Writing to a Member of Congress
Once Congress agrees upon a final Budget Resolution, the next step is to determine funding allocations for the 13 appropriations subcommittees in each chamber. After receiving their allocations, subcommittee chairs, beginning in the House, will begin drafting the legislation that will fund the agencies and programs under their jurisdiction. That is THE TIME to contact appropriators regarding concerns over funding for particular programs.
One of the best ways to communicate with a Member of Congress is through a well-reasoned personal letter. Taking the time to write a letter shows sincerity and thoughtfulness. Your correspondence will more effective if you follow these guidelines:
Timing is important. A letter sent after Congress acts is a missed opportunity, while correspondence sent months before an issue is considered is likely to be forgotten. The House will be acting on appropriations bills in the next few weeks. The Senate will act soon after. Now is the time to write!
Limit your letter to one page and one subject. Avoid scientific jargon.
In the first paragraph, explain your reason for writing. Briefly note your “credentials,” and include other pertinent information.
In the second paragraph, describe the importance of the issue. Cite relevant facts and avoid emotionalism. Frame your discussion from a national, rather than a personal, perspective. In the third, and concluding paragraph, request (not demand) a specific action. Thank the Member for his/her consideration of your views. Offer assistance.
Ensure that your letter is legible, and includes your name, address, and telephone number. Traditional correspondence is more easily handled, and is generally thought to be more effective, than electronic mail in many congressional offices. Faxes should be avoided unless there are time constraints.
The correct address style is:
The Honorable __________ The Honorable __________ United States House of Representatives United States Senate Washington, D.C. 20515 Washington, D.C. 20510 Dear Representative __________: Dear Senator __________: Cite a specific bill when possible. You may contact us at the Government and Institutional Relations Office of the American Institute of Physics for assistance (fyi@aip.org ) Rosters of the House and Senate Appropriations subcommittee members with jurisdiction over selected R&D agencies can be found on AIP’s Physics and Government Page as listed below. For the agency or program you are interested in, refer to the relevant bill by its proper title, as follows:
For NIST: The FY 1998 Commerce, Justice and State appropriations bill. (See http://www.aip.org/gov/doc.html for committee rosters.)
For DOD: The FY 1998 Defense appropriations bill. (See http://www.aip.org/gov/dod.html for committee rosters.)
For DOE civilian R&D: The FY 1998 Energy and Water Development appropriations bill. (See http://www.aip.org/gov/doe.html for committee rosters.)
For NASA: The FY 1998 VA/HUD/Independent Agencies appropriations bill. (See http://www.aip.org/gov/nasa.html for committee rosters.)
For NSF: The FY 1998 VA/HUD/Independent Agencies appropriations bill. (See http://www.aip.org/gov/nsf.html for committee rosters.)
Information on the Administration’s FY 1998 request for each of these agencies, and the latest congressional action, is available at http://www.aip.org/gov/budginfo.html
Tips for visiting your Members of Congress can also be found on AIP’s Physics and Government page at http://www.aip.org/enews/fyi/1996/fyi96.011.txt
