Advocate's Guide to Personal Visits with Legislators

How to Effectively Meet with Legislators/Staff

Before the Visit

1. Call and/or email the legislator's office. The best opportunity to set up a meeting is during a legislative recess. If the legislator is unable to meet, ask to meet with their staff person handling the issue.
2. Make an appointment
   • State the name and/or number of the bill or issue and your position.
   • State your attendees' names, addresses, and affiliations. Notify the office in advance of any changes to this list.
   • Confirm the meeting date, time, attendees, purpose, and background in writing.
3. Prepare for the meeting
   • Plan on the meeting lasting between 15-30 minutes.
   • Develop a one-page position paper and make copies to distribute at your meeting.
   • Educate yourself about the official - their background, political philosophy, and the number of community associations in their district.
   • Consider what questions may be asked and develop answers to those questions.
   • Prepare your "ask" for the legislator.
4. Be flexible. Legislators' schedules often change due to urgent meetings, hearings, or votes. It is always a possibility that your meeting may be canceled or delayed.

During the Visit

1. Arrive 5-10 minutes prior to the meeting.
2. Briefly introduce yourself, CAI as an organization, and other attendees. 
   • Let the legislator know how many individuals reside in your association(s).
   • Mention that you are a constituent and member of CAI.
3. Clearly explain your issue.
   • Use layperson's terms.
   • Use personal experiences to describe how the issue affects you or your community.
   • Use data to support your statements whenever possible.
4. Ask if the official has any questions and answer them to the best of your ability.
5. Make your "ask."
   • Pay attention to the response. The legislator might be talking with several groups about the issue to determine their position.
   • Never argue or act combative with the legislator or staff person.
   • Do not use the time as a platform to bring in other issues during your meetings.
6. At the end of the meeting, thank the legislator or staff member for their time:
   • Sum up any commitments made by the legislator.
   • Offer to provide further information/resources or a meeting with other residents.
   • Leave your written position paper.

After the Visit

1. Write a personal thank you note to the legislator and any staff with whom you met. Briefly restate your position and include any additional information that may have been requested. Provide a summary of your understanding of the outcome of the meeting.
2. Maintain contact with the legislator as the issue progresses. Continue to provide feedback or input to remind the legislator or staff person of your ongoing interest in the issue.