Communicating With Congress

The following information is based on the AIP brochure, “Communicating with Congress.” For a copy of this brochure, send a self-addressed, stamped (29 cents) long business envelope to: AIP, Government and Institutional Relations, One Physics Ellipse, College Park, Maryland 20740-3843.

WRITING TO A MEMBER OF CONGRESS:

Limit the letter to one page, and usually one subject.

The letter must be legible.

Organize your letter into three distinct paragraphs:

In the first paragraph: State your reason for writing Establish your “credentials”

In the second paragraph: State your position Use facts to back up your position Describe the legislation’s impact on you Note the bill number (H.R. xx or S. xx) when appropriate

The final paragraph asks for some type of action.

Recommended address format:

The Honorable___________

United States Senate

Washington, DC 20510

Dear Senator__________:

The Honorable __________

United States House of Representatives

Washington, D.C. 20515

Dear Representative___________:

Send your letter in care of the relevant committee when you are writing to a Member of Congress who does not represent your district or state. See FYIs #11 and 12 for selected appropriations subcommittee rosters.

MEETING WITH A MEMBER OF CONGRESS:

Make your appointment at least 3-4 weeks in advance Capitol switchboard telephone number: 202-224-3121 Consider arranging a meeting in the state or district office

Be prepared Research the issue Cite the bill number and title of any legislation involved Research the background and interests of your Member of Congress

Keep to the point of your visit Choose a small number of issues Make your case early in the visit

Select one spokesperson for group meetings Try to include at least one constituent of the Member

Plan your presentation Expect your meeting to last about 15 minutes

Congressional aides These staff members are dedicated and influential Staff aides often draft key components of legislation Staff aides frequently meet with constituents

Leave a one-page summary End your appointment on time Thank the legislator or aide

Follow up with a thank you letter Take the opportunity to stress the key points of your visit Offer to provide assistance