Written communications, like personal conversations, should be honest, factual, and both reasonable and firm in tone. For rapid communications, e-mail messages are effective, and even now preferred by many Congressional offices. Fax messages are also fast, but are becoming overused and may get lost in the shuffle. Courier delivery provides both speed and a sense of urgency. Letters from others to demonstrate groundswells of support for your position are also important.
Telephone calls are good further follow-ups, especially with staff people.
Remember, the goal is not just to communicate now and then, but to win the legislator's vote on the immediate issue and to enhance a budding relationship. After the issue is settled one way or the other, write the legislator once again, either to thank him or her for supporting your position or to express appreciation for consideration of your views. They provide forums for discussion of both broad science problems and current issues, while allowing lawmakers to see first-hand what our universities are doing to deliver value to existing programs and how proposed legislation could further enhance or hurt their operations. Start Coalitions and Third-Party Education Programs to involve groups outside the academic community are essential ways to broaden support and leverage influence on major issues. Local community and other producer and business groups should be enlisted, but so should a variety of nontraditional interests who have a shared stake in the outcome of the issue and who can widen public and legislative support in ways not normally available to the academic community.