Your Name
  Address
  City, State Zip

  Senator / Representative (Full Name)
  

  Address
  City, State Zip

  
  Dear Honorable (Last Name)
  As your voting constituent, I am writing to ask that you support / oppose S. XX or H.R. XX. This bill, (insert bill name)  will  (write short sentence about the pro(s) / con(s) of the bill). This bill is important to me because  (add 1-2 sentences detailing how this issue affects you directly.  Personal examples or stories help drive the message home). In conclusion, I strongly urge you to support / oppose S. XX or H.R. XX. Thank you for your time and consideration of this important issue.

   

  Sincerely,
  
  Your Name
  Your Telephone Number
  Your E-mail Address

• Fax a letter to your elected officials

  The convenience of a fax communicates your concerns to your legislators as quickly as an e-mail or phone call. A faxed message is very similar to a written letter or e-mail. Keep your message short and to the point. Address one issue per fax, and use appropriate facts to support your position. Personalize the message by adding a brief story or example of how the issue in question directly affects you. Be specific and clear on your stance on the matter. Limit your letter to one page. Always be courteous, even if you disagree with the lawmaker's stance on the issue. Use our sample letter above as a guide.

  1. Address your fax to “The Honorable _____,” and begin the message with “Dear Senator” or “Dear Representative.” If writing to a committee chairman or speaker of the House, address him as “Mr. Chairman” or “Mr. Speaker.” If it is a woman, address her as “Madame Chairman” or Madame Speaker.”
  2. State the purpose of your letter in the first paragraph. If your letter pertains to a specific piece of legislation, identify Senate legislation as S. (bill number), or House legislation as H.R. (bill number).
  3. Take a stance and clearly state your support / opposition for the issue or bill. If you would like help in customizing your message, contact AMA's grassroots team by e-mail at grassroots@ama-cycle.org.
  4. Request a response. A hard copy of the legislator’s position on the issue can be a helpful reference in the future. Please make a copy of any received correspondence and forward to AMA's grassroots team by e-mail at grassroots@ama-cycle.org, by fax at (202) 742-4304, or by mail at 101 Constitution Avenue NW, Suite 800W, Washington, D.C. 20001.
  5. Include a thank you. Upon conclusion of your message, thank them for their time and consideration.
  6. Contact information. Make sure your fax includes your contact information: name and mailing address. Phone and fax numbers are optional. This confirms that you are a constituent and it allows them to follow up with a response.

• Schedule a meeting with your elected officials

  The most effective way to influence legislation is to personally meet with your legislator or their staff. When a legislator is unavailable request a meeting with their staff member who handles the issue you wish to discuss. Congressional staffs communicate with the legislator and bring the concerns shared during meetings to their attention. Meetings take time and preparation but the extra effort can go a long way towards achieving your goal. Below are some suggestions to consider when planning a visit to a congressional office (district/local office or in Washington, D.C.).

   

  1. Plan your purpose. What do you want to achieve with this meeting? How are you going to support your cause? Think this through and do any necessary research and preparation. When possible, utilize the AMA website and staff for supporting information.
  2. Schedule an appointment, either with the legislator or their appropriate staff who covers the issue you wish to discuss. When calling a congressional office to request an appointment, ask to speak with the scheduler. Once on the phone with the scheduler, explain the purpose of your call and reasoning for the meeting. Know your availability before making the request.
  3. Be prompt, patient and polite. When it is time to meet with your legislator, be punctual. While it is not uncommon for a legislator to be late, or have a meeting interrupted, due to their crowded schedules, if you are late, you can run the risk of having the meeting canceled. If interruptions do occur, be understanding. Nothing is as detrimental to a visit with a lawmaker than rudeness.
  4. Be prepared. Bring to the meeting supporting information and materials on the issue you wish to discuss. Make sure you have ample copies of your materials to share with everyone who attends the meeting with extra copies as back up. Materials serve as a valuable reference after the conclusion of a meeting. Members are required to take positions on many different issues. In some instances, a member may lack important details about the pros and cons of a particular matter. It is therefore helpful to share with them information and examples that clearly demonstrate the impact or benefits associated with a particular issue or piece of legislation.
     
     Be prepared to answer questions or provide additional information, in the event the member or their staff expresses interest or asks questions. If you do not have the answer to their question, tell them you will get back to them. If you do this, make sure to promptly follow up. The AMA can help assist you with answering questions or supplying supporting information. You may want to the legislator or their staff that you have an association that are also riders, the AMA, that works on your behalf in DC, and can help address any motorcycle related inquiries they may have.
  5. Be political. Dress professionally to convey the seriousness of your visit. Members of Congress want to represent the best interests of their district or state. Whenever possible, demonstrate the connection between what you are requesting and the interests of the member’s constituency. If possible, describe for the member how you or your group can be of assistance to him/her. When it is appropriate, remember to ask for a commitment.
  6. Follow up your visit with a thank you letter. Regardless of how your meeting goes, send a thank you letter to the legislator or their staff (whoever you meet with), thanking him/her for their time. Reiterate the points discussed during the meeting and send along any additional information or materials requested. This gesture will go a long way.

• Attend a town hall / public meeting

  Legislators typically host town hall meetings in their districts during their legislative recess. Town hall meetings are held so elected officials can hear, and respond directly to, constituent concerns. These meetings are a great opportunity to voice your concerns and influence the legislators’ decision-making. The following suggestions may be helpful when planning to attend a town hall meeting.

  1. Identify when the next town hall meeting is and plan to attend. Many legislators manage their town hall meetings differently. Contact your member’s district office to find out when and where their next public meeting is or ask to be added to their invitation list, if they have one. When you receive word that a town hall meeting is scheduled, plan to attend, invite fellow riders to go with you and please share this information with AMA's grassroots team by email at grassroots@ama-cycle.org so the AMA Government Relations Department can alert fellow members and encourage them to attend as well.
  2. Prepare questions beforehand. Have specific questions in mind, such as asking the legislator’s position on a specific bill or issue.
  3. Identify current issues. Familiarize yourself with the AMA’s Legislative Alerts to see what issues are currently being considered by Congress or your state lawmakers. Click here to look up legislation in your state. You can also track your lawmakers’ votes by signing up to receive our weekly MegaVote updates by clicking here. 
     
     To find your elected officials, click here and enter your zip code in the Find Your Officials box located in the upper right hand side of the screen. Select the desired elected official to find important key votes and bills affecting you and the riding community.
     
     This information can be utilized to find out if your legislator is a defender of your right to ride. Click the Votes tab at the top of the page to see how your elected official compares to AMA’s position. Click the Bills tab to see their cosponsorship status on our key legislation.
     
     With this information you can easily send your legislator an e-mail to either thank them or urge them to support the AMA’s stance on legislation.
  4. Be clear when asking your question. If your legislator doesn’t sufficiently answer your question, politely repeat it.
  5. Introduce yourself. Whether or not you ask a question, take advantage of the opportunity to meet your legislator and introduce yourself. Let him / her know you are a concerned motorcyclist. Provide them with your contact information and offer your services as a resource in the event they may want a rider's opinion on an issue. You may also tell them you belong to a large association of riders, called the American Motorcyclist Association, that works on your behalf and that can help address any motorcycle-related inquiries they may have.
  6. Follow up with a thank you letter. Let your legislator know that you attended the town hall meeting. If you asked a question during the meeting, whether or not you agree with their answer, thank them. If you did not ask a question during the meeting, you can ask it in your letter. Asking a question in your letter will provide you with a written response that you may keep for your records and choose to share with the AMA’s Government Relations Department by e-mail at grassroots@ama-cycle.org, by fax at (202) 742-4304, or by mail at 101 Constitution Avenue NW, Suite 800W, Washington, D.C. 20001.

• Share any replies you receive with the AMA

  It is important to keep track of your legislators and where they stand on the issues that are important to you. Therefore, be sure to request a written response from your lawmakers when communicating with them. The AMA Government Relations Department would greatly appreciate seeing any replies you receive from your legislators so we can track their stance on issues and can better target our messages.

  If you receive an e-mail response from your legislator or are able to scan a copy of your letter, please forward it to AMA's grassroots team under the subject “Legislator’s Response” at grassroots@ama-cycle.org.

  A faxed copy of the letter can be submitted under the headline “Legislator’s Response” to (202) 742-4304, or a copy can be mailed to our Washington, D.C., office at American Motorcyclist Association, 101 Constitution Avenue NW, Suite 800W, Washington, D.C. 20001.

  Thank you for taking the time to reach out to your legislators and share any received information with us. Your work on behalf of motorcycling is greatly appreciated!