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COMMUNICATION TIPS
Tips On Telephoning Your Virginia Legislators
To find your legislator’s phone number, contact the Constituent Viewpoint Hotline at 1-800-889-0229 and ask for your Senator’s or Delegate’s office. You can also find out who is your Senator or Delegate by clicking here.
Remember that telephone calls are often taken by a staff member, not the legislator. Ask to speak with the legislative aide.
After identifying yourself, tell the aide you would like to leave a brief message, such as: “Please tell Senator/Delegate (Name) that I support/oppose (Senate Bill ___/House Bill ___).”
You will also want to state reasons for your support or opposition to the bill. Ask for your Senator’s or Delegates position on the bill. You may also request a written response to your telephone call. Often, the staff will request your name and address. Please remember that if the legislative aide is not available, please leave your brief message with the staff member taking your call.
Tips On Writing to General Assembly Members
The letter is the most popular choice of communication with a General Assembly office. If you decide to write a letter, this list of helpful suggestions will improve the effectiveness of the letter:
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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: H.R. ______, Senate Bill: S.B. ______
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Be courteous, to the point, and include key information, using examples to support your position.
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Address only one issue in each letter; and, if possible, keep the letter to one page.
Addressing Correspondence
To a Senator:
The Honorable (full name)
General Assembly Building
Richmond, VA 23219
Dear Senator:
To a Delegate:
The Honorable (full name)
P.O. Box 406
Richmond, VA 23218
Dear Delegate:
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:
Tips On E-mailing General Assembly Members
Generally, the same guidelines apply as with writing letters to General Assembly members. You may find and e-mail your legislators directly from this web site. Sign up for our e-advocacy program!
VISITING THE VIRGINIA LEGISLATURE
Meeting with a member of the General Assembly is a very effective way to convey a message about a specific legislative issue. Below are some suggestions to consider when planning a visit to a legislator’s office.
Plan Your Visit Carefully:
Be clear about what it is you want to achieve, determine in advance which member or committee staff you need to meet with to achieve your purpose.
Make an Appointment
When attempting to meet with a member, contact the Legislative Aide. Explain your purpose and who you represent. It is easier for staff to arrange a meeting if they know what you wish to discuss and your relationship to the area or interests represented by the member.
Be Prompt and Patient:
When it is time to meet with a member, be punctual and be patient. It is not uncommon for a legislator to be late, or to have a meeting interrupted, due to the member’s crowded schedule. If interruptions do occur, be flexible. When the opportunity presents itself, continue your meeting with a member’s staff.
Be Prepared:
Whenever possible, bring to the meeting information and materials supporting your position. Members are required to take positions on many different issues. In some instances, a member may lack important details about the pros and cons of a particular matter. It is therefore helpful to share with the member information and examples that demonstrate clearly the impact or benefits associated with a particular issue or piece of legislation.
Be Political:
Legislators want to represent the best interests of their district or state. Whenever possible, demonstrate the connection between what you are requesting and the interests of your member’s constituency. If possible, describe for the member how you or your group can be of assistance to him/her. Where it is appropriate, remember to ask for a commitment.
Be Responsive:
Be prepared to answer questions or provide additional information, in the event the member expresses interest or ask questions. Follow up the meeting with a thank you letter that outlines the different points covered during the meeting, and send along any additional information and materials requested.
THE LEGISLATIVE PROCESS
Introduction:
Anyone may draft a bill; however, only members of the General Assembly can introduce legislation, and by doing so become the sponsor(s). There are two basic types of legislation: bills and joint resolutions. The official legislative process begins when a bill or resolution is numbered - SB. signifies a Senate Bill and HB signifies a House Bill (SJR signifies Senate Joint Resolution and HJR signifies House Joint Resolution) – referred to a committee and printed by Legislative Services.
Step 1. Referral to Committee:
With few exceptions, bills are referred to standing committees in the House and Senate according to carefully delineated rules of procedure.
Step 2. Committee Action:
When a bill reaches a committee it is placed on the committee’s calendar. A bill can be referred to a subcommittee or considered by the committee as a whole. It is at this point that a bill is examined carefully and its chances for passage are determined. If the committee does not act on a bill, it is the equivalent of killing it.
Step 3. Subcommittee Review:
Often, bills are referred to a subcommittee for study and hearings. Hearings provide the opportunity to put on the record the views of the executive branch, experts, other public officials, supporters and opponents of the legislation. Testimony can be given in person or submitted as a written statement.
Step 4. Mark Up:
When the hearings are completed, the subcommittee may meet to “mark up” the bill, that is make changes and amendments prior to recommending the bill to the full committee. If a subcommittee votes not to report legislation to the full committee, the bill dies.
Step 5. Committee Action to Report a Bill:
After receiving a subcommittee’s report on a bill, the full committee can conduct further study and hearings, or it can vote on the subcommittee’s recommendations and any proposed amendments. The full committee than votes on its recommendation to the House or Senate. This procedure is called “ordering a bill reported.”
Step 6. Scheduling Floor Action:
After a bill is reported back to the chamber where it originated, it is place in chronological order on the chamber’s calendar.
Step 7. Debate:
When a bill reaches the floor of the House or Senate, there are rules or procedures governing the debate on legislation. These rules determine the conditions and amount of time allocated for general debate.
Step 8. Voting:
After the debate and the approval of any amendments, the bill is passed or defeated by the members voting.
Step 9. Referral to Other Chamber:
When a bill is passed by the House or Senate it is referred to the other chamber where it usually follows the same route through committee and floor action. This chamber may approve the bill as received, reject it, ignore it, or change it.
Step 10. Conference Committee Action:
If only minor changes are made to a bill by the other chamber, it is common for the legislation to go back to the first chamber for concurrence. However, when the actions of the other chamber significantly alter the bill, a conference committee is formed to reconcile the differences between the House and Senate versions. If the conferees are unable to reach agreement, the legislation dies. If agreement is reached, a conference report is prepared describing the committee members recommendations for changes. Both the House and Senate must approve the conference report.
Step 11. Final Actions:
After a bill is approved by both the House and Senate in identical form, it is sent to the Governor. If the Governor approves of the legislation he/she signs it and it becomes law. If the Governor opposes the bill he can veto it; or, if he takes not action after the General Assembly has adjourned its session, it is a “pocket veto” and the legislation dies.
Step 12. Overriding a Veto:
If the Governor vetoes a bill, the General Assembly may attempt to “override the veto.” This requires a two thirds roll call vote of the members who are present in sufficient numbers for a quorum.
HOW TO ORDER A BILL
For a free copy of a House or Senate bill, order by bill number and send a self-addressed label to:
Bill Room
P.O. Box 654
Richmond, VA 23218
Or call (804) 786-6984 where copies of bills, resolutions and printed reports may be requested.
On line bill information can be obtained by clicking here.
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