Communicating with Congress -- Tips for Correspondence, Appointments

Within the next few weeks, Congress will start consideration of legislation important to the science community. The following recommendations for effective communications are from the AIP brochure, “Communicating with Congress.” Please send a stamped, self-addressed, business-sized envelope for a copy of the full brochure to: AIP Office of Government & Institutional Relations; 1630 Connecticut Avenue, NW; Suite 750; Washington, D.C. 20009.

WRITING TO A MEMBER OF CONGRESS:

One of the most effective ways to communicate with a Member of Congress is through a well-reasoned personal letter. Your correspondence is more likely to have an impact if you follow these guidelines:

Limit your letter to one page.

A typewritten letter is preferable. Be sure a handwritten letter is legible. Include your full name and address in your correspondence.

Discuss one issue. Multiple subject letters are more difficult to answer, and you are less likely to receive a direct reply.

A three paragraph format is often most effective. In the first paragraph, state your reason for writing, and your “credentials.”

Provide greater detail in the second paragraph. Be factual rather than emotional, and specific rather than general. Discuss how the subject affects you and others. Cite the bill title or number when possible.

In the third paragraph, request action: a vote for or against a bill, or consideration of a different approach.

If you are not a constituent of the Member of Congress to whom you are writing, send your letter in care of the appropriate committee.

Suggested address style:

The Honorable

United States Senate Washington, D.C. 20510

Dear Senator ;

The Honorable

U.S. House of Representatives Washington, D.C. 20515

Dear Mr./Ms. (or) Rep.

MEETING WITH A MEMBER OF CONGRESS:

A personal meeting with your Member of Congress can be very effective. Members and staff meet with constituents every day. It is not uncommon to request an appointment in either the Washington or home district office. Consider inviting the Member to your laboratory, office, or special function. Some guidelines for an effective meeting are:

Schedule an appointment at least three to four weeks in advance. Identify who will be attending, the subject to be discussed, and the amount of time needed. Reconfirm your appointment before visiting. The U.S. Capitol switchboard number is 202-224-3121.

Prepare your presentation by researching the issue, relevant legislation, and the background of the Member.

If your appointment involves more than one person, decide on a spokesperson in advance. Select a small number of issues to be discussed. Expect your appointment to last about 15 minutes.

Follow the correspondence guidelines in structuring your appointment.

Since Members of Congress are very busy, you may meet with a congressional staff member. Legislative staff are dedicated and influential, and often draft key components of legislation.

Provide, as appropriate, additional material for later review.

Arrive and depart on time, thanking the Member for his or her time and courtesy.

Follow-up your appointment with a thank you letter summarizing the key points of your visit.