HOW TO USE THIS TOOLKIT
This toolkit is for NADO members, RDOs and supporters of RDOs like you. The information provided in this toolkit prepares you to effectively meet with your elected representatives and regulatory officials to advocate and lobby for their support of your cause at the federal level. Included in the toolkit are resources for presenting testimony at federal hearings, as well as advocacy strategies for communicating via social media, email, phone calls, planned advocacy days and in-person events.
Meeting directly with elected officials is one of the most effective ways to influence public policy. You can meet face-to-face, virtually or through a phone call. All are great ways to develop a relationship and influence the positions they take on issues affecting NADO’s Public Policy Priorities. Whether you’re a seasoned advocate or just getting started, this guide will help you prepare, engage, and follow up with confidence.
Find Your Policymaker: Visit usa.gov/elected-officials/ or call the Capitol Switchboard at 202-224-3121.
Make your appointment in advance: Call your public official’s office and request a meeting (at least a few weeks in advance, if possible). Members of Congress also typically have an online form on their official government websites to request a meeting with the office or will offer an email address for the person in charge of scheduling their appointments. If you send an email, it should include the following:
Sample Email to Schedule Meeting
Dear [Senator or Congressman/Woman] [Last Name]:
My name is [your name], and I serve as the [title and organization]. As a constituent and an active member of the National Association of Development Organizations, I am writing to request a meeting with you or an appropriate member of the Senator/Representative’s staff to discuss [key issues].
I will be available to meet with you at your [LOCATION] on [DATES YOU ARE AVAILABLE] and would welcome the opportunity to speak with you about these issues. I can be reached at the phone numbers listed below and will look forward to hearing from you regarding a time we can meet. Thank you for your consideration.
Respectfully,
[Your Name]
[YOUR ADDRESS]
M: [YOUR MOBILE PHONE]
O: [YOUR OFFICE PHONE]
H: [YOUR HOME PHONE]
Be Flexible: Congressional recesses are ideal for in-district meetings or town halls. This time is designated for legislators to meet with their constituents in their home states or districts. Offer date options and be open to meeting with staff, they’re influential too. Click here to see the 2025 congressional schedule.
Follow Up on Request: A day or two after you anticipate your communication has arrived, follow up with a phone call to your legislator’s local office. Ask for the person in charge of scheduling your lawmaker’s appointments. The following script can help guide your conversation.
Hello, my name is [YOUR NAME]. I wanted to follow up on my request to meet with Congressman/ Senator [NAME], or the appropriate staffer, regarding [issues you included in email request].
Write down the date, time and person you spoke with. If you have not heard back in a few days, call again to follow up. Be polite but persistent!
Confirm Your Appointment: The day before your meeting, call your legislator’s office, or email the appropriate staffer, to confirm your appointment. Your legislator’s office may request a list of those who will be attending the meeting, if there are attendees other than yourself. It is always helpful to send any resources you may bring electronically ahead of time.
Know Your Official: Learn as much as possible about your federal officials and where they stand on issues, especially ones that directly impact the work of RDOs. What committees do they serve on? Have they joined a congressional caucus related to your issues? How have they voted in the past? What is their political philosophy? Does their previous work or volunteer experience intersect with your work?
Officials who support your position can help you develop your strategy; those who “don’t know” need more of your attention; and those who are opposed can sometimes be persuaded to change their minds. Never assume you know what your official thinks – find out! Usually, there is a copy of their biography and information about their positions on their web sites.
Know the District: One of the first questions the policymaker or their staff will ask is how this impacts their constituents. Be sure to research their congressional district to understand the local issues, demographics, and economic concerns that matter most to their constituents. This knowledge will help tailor your message to show how your issue aligns with the needs of their district priorities and increases the chances of gaining their support. It also demonstrates respect for their role and a thoughtful, strategic approach to advocacy.
Know the Goal: Focus on one issue and make a clear ask. Are you asking your legislator to vote for or against a bill? Co-sponsor a measure? Support certain funding levels? Policymakers and their staff have limited time, so having a specific request makes your visit more effective.
Know Your Story: Use talking points to stay focused and share how the issue affects you or your community. Personal stories help illustrate why your issue is important and leave a lasting impact.
“Data makes you credible, stories make you memorable.”
In addition to understanding the local impacts of the policy, you should become familiar with NADO’s public policy priorities, which can be found in the NADO Advocacy Resources tab at nado.org/advocacy-resources. Additionally, we encourage you to contact NADO’s Government Affairs staff to assist in providing you with any pertinent information prior to your meeting.
Plan Ahead: Decide who will join you — an individual meeting is also fine. Bringing other NADO members or partners who represent the communities affected by the issue you are discussing can even further strengthen your message. But, if you’re meeting in a group, appoint a “meeting leader,” and plan a speaking roles beforehand. This will not only ensure that everyone can speak but allows for a more efficient meeting by limiting interruptions or gaps in speaking.
Bring Materials: Bring visual materials (one-pagers, infographics, etc) to leave behind with the policymaker or their staff. These materials provide a clear, concise summary of your key messages, priorities, and asks. They also serve as a reference for staff after the meeting, helping to reinforce your position and ensuring your issue remains top-of-mind amid a busy legislative agenda. Well-crafted leave-behinds also enhance your credibility and make it easier for offices to follow up or take action.
Be Professional: When it is time to meet with your policymaker, dress professionally, be punctual and patient. It is not uncommon for an official to be late or to have a meeting interrupted due to their crowded schedule. If interruptions do occur, be flexible. If the opportunity presents itself, continue your meeting with staff. Bring concise written information (the shorter the better–e.g., a fact sheet) supporting your ask and its importance to their district.
Select a Meeting Leader: If there are two or more people attending the meeting, identify someone ahead of time to lead the discussion and ask other members of the group to speak as the discussion moves along.
State Your “Ask”: After the initial handshakes and introductions, state that you are a member of NADO, share some demographic information (your title and organization), what you want to talk about and why. If you are advocating for a specific bill, be sure to refer to it by number, explain its status and indicate what action you would like the official to take. Be direct, but polite.
Make it Local: Focus on how the issue affects their district or state. Share personal stories, local data, or community examples to make your message more relatable and impactful. Policymakers are more likely to take action when they see how an issue directly affects their constituents.
Listen carefully and answer questions truthfully: Allow the official to share their insights or positions with you. Though you may not agree, this gives you the chance to respond based on your knowledge and experience. Do not argue, rather listen carefully and identify issues of concern or differences of opinion, and look for commonalities as well. Answer all questions to the best of your ability. If you do not know the answer to a question, say you do not know and promise to find the answer and get back to them.
Summarize major points: Wrap up the meeting by summarizing the major points of discussion and leave behind a fact sheet with your name, address and phone number. Send the fact sheet via email to the staffer or legislator that you met with if you attended a virtual meeting, or as a follow-up to in-person meetings so they have an electric copy.
Take Pictures: Capitol Hill is a historic location, and there are many photo opportunities. Taking photos of the buildings, of your policymaker’s office plaque or even with the member or staffer you met with (with their consent, of course) is a great way to spread the word on your issue and encourage your peers to advocate as well. Don’t forget to tag NADO on X/Twitter (@NADOPolicy) or on LinkedIn to help amplify your message.
Send a Thank You: Within 48 hours, send a thank-you note that includes your appreciation for the meeting, a restatement of your ask and include any requested follow-up materials. Additionally, include your contact information again so the staffer you met with has a way to contact you.
Update NADO: After the meeting, reach out to NADO’s Government Relations team at [email protected] and let us know how the meeting went. Tracking member meetings helps us in our broader strategy efforts. It is especially important for NADO staff to hear about your legislators’ support or opposition to positions, willingness to co-sponsor legislation, or other issues.
Stay Engaged: Keep building strong relationships with your policymakers and their staff beyond just advocacy. Here are some effective ways to stay connected: