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Mercury, July/August 1995 Table of Contents

Richard M. Jones and Audrey T. Leath, American Institute of Physics

(c) 1995 Astronomical Society of the Pacific

During the next few months, Congress is going to be looking for $1 trillion in cuts to projected spending over seven years. An important factor in its deliberations will be constituent input. Members of Congress are very interested in voters' views; much of a member's staff is dedicated to handling correspondence, telephone calls, and personal visits. Members of Congress meet frequently with veterans, farmers, business leaders, and others in their district and state, and receive letters from these interests daily.

Yet members report that they seldom hear from scientists. "Look, if the situation out there is as bad as you say it is," Sen. Barbara Mikulski asked President Bush's science advisor Allan Bromley, "how is it that I never hear from any of these people, whereas on an almost daily basis I hear from representatives of the Veterans Administration and the Department of Housing and Urban Development?"

Most members, especially freshmen, know little about the scientists in their district and do not understand the value of their research. Informing them is neither difficult nor time-consuming. Mail is the most popular way, but face-to-face meetings provide a personal touch, an opportunity to answer questions, and immediate feedback.

Writing to Congress

• Limit your letter to one page and one subject.
• Choose your timing. The most effective time to write is shortly before a vote on the issue.
• Type your letter and make sure it has a legible name and address.
• Organize your letter into three paragraphs. In the first, state your reason for writing and your credentials. In the second, support your position with evidence. Refer to a bill by its specific number. Avoid emotionalism. Offer an alternative approach where appropriate. Include relevant personal experience. In the third paragraph, request (not demand) a specific action. Offer your assistance.
• Avoid email and faxes, which are overused.

• The Honorable ___

  United States Senate

  Washington, DC 20510

  Dear Senator ___:

• The Honorable ___

  U.S. House of Representatives

  Washington, DC 20515

  Dear Representative ___:

Visiting Congress

• Arrange your meeting well in advance. Call the Capitol Switchboard at 202-224-3121 and request the member's office. Speak to the appointments scheduler, mention whether you are a constituent, and explain the purpose of your visit. If the member is not available, ask to meet with the relevant legislative assistant often the most knowledgeable person about legislation, and potentially very influential.
• Follow the correspondence guidelines in planning your presentation. Provide a brief, nontechnical explanation of your topic, avoiding abbreviations and jargon. If appropriate, bring a hands-on visual aid or a few selected handouts. Know the member's position on the issue. Allow time for dialogue; most appointments last about 15 minutes.
• If you are a group, decide on a single spokesperson and agree on your presentation and strategy before you arrive.
• Be ready for schedule changes. Committee or floor action can alter a member's schedule, in which case an assistant will meet with you.
• End your appointment on time. Prepare a one-page summary of your position with an attached business card to present at the end. Follow up with a thank-you letter in which you reiterate your main points.
• If possible, arrange to meet the member at his or her home office. Your meeting will occur in a more relaxed atmosphere, far from the hurly-burly of Capitol Hill. Offer to arrange a visit to your institution, where the member can see what taxpayers are supporting.

Getting Informed

The American Astronomical Society has public-policy information at http://www.aas.org/public_policy/pubpol.html. Every month, Physics Today has a column on science policy, "Washington Reports." A good book is Working With Congress: A Practical Guide for Scientists and Engineers by William Wells, published by the AAAS Press.

RICHARD M. JONES and AUDREY T. LEATH are in the Government and Institutional Relations Office at the American Institute of Physics in College Park, Md. Their email address is fyi@aip.org. This article is a modified version of two FYI bulletins and is printed with the permission of the AIP.