Visiting your local legislator or congressman is a key step in maintaining a responsible state-citizen relationship. The growth and development of your area benefit hugely from such interactions. Many times your local representatives stay busy with their hectic schedules. They barely manage the time for a one-on-one conversation with the people who elected them. So if you get the opportunity to meet a congressman, ensure you make the most out of it.
Your reasons for meeting your legislator may vary. The topics can range from federal issues like funds for research, federal regulations and federal legislation. You may also choose this opportunity to voice your own personal suggestions which the congress can pick up (if they like it).
Needless to say, be prepared before you make a visit to your congressman. Most guests are allowed, at most, 15 to 20 minutes to present their case. Ensure that you have rehearsed what you have to say and carry the necessary documents and proofs. Your information packet (which will be handed out to the congressmen) should include a one-pager describing your case. It should also carry pieces of publications or local news that back your claim or proposal. Keep the information precise and be polite in your written as well as verbal language. Be prepared to answer follow-up questions from the other party. Do not lie if you are unsure and do not get into an argument.
After your meeting, the congressman may or may not tend to your appeal. This depends on many factors like your presentation, the congressman himself/herself and the priority list of the senate. What should remain unchanged is a thank you letter that you must write to the congressman for giving you his/her time.
Continue reading to find out how to write a good thank you letter.
What is a Thank you Letter to Congressman?
A thank you letter to congressman is a letter written after your meeting with the congressman. It can be written by hand or e-mailed to the congressman. After the meeting is concluded, you may receive a business card from one of the staff members. If you do not receive one, ask for a card politely. The business card will contain the congressman’s office address and work email id.
Be prompt in writing a thank you letter to the congressman. You do not want to delay too much. Politicians meet dozens of new people every day. They may forget you if too much time passes by. They are human after all and have many important responsibilities to execute. Once you write and send the letter, wait patiently for a response. It may take a while as congressmen run a busy schedule.
When is a Thank you Letter to Congressman Required?
You need to write a thank you letter to your congressman after meeting them. It is a courteous gesture on your part. The congressman, as mentioned earlier, has many tasks on his/her plate. He/she took out the time to listen to your case, grievances or suggestions. You should thank him/her for the opportunity.
Writing a thank you letter works in your favor as well. As mentioned earlier, congressmen interact with many new faces on the daily. It is likely that they will forget you (and perhaps your proposal) if you do not remind them of your meeting. A thank you letter acts like a good reminder to the congressman and his/her team. It also leads to a deeper professional relationship between the two of you- one that is built on mutual respect and politeness.
A thank you letter serves another important purpose. It is the perfect way to reiterate and re-emphasize key points from the meeting. You may also choose to attach additional information or proof to sell your case better. Remember to include your address in the district. Legislators usually answer only to correspondence from constituents.
Hopefully, now you have understood the meaning and the need for a thank you letter. Next, you will learn some important pointers to draft the perfect thank you letter to congressman.
Tips on How to Write a Thank you Letter to Congressman
Writing a letter promptly to your congressman implies good intention. But the content of your letter is what will eventually make a lasting impression. It will increase your proposal’s odds for success.
Here are some essential tips for writing an effective Thank you letter to Congressman –
Be Direct
You must state your subject clearly in the email subject line. If you are writing by hand, mention the subject in the first sentence of the letter. Try to address a single issue in the letter. Due to their busy schedules, congressmen and their staff sift through emails and letters by reading the subject line. Your letter can get lost in the mail if the reader cannot tell what it is about right away. A subject line also helps the staff categorize letters and emails according to issues and proposals. So help them work better and faster.
Be Informative
Remember to identify yourself as a fellow constituent. Congressmen usually respond only to people from their constituency. Write your views and support them with the best of information and knowledge available to you. In some cases, the letter may be too small to incorporate all the necessary information. If this happens, mention the other facts and proofs that you would like to share. Add a line informing the congressman – if he/she needs further information, you will send it across as soon as possible. For technicalities, cite the bill number of the legislation in question, if appropriate.
Be Inquiring
Request the policymaker to share his/her point of view. Ask them how they plan to vote on the relevant legislation. This is an important step in building a productive conversation. Either party may end up discovering something new, which may change things for the better. The response to your letter will vary by office. Do not be impatient for an answer. Sending mails over mails demanding a reply will turn off your Congressman. Some offices may choose to respond in a form format, while others may not reply at all. If this happens, wait for some time before you drop another letter or email. Try addressing it to the Congressman’s staff this time.
Be Courteous and Factual
Give the issues a personal touch, but keep the facts intact. For example, you can describe how the issue under discussion affects your daily life. Before you state your case, follow up on your research. Talk to other people in your locality if necessary. While addressing the Congressman, do not be rude. Regardless of the graveness of the issue at hand, politeness and professionalism must be maintained. Demands, threats, warnings or foul language will land you in trouble. You may never get another opportunity to present your case before the congress.
Be Constructive
Keep a positive tone. Do not keep complaining about your issue and do not resort to blaming the policymakers for everything. Instead, offer some suggestions and recommendations about how the congressman should go about addressing the problem. This will help the legislators make up their minds better. Being optimistic and proactive also leaves a good impression. You will come across as a responsible and intelligent citizen. It greatly increases your chances of being heard again.
Be Specific
Emphasize how the issue affects the hometown constituency. Try to write in first person (using “I” statements) and provide specific examples and cite precise times. Precision will help you convey your message with minimum words. The Congressman and his/her staff will appreciate your effort for saving their time. It will also assist the Congressman in making his/her own notes for the voting.
Be Helpful
Provide your contact information. Also, offer to arrange for additional information or proof if required. Remember, you and your Congressman aim to play for the same team.
Be Appreciative
Express your gratitude to the congress members for giving you their time. Write the thank you letter as soon as possible and send it promptly. Keep a track on the issue and send a follow-up thank you letter if the voting goes your way. Keeping in touch with the policymakers will give you more credibility as an informed citizen.
Be Concise
Limit the number of words you use. As mentioned earlier, legislators and their staff members have very tight schedules. A long letter is discouraging to read. They are unlikely to go through your letter if it takes too much time to finish. So maintain a word limit. If it is handwritten, the letter should not exceed a page. For emails, let the word limit be 500 words or fewer.
Samples of How to Write a Thank you Letter to Congressman
Citing examples truly drives home the point. Here are some samples to guide you in writing a thank you letter to Congressman –
Sample 1
USE THIS IF YOU MET THE CONGRESSMAN DIRECTLY
The Honorable (Name of the Representative)
US House of Representatives
Washington, DC 20515
(OR)
The Honorable (Name of the Senator)
US Senate
Washington, DC 20515
Subject: <Describe the issue in one line>
Dear Representative/Senator (Name of Representative/Senator)
I would like to share my appreciation for the chance to meet with you while I was visiting Washington, DC. I understand that you are very busy. I am truly grateful that you took out the time to listen to issues that are paramount to <specify the issue>.
You will remember that we discussed <write down the key points from your discussion. For example – funding for senior projects and programs, long-term supports and services, or any other issues>.
<You may include some important points you want to emphasize from the meeting.>
<In case you promised to provide some additional information, mention it here.>
I look forward to solidifying this relationship with you and your committed staff. Meanwhile, if I can be of any help, please contact me without hesitation.
Yours sincerely,
<Write your name, title and organization>
Sample 2
The Honorable (Name of the Representative)
US House of Representatives
Washington, DC 20515
(OR)
The Honorable (Name of the Senator)
US Senate
Washington, DC 20515
Subject: <Describe the issue in one line>
Dear Representative/Senator (Name of Representative/Senator)
This is to share my gratitude for the opportunity to interact with you on my visit to Washington, DC. You are very busy and I truly appreciate that you took out the time to listen to concerns that are important to <specify the issue>.
As you will recall, we talked about <write the key points from your discussion. For example – funding for senior projects and programs, long-term supports and services, or any other issues>.
<You may include some important points you want to emphasize from the meeting.>
<In case you promised to provide some additional information, mention it here.>
I am looking forward to consolidating our relationship for a better and progressive future. If you require any assistance or further information, please contact me without hesitation.
Yours sincerely,
<Write your name, title and organization>
Sample 3
USE THIS IF YOU ONLY MET THE STAFF, NOT THE CONGRESS MEMBERS
The Honorable (Name of the Representative)
US House of Representatives
Washington, DC 20515
(OR)
The Honorable (Name of the Senator)
US Senate
Washington, DC 20515
Subject: <Describe the issue in one line>
Dear Representative/Senator (Name of Representative/Senator)
I would like to share my appreciation for the chance to meet with <write down Staffer’s name> while I was visiting Washington, DC. I understand that your staff is very busy. I am truly grateful that they took out the time to listen to issues that are paramount to <specify the issue>.
<Name of the Staffer> and I had a very constructive conversation regarding <write down the key points from your discussion. For example – funding for senior projects and programs, long-term supports and services, or any other issues>.
<You may include some important points you want to emphasize from the meeting.>
I look forward to solidifying this relationship with you and your committed staff. Meanwhile, if I can be of any help, please contact me without hesitation.
Yours sincerely,
<Write your name, title and organization>
Sample 4
The Honorable (Name of the Representative)
US House of Representatives
Washington, DC 20515
(OR)
The Honorable (Name of the Senator)
US Senate
Washington, DC 20515
Subject: <Describe the issue in one line>
Dear Representative/Senator (Name of Representative/Senator)
I am writing to express my appreciation for the opportunity to interact with <write the Staffer’s name> on my visit to Washington, DC. Your staff is very busy, and I am grateful for the time they took out for me. They sincerely listened to my proposal that is significant to <specify the issue>.
I had a very productive discussion with <Name of the Staffer> concerning <write the key points from your discussion. For example – funding for senior projects and programs, long-term supports and services, or any other issues>.
<You may include some important points you want to emphasize from the meeting.>
I look forward to strengthening the relationship with you and your dedicated staff. In the meantime, for any help or query related to the <specify the issue>, please contact me without hesitation.
Yours sincerely,
<Write your name, title and organization>
Sample 5
USE THIS TO WRITE DIRECTLY TO STAFF MEMBER WHOM YOU MET
Subject: <Describe the issue in one line>
Dear <Name of the Staff Member>
I would like to share my appreciation for the chance to meet with you while I was visiting Washington, DC.
You will remember that we discussed <write down the key points from your discussion. For example – funding for senior projects and programs, long-term supports and services, or any other issues>.
<You may include some important points you want to emphasize from the meeting.>
<In case you promised to provide some additional information, mention it here.>
I look forward to solidifying this relationship with you. Meanwhile, if I can be of any help, please contact me without hesitation.
Yours sincerely,
<Write your name, title and organization>
