An Advocacy Guide

1. Communicating with Government Officials An Advocacy Guide Women Thrive Worldwide Women Thrive Worldwide Advocacy Tools & Resources

2. How to use this guide • This guide provides an overview of how to communicate with your elected and appointed officials in order to meet your advocacy objectives. • This guide draws on content from: • UNA-USA Advocacy Resources • CARE Advocacy Tools and Guidelines • Modules 4-5 in ‘An Introduction to Advocacy’ Women Thrive Worldwide Advocacy Tools & Resources

3. Communicating with Government Officials • Who are your key policy-makers? • Your local parliamentarian/representative/legislator • Your local representative from the Ministry of _____ (Education/Finance/Health/etc.) • The Minister of ______ • Your head of state/head of government • Why communicate with them? • Communicate with your government officials to influence their policy decisions to meet your advocacy objectives. Women Thrive Worldwide Advocacy Tools & Resources

4. Before You Communicate Learn your official’s name and how to contact him/her. Learn about your official’s policy views and past decisions/voting. Learn some personal information about your official. Learn about which staff members you should contact. Find out the most effective way to ensure that your official will hear your message (letter, email, fax, phone call, meeting). Women Thrive Worldwide Advocacy Tools & Resources

5. Writing to Your Government Officials • Letters and email are a popular way to communicate. • Keep the letter to one page and address only one issue in each letter. • Your purpose for writing should be stated in the first paragraph of the letter. • Be courteous, to the point, and include key information, using examples to support your position. Women Thrive Worldwide Advocacy Tools & Resources

6. Writing to Your Government Officials • What to include in an advocacy letter: • Proper Salutation • Leading Paragraph • Information about yourself • Supporting arguments • Request for action • Acknowledgment Women Thrive Worldwide Advocacy Tools & Resources

7. Tips on Writing to Your Government Officials Keep it short. Letters should be concise and to-the-point. Keep your letter to one page. State your purpose. In the first paragraph, let the official know why you are writing. Use the second, third and fourth paragraphs to make your point. Include specifics. Refer to specific legislation, programs, or objectives, and share practical suggestions for action. Women Thrive Worldwide Advocacy Tools & Resources

8. Tips on Writing to Your Government Officials Be polite. Kindness and respect will go a long way toward making your position heard. Be Friendly. Do not hesitate to include additional information to add a "friendly" tone to the letter. For example, if you are a supporter of the official, feel free to say so. Getting Credit. Make sure that your name, address and phone number are on the letter. Without this information, it is unlikely that your correspondence will be read. Women Thrive Worldwide Advocacy Tools & Resources

9. Tips on Writing to Your Government Officials • Request a Response. Ask for your official’s views, but do not demand their support or opposition. • Increase your impact. Get your colleagues, friends, family, and community members to deliver the same message. • Personalize. Use your own words and include your own thoughts and experiences. Women Thrive Worldwide Advocacy Tools & Resources

10. Meeting with Your Government Officials Although letters, e-mails and phone calls are useful advocacy tools, meeting face-to-face with a policy-maker is the most effective way to communicate your interests and concerns. Scheduling a meeting with a government official can be a very difficult process—be persistent and patient. Be courteous to any staff you communicate with. If you can secure a meeting, make it count—be prepared with a consise agenda, and be direct and persuasive. You don't need to be an expert on the issue, you simply need to have a basic understanding and a sincere interest or concern. Women Thrive Worldwide Advocacy Tools & Resources

11. Tips on Meeting with Your Government Officials • Be Prepared. In addition to educating yourself about the key points and latest information on the topics you wish to discuss, you should also find out some basic personal details about your official. • Identify a Group Leader. If you are part of a group, select a spokesperson to lead the discussion and determine who will be discussing which key points. • Focus. You will have only a short period of time to make your case. Before the meeting, identify the main messages and information that best illustrate and "sell" your position. Women Thrive Worldwide Advocacy Tools & Resources

12. Tips on Meeting with Your Government Officials • Introduce Yourself. At the beginning of the meeting, briefly provide information about yourself and your organization. • Be Positive and Polite. Even if your official is an opponent of your issue, try to discuss something positive to begin the meeting – such as thanking him/her for a particular vote, a certain action, or simply for meeting with you. Your argument will not be effective if your tone is excessively critical or combative. Women Thrive Worldwide Advocacy Tools & Resources

13. Tips on Meeting with Your Government Officials • Be Specific. Make a specific request of the policy-maker. Give examples of how a desired action will benefit your country or local region. • Extend Appreciation. Thank your official or their staff for meeting with you and follow-up with a thank you letter which reiterates the specific requests you made during the meeting. • Leave Materials Behind. After your meeting, provide your official and their staff with fact sheets or other pertinent information on issues covered during the meeting. Women Thrive Worldwide Advocacy Tools & Resources