TIPS FOR COMMUNICATING WITH PUBLIC OFFICALS

Reservoir Hill residents join others in meeting with District 40 representatives and Govenor O'Malley in Annapolis

Hints for Meeting Your Public Officials
Think about what you're going to say in advance; if part of a group, decide who will say what, and remember to budget your time. Be sure to ask for their support for your position!

Introduce your group, describe the organization you represent, and point out its connection to the official's constituency.

Understand that your time will be limited. Be on time, but be polite if the official is not - or if you are asked to meet with their staff. (Relationships with staff are worth cultivating, and they often will be helpful.)

Don't overstate your case, or try to 'bluff' answers to questions --- it is always acceptable to say "I don't have that information (don't know that answer) but I'll get it for you." (Be sure to follow-up!)

If an official agrees with your position - excellent. If not, understand that you must be able to disagree "agreeably" --- always keep a professional manner and tone. (Remember this when planning a meeting with a potential opponent - don't include a zealot.)

Thank the official for their time and consideration. Offer to keep them informed of your activities - and do so. Build the acquaintance to a relationship.

Contacting State Legislators
The press of legislative schedules during the General Assembly Session makes it difficult to arrange meetings by appointment, but it is still worth trying.   Remember that with or without appointments, time is a limited commodity, and even professional lobbyists are happy to get a few minutes of "face time" from legislators.  Don't feel slighted if time is limited or unavailable on a particular morning or afternoon.

Using the Maryland General Assembly's website http://mdelect.net/electedofficialshttp://mdelect.net/electedofficials you can find any legislator's office location, phone number, and email address as well as committee rosters, legislative organization charts, etc. 

Contacting Members of the City Council
It is much easier to make appointments with your City Council representative and most work to accommodate time with constituents.  However, even here, remember that with or without appointments, time is a limited commodity, and even professional lobbyists are happy to get a few minutes of "face time" from legislators.  Don't feel slighted if time is limited or unavailable on a particular morning or afternoon.

Using the Baltimore City Council’s website you can find any Member’s office location, phone number, and email address as well as committee rosters, legislative organization charts, etc.

Visiting Legislative Offices
Enhanced security has impacted movement in and around the Annapolis Legislative complex and Baltimore’s City Hall.  When entering the State House, the Legislative Office Buildings, or the Legislative Services Building in Annapolis, or city hall in Baltimore, expect to pass through screening devices (remove metal objects from pockets, etc.), show some form of picture identification, and present briefcases and purses for inspection.

If you are part of a group visiting a legislator, it is helpful to plan your use of the time available and discuss in advance what each member of the group will say.  If the visit is cut short or interrupted, don't take offense; you may be able to convey additional information to the legislator's staff.
If you have materials to leave with the legislator, again, remember that their time is limited. The more concise your materials, the greater the probability that they will be read and retained.

Tips on Telephoning Your Elected Representatives
Remember that telephone calls are usually taken by a staff member, not the legislator. In the case of Congress there may b e several aides. In the case of the General Assembly and the City Council there will be fewer and each will handle multiple issues. Ask to speak with the aide who handles the issue about which you wish to comment.
After identifying yourself, tell the aide you would like to leave a brief message, such as: "Please tell Senator/Representative/Delegate/Mayor (Name) that I support/oppose (SB___/HB.___)."
You will also want to state reasons for your support or opposition to the bill. Ask for your senators' or representative's position on the bill. You may also request a written response to your telephone call.

Tips on Writing to Legislators
The letter is the most popular choice of communication with a legislator’s office. If you decide to write a letter, this list of helpful suggestions will improve the effectiveness of the letter:
Your purpose for writing should be stated in the first paragraph of the letter. If your letter pertains to a specific piece of legislation, identify it accordingly, e.g., House bill: ____, Senate bill: ____, or by City Council bill number.
Be courteous, to the point, and include key information, using examples to support your position.
Address only one issue in each letter; and, if possible, keep the letter to one page.

Addressing Correspondence to Members of Congress:
To a Senator:
The Honorable (full name)
__(Rm.#)__(name of)Senate Office Building
United States Senate
Washington, DC 20510

Dear Senator:
To a Representative:
The Honorable (full name)
__(Rm.#)__(name of)House Office Building
United States House of Representatives
Washington, DC 20515

Dear Representative:
Note: When writing to the Chair of a Committee or the Speaker of the House, it is proper to address them as:
Dear Mr. Chairman or Madam Chairwoman:
or Dear Mr. Speaker:
Addressing Correspondence to Members of the Maryland General Assembly
To a Senator:
The Honorable (full name)
Miller Senate Office Building, (Rm.#) (Name of Wing, ex. East Wing)
11 Bladen St., Annapolis, MD 21401

Dear Senator:
To a Delegate:
The Honorable (full name)
House Office Building, (Room #)
6 Bladen St., Annapolis, MD 21401

Dear Delegate:
Note: When writing to the Chair of a Committee, it is proper to address them as:
Dear Mr. Chairman or Madam Chairwoman:

Addressing Correspondence to Members of the Baltimore City Council
To a City Councilperson
The Honorable (full name)
(Room #) City Hall
100 N. Holliday St.
Baltimore, MD 21202

Dear Councilman Councilwoman:
To the Mayor:
The Honorable (full name)
City Hall, Room 250
100 N. Holliday Street
Baltimore, Maryland 21202 

Dear Madam Mayor:
Note: When writing to the Chair of a Committee or the President of the city Council, it is proper to address them as:
Dear Mr. Chairman or Madam Chairwoman:

Or Dear Mr. or Ms. President