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Letters to both chambers (House and Senate) should be addressed as follows:
Honorable First Name/MI/Last Name/Suffix
Salutations should be addressed as:
Dear Representative Last Name
Dear Senator Last Name
If you are a friend or close acquaintance of the legislator, you may place a pen-drawn slash through the typewritten salutation and handwrite the legislator's first name instead. Make sure you are a friend or close acquaintance - if not, your use of this familiar style could be seen as disrespectful.
STEPS TO AN EFFECTIVE LETTER TO YOUR LEGISLATOR:
All letters should be typewritten. Handwritten letters require additional time and effort to be read and will be the first letters to be ignored or set aside.
Type or word-process your letter on business, municipal or organization letterhead/stationery whenever possible. At a minimum, produce the letter on personal stationery with your name, address, phone number (and preferably fax number and email) printed at the top (even if you just type it in with your word processing program).
Keep your letter short - one page is best!
Use your own words. Make the letter personal. The more personal it is, the more likely your legislator will remember it. If you use a form letter, your effectiveness will be diminished. Personal letters take the most time and effort - that is why they are the most effective and will be appreciated the most by your legislator.
If you cannot send a personalized letter, a form letter is better than nothing (but barely!).
Use talking points provided by PABCO. However, make sure you "weave" the talking points into your per\sonalized letter.
Stay foucsed on the issue AND only one issue per letter. Don't try to accomplish more than one objective with each letter. Don't address more than one bill per letter unless several bills all seek to accomplish similar objectives.
Be specific about your position: - What you like about a bill or proposal, and WHY
- What you dislike about a bill or proposal, and WHY
- What impact a bill or proposal would have on you personally
- What impact it would have on your municipality, business or organization
- What impact it would have on constituents or customers you serve
- What impact it would have on the legislator's constituents
- What recommendations you have for solving the problem (if there is one)
Use actual bill numbers (including Current Printer's Numbers) and names of Prime Sponsors whenever possible.
Make your request very clear and specific (examples):
- Please support HB0000 / SB0000.
- Please vote against HB0000 / SB0000.
Ask for a written response and pose a direct question, such as "May I count on your support for the position I have expressed in my letter?"
Offer to make yourself available to discuss the points in your letter or to help inform your legislator about issues related to code admininstration and enforcement, in general.
Follow up with your legislator, after he/she has voted on any matter about which you have previously written to them . Let them know YOU KNOW how they voted and express your appreciation or dissapointment, accordingly.
It is rarely useful to communicate with any legislator other than the Representative and Senator who serve the district in which you reside. The only exception to this rule is if you have a friendship, close acquaintance relationship or business relationship with a legislator from a district in which you do not reside.
If a particular bill or proposal would have a dramatic impact on you, your municipality or business, do not overlook getting members of your family, your employees, friends or even other business or professional colleagues involved by wrting letters to THEIR legislators that are supportive of YOUR position.
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