Tips for Communicating with Your Legislator,
Other Elected Officials

KASA often asks its members to speak and/or send letters and emails to individual legislators to express a position on an issue or bill. In doing so, it is important that theses communications be cordial, brief, and to the point. Remember that legislators receive hundreds of messages in any given week, and they deal with a broad range of issues. While legislators do want to hear from their constituents, it is important that messages are constructed so that they make a positive impression in a succinct way.

Legislators differ in which forms of communication they appreciate the most; however, most respond well to a positive and on-point contact that expresses a clear point of view. Whether you choose the traditional written letter, email, phone message, or personal conversation, the same rules should apply. Below are some tips for these types of contacts:

  1. Address the legislator in the proper way. If writing the governor, senator or representative use The Honorable before his/her name in the letter’s inside address, then use Dear Governor, Senator or Representative with the person’s last name in the salutation.
  2. The first paragraph should give background on your identity, position, and reason for interest in the issue and/or bill. Avoid any inflammatory language or “finger pointing, etc.” You may want to express any positive thoughts you have for the work the legislators have done on the issue.
  3. The second paragraph should express how you and your family/colleagues will be affected by the issue and/or bill. Most legislators seem to be more favorably affected by the individual and personalized communication as opposed to the high-volume, “form-letter” type of mass mailing.
  4. Finally, your concluding paragraph should simply thank the legislator for considering your position on the issue, leave them with an invitation to respond to you if desired, and ask for any follow-up they may have regarding the issue and/or bill.

While these tips are most appropriate for written communications, the same rules apply to personal contact. Have your “talking points” ready, make them clearly, and then show appreciation for the legislator’s time. Remember that contact phone numbers and addresses for your legislators may be found by visiting the Legislative Research Commission’s home page at and clicking on the “Who’s My Legislator?” tab.