Lobbyists, campaigners, and advocacy professionals know that the first step to influencing parliamentary debate is often a carefully structured approach to an MP. Given the high volume of correspondence MPs receive, particularly from constituents, lobbyists must be especially clear, concise, and professional in their communication.
Here's a practical checklist for ensuring your email or meeting request has the best chance of being read and acted upon.
1. Be Strategic in Targeting
- MPs are primarily accountable to their own constituents. If you are writing as a lobbyist, be transparent about your role and who you represent.
- Where possible, connect your issue to the MP's constituency, committee membership, or ministerial brief. This makes it easier for staffers to justify prioritising your request.
2. Use a Clear Subject Line
- The subject line should flag both the issue and the request.
- Example: "Briefing request: Renewable energy investment (for BEIS Committee member)".
- Staffers often scan inboxes quickly, as such, clarity here is essential.
3. Introduce Yourself and Your Organisation
- Begin with your name, role, and organisation.
- Acknowledge openly that you are contacting them in a professional lobbying or advocacy capacity.
- If you represent businesses, charities, or sector groups relevant to the MP's constituency, emphasise that local connection.
4. Summarise in the Body of the Email
- Even if you attach a briefing note, ensure the core message appears in the email itself.
- Use two to three sentences to explain:
- What the issue is,
- Why it matters,
- What action you are requesting (e.g. meeting, support for an amendment, raising the issue in committee).
- Many staffers will not open attachments unless they already see the relevance.
5. Keep It Concise and Action-Oriented
- Parliamentary staff are time-poor. Avoid long background explanations.
- Instead, get to the 'ask' early: do you want a meeting, their support for a particular amendment, or attendance at a roundtable?
- Provide essential evidence only. if more depth is needed, staff can request it.
6. Be Respectful of Parliamentary Protocol
- MPs are under no obligation to meet lobbyists. Frame your request as an opportunity for the MP to engage with stakeholders or gain insights useful to their parliamentary role.
- Avoid suggesting that support is already expected; instead, invite collaboration.
7. Follow Up Professionally
- If you receive no reply, follow up once after a reasonable interval (typically a week during sitting times).
- Be polite, brief, and simply restate your request.
As a lobbyist, your role is to make life easier for parliamentary staff. That means being transparent, concise, and aligning your issue with the MP's responsibilities. The clearer and more relevant your message, the more likely it is to secure attention and action.
Zavlone exists to make the lives of public affairs professionals easier. Get in touch, we'd love to help.