Best practices for successful meetings with elected officials

Prepare. Know the issue you wish to discuss, your goal for the meeting, or the action you want the legislator to take. This includes preparing a few compelling anecdotes or facts to convince them that action is needed on a particular issue.

Select the appropriate attire. When meeting in-person, business professional attire (e.g. suits) is the norm in legislative buildings. When meeting virtually, business casual attire is acceptable (e.g. button-up shirt, blouses).

Step 1: Introduce yourself.

• Be concise. Keep your discussion simple and short. Especially if meeting with the officials in person, you may have as little as 5 minutes to talk with them before their next appointment. Meetings with legislative staff usually run 15-30 minutes.
• Show how your insights are relevant. In one or two sentences, explain how the issue affects your life, your work or your community.

Step 2. State the issue.

• Rely on facts, but personalize. Use “I” statements and cite specific times and examples. For example, give anecdotes about a situation that happened to you or your client, that would have had better outcomes if the proposal you are advocating for were in place. When appropriate, cite the bill number of relevant legislation (e.g., H.R.1234 or S.3456). Strengthen any anecdotes you share by tying back to population statistics, scientific findings, etc. For example, explain that while the anecdote you shared was about a single individual, national statistics find that X percent of the population has a similar disorder, background, etc.
• Be honest when you do not have an answer. Doing so will build a more trusting relationship with legislative offices than if you guess and give an inaccurate answer. If you do not have an answer, offer to research the topic and follow up by email with a response. APA is always happy to assist you in your follow up.
• Be courteous. Avoid emotional arguments, personal attacks, threats of political influence or demands. Be positive about your issue and offer recommendations about how you want the office to address concerns. If the office is not ready to engage on the topic you are discussing, attempt to find common ground on a different issue.

Step 3. Wrap up.

• If there is time, ask questions. Ask for the office’s point of view, if they would be willing to support your issue, or how the official plans to vote on relevant legislation.
• Offer yourself as a resource. Ask if there are any issues relevant to psychology on which you could help, and provide your contact information.
• Show appreciation. Remember to thank officials and staff for their attention.

Thank the official and/or their staff for taking the time to meet with you. Follow the issue you discussed during the meeting, and be sure to follow up with the office at key times. For example, if the bill you are advocating for comes up for a vote, remind them of your conversation and urge them to vote yes. Always be sure to thank the officials or their staff for taking positive action on the issue at hand, including becoming a co-sponsor of key legislation, sending a letter to the Administration or governor urging a certain course of action, or voting yes on legislation.

Remember: The APA Services Advocacy team is here to help.

We can help you identify key offices and staff, tell you about recent developments or votes, and give you an insider look at the best approach to take based on the current policy or political climate. We can also let you know about future advocacy training opportunities, including virtual advocacy summits or fly-ins.

Email us for help planning your advocacy outreach.