A letter is the most frequently used method for communicating with public officials. Senators pay close attention to their mail because they know that your vote and support can be won or lost by the response you receive to your request or inquiry. Letters are also the quickest and easiest way for you to become involved in the political process and to begin building a quality, long-lasting relationship with your elected representatives. When writing your legislator, this list of suggestions will improve the effectiveness of your letter:
The most effective letter is a personal letter , not a form letter. The key to grassroots success is the show of concern from constituents who care. Personal correspondence will carry that message; a form letter will defeat your purpose.

Clearly identify yourself . It is not necessary to write your letter on printed or formal stationery, but it is very important that you provide pertinent identifying information on your letter i.e., your name, return address, date, phone number. The information verifies that you are a constituent and a voter.

Use proper titles of address. Unless you have an especially close personal relationship with your legislator, following proper protocol is always preferred.

To a Senator (St. Thomas):

The Honorable (Name)
Legislature of the Virgin Islands
P.O. Box 1690
St. Thomas, U.S. Virgin Islands 00804

Dear Senator (Name):

To a Senator (St. Croix):

The Honorable (Name)
Legislature of the Virgin Islands
# 1 Lagoon Street Complex
Frederiksted
St.Croix, USVI 00840



Dear Senator (Name):

NOTE: When writing to the Chair of a Committee or the President of the Senate, it is appropriate to address them as:

Dear Mr. Chairman or Dear Madam Chairwoman
or
Dear Mr. President or Dear Madam President:

To the Governor of the Virgin Islands:

Honorable John P. de Jongh, Jr.
Government House
21-22 Kongens Gade
St. Thomas, U.S. Virgin Islands 00802

Dear Governor

Keep your letter brief and to the point. The shorter, the better, but don't sacrifice facts for brevity. One page, typewritten, is best; two pages should be the maximum. You can always attach additional information or, better yet, send follow-up letters.

Each letter should address only one issue. State the reason you are writing. If your letter pertains to specific legislation, identify the legislation by bill number (e.g., Bill No.: 22-___), sponsor(s), and/or subject.

Briefly explain your position. Be factual enough to support your position, but avoid philosophical and emotional arguments. Explain to your legislator why they should be concerned. Your viewpoint may be one that the legislator has not considered.

Tell your legislator the result you favor. If you believe the legislation is wrong and should be opposed, say so. Say why you think it is wrong, and suggest a better approach or alternative. If you agree with the legislation, indicate you reasons for that, too.

Ask for your legislator's views or position on the issue. Do not demand that your legislator support your views, but be firm in conveying to your legislator that you want to know what she or he does and does not support. NEVER, NEVER be rude or threatening. Your goal is to build a relationship and keep lines of communication open. Do not make the mistake of closing the door in your own face.

Follow up with a letter of thanks when your legislator responds as you requested. Do not be surprised or offended if the response you receive is very general or noncommittal. Thank them for their response, but let them know that the legislation is still very important to you. This is a good time to provide additional information on why the legislation is important to you, and to let your legislator know about others (individuals, groups, organizations, companies, etc.) on your island who share your views.

Personal Meetings with your Legislator(s) Nothing is more effective in building personal relationships and getting your point across than a one-on-one meeting between you and your elected representatives. Knowing the proper way to set up and conduct personal meetings with your legislator, and/or their key staff assistants, will enhance your ability to convey your message about a specific issue.:

Plan your visit carefully. Be clear about what you want to achieve before you make your meeting request. Besides knowing the facts about your issue(s), do a little homework to find out some things about your legislator (i.e., committees they serve on, names of key staff members, stated position or previous votes on your issue, etc.)

Make an appointment. No matter how well you know your legislator, always make an appointment. Contact the legislator's appointment secretary/scheduler, by phone or by letter, to let them know the reason you are requesting a meeting, how much time you think you will need and if others will be joining you for the meeting. If possible, suggest several dates and times for the visit.

Be prompt and patient. When it is time to meet with your legislator, be punctual and patient. It is not uncommon for a legislator to be late, or be interrupted during your meeting. If this happens, be flexible. You may decide to continue the meeting with the staff assistant, or try to reschedule at another time.

Be prepared. Bring information and materials supporting your position, but don't be overwhelming. Present your facts in an orderly, concise, positive manner. Whenever possible, or acceptable, present viable alternatives or a different approach to the issue that your legislator could possibly consider. Information and examples that demonstrate clearly the impact or benefits associated with a particular issue are especially helpful.

Be political. All legislators want to represent the best interests of their district or throughout the territory. And, they want to get re-elected! Make a special effort to demonstrate the connection between what you are requesting and the interests of the member's constituency. If appropriate, describe to your legislator how you and others can be of assistance to them. Offer to become an expert resource to your legislator when issues arise in which you have particular knowledge or experience.

Be responsive. Be prepared to answer questions and provide additional information. Encourage questions. Discuss, do not argue or lecture.

Be polite. You have every right to ask your legislator to tell you what their position is on the issue you have been discussing. If their mind is not made up, ask your legislator to favorably consider the position you have presented. Thank your legislator for their time and the courtesy of meeting with you, and leave promptly.

Always follow up. Immediately send a thank you letter to your legislator. Recap the purpose of your meeting and the points covered, and provide any additional information or materials that might have been requested. Reinforce your interest not only is your issue, but in working with your legislator. Be sure to thank any staff members who helped arrange your meeting, who attended the meeting with your and your legislator, or who have been assigned to work on your issue. Establishing a good relationship with a legislator's staff can be key to a strong, on-going relationship with your legislator.

Phone Calls and Facsimiles
While letters are very effective and the preferred means of establishing contact with your legislator, a telephone call when time is short – just before an important vote – may indeed influence a legislator's decision whether to support or oppose an issue. The following tips will be helpful in making sure your phone call is properly noted:

Before you call, know your facts. What is the bill number, title, and who is the sponsor? What specific section(s) of the bill concerns you? How does the legislation affect your interests, job or livelihood? What alternatives can you suggest to make the legislation better? What action do you want your legislator to take?

When you make your call, be brief, to the point and courteous. Identify yourself as a constituent by giving your name, address and phone number. t is not necessary that you speak directly to your legislator. Leave your message with the person answering the phone, or with the staff person working on the issue. Present your facts and position on the issue. Tell the person what action you would like your legislator to take. Try not to argue. To ensure your message is transmitted to your legislator, request a response in writing. Thank the person for listening to your request. Be ready to answer their questions.

Follow up. Determine how your legislator voted on the issue. If your legislator supported your views, be sure to thank them. If the vote was not what you wanted, note your disappointment but indicate you want to continue working with your legislator and to keep lines of communication open. NEVER, NEVER be rude, impolite or threatening.

The same basic steps should be followed if your choose to send a facsimile (FAX). A legislator usually has a FAX number available for public use. However, it is often difficult to assure that the legislator receives the FAX message. Phone calls are preferable.

Useful Resources for Additional Information
The following addresses and phone numbers are helpful for finding more information. On St. Croix and St. John, you can also contact the local district offices of your legislator. For information regarding legislation, contact the general information number on your island.

Legislature of the Virgin Islands

District of St. Thomas-St. John—1-(340) 774-0880
District of St. Croix— 1-(340)773-2424

Public Information or Media. Call for the status of legislative information. Be sure to know the bill number and/or the sponsor.

District of St. Thomas-St. John - 1-(340) 777-5443
District of St. Croix - 1-(340) 773-2424

Document Rooms. You can order copies of legislation by sending a brief request, with a self-addressed label (not envelope) to the following address for all three islands. There may be a charge, so call first. You can also request them through your legislator's office.

Legislature of the Virgin Islands
Attention: Chief Archivist
P.O. Box 1690
St. Thomas, U.S. Virgin Islands 00804
Telephone: 1-(340) 774-0880
FAX: 1-(340) 693-3659

Legislative Counsel

District of St. Thomas-St. John
Legislature of the Virgin Islands
P.O. Box 1690
St. Thomas, U.S. Virgin Islands 00804
Telephone: 1-(340) 693-3701
FAX: 1-(340) 693-3659

District of St. Croix
Legislature of the Virgin Islands
P.O. Box 4088, C'sted.
St. Croix, U.S. Virgin Islands 00822-4088
Telephone: 1-(340) 712-2212
FAX: 1-(340) 772-4817

Government House - 1-(340) 774-0001

Government House
21-22 Kongens Gade
St. Thomas, U.S. Virgin Islands 00802