Contact Your Congressperson

Tips for Writing to Your Congressperson, Sending an Email and Suggestions for a Personal Visit

First, identify your Congressperson and find contact information here. Other resources include www.house.gov and www.senate.gov.

Members of Congress prefer to hear from their constituents by email. It’s faster, easier to sort and doesn’t present any security risks. House members and Senators usually have a direct email address in the format: member.name@senate.gov or member.name@house.gov but it is usually unpublished. To avoid spam and letters from people in other states, Senators and Representatives may require constituents to use a web form and include an address and other information as part of the correspondence.

Your email should be in the same format as would be a printed letter:

Your Name
Address
City, ST, ZIP

Dear (title)(last name),

Start your message here.

Your Signature

Your Name
Your Address
Your Phone Number

If you decide to write a letter, this list of helpful suggestions will improve the effectiveness of the letter:

  1. Your purpose for writing should be stated in the first sentence of the letter. If the letter pertains to a specific piece of legislation, identify it accordingly, e.g., House bill: H.R. _____, Senate Bill: S. _____. (for bill numbers try Thomas The Library of Congress to search with words or phrases or details of a bill number you may know).
  2. Be courteous, to the point, and include key information, using examples to support your position. State reasons for your position. Tell how the issue affects you and your community.
  3. Address only one issue in each letter; and, if possible, keep the letter to one page.
  4. Make sure your letter is timely. Write when legislation is pending in committee.

Addressing Correspondence

To a Senator:

The Honorable (full name) 
United States Senate 
Washington, DC 20510

Dear Senator ______(full name)_________:

To a Representative:

The Honorable (full name) 
United States House of Representatives 
Washington, DC 20515

Dear Representative ______(full name)_________:

Note: When writing to the Chief of Staff of a Committee or the Speaker of the House, it is proper to address them as:

Dear Mr. Chairman or Madam Chairwoman: or
Dear Mr. Speaker or Madam Speaker:

Note: If you know the exact address of the Member, use his or her building and room number in place of the general address: United States Senate, or United States House of Representatives. This information can often be obtained through searches at:

Visiting Capitol Hill

Meeting with a member of Congress or congressional staff is an effective way to convey a message about a specific legislative issue. Below are some suggestions to consider when planning a visit to a congressional office.

Plan Your Visit Carefully
Be clear about what it is you want to achieve; determine in advance which member or committee staff you need to meet with to achieve your purpose. Call AADE at 800.338.3633 if you need help with this.

Make an Appointment
When attempting to meet with a member, contact the appointment secretary/scheduler. Explain your purpose and who you represent. It is easier for congressional staff to arrange a meeting if they know what you wish to discuss and your relationship to the area or interests represented by the member.

Be Prompt and Patient
When it is time to meet with a member, be punctual and be patient. It is not uncommon for a Congressman or Congresswoman to be late, or to have a meeting interrupted, due to the member’s crowded schedule. If interruptions do occur, be flexible. When the opportunity presents itself, continue your meeting with the member’s staff.

Be Prepared
Whenever possible, bring to the meeting information and materials supporting your position. Members are required to take positions on many different issues. In some instances, a member may lack important details about the pros and cons of a particular matter. It is therefore helpful to share with the member information and examples that demonstrate clearly the impact or benefits associated with a particular issue or piece of legislation.

Be Political
Members of Congress want to represent the best interests of their district or state. Wherever possible, demonstrate the connection between what you are requesting and the interests of the member’s constituency. If possible, describe for the member how you or your group can be of assistance to him/her. Where it is appropriate, remember to ask for a commitment.

Be Responsive
Be prepared to answer questions or provide additional information, in the event the member expresses interest or asks questions. Follow up the meeting with a thank you letter that outlines the different points covered during the meeting, and send along any additional information and materials requested.

Visiting Your Members of Congress at Their Local Offices

Preparing for the Visit

  • Make an appointment to visit your member of Congress when s/he is home on weekends or during congressional recesses.
    • Make the appointment 2-3 weeks in advance. Their calendars fill up quickly, so arrange the meeting as early as possible – even before the recess begins!
    • Members of Congress may be travelling to various districts while home, so be sure to find out their availability at your local district office. To find your member’s local district office, please visit the Senate web site or the House of Representatives web site.
    • Be persistent – you may need to make more than one call to arrange the meeting.
    • You may need to meet with a staff person if the member is unavailable.
    • Make clear which issue(s) you want to discuss. This is also important to ensure you meet with the appropriate staff person who works on the issue.
    • Get a sense of timing as to how long the meeting will last. This will help you prepare what points you want to convey in the time you have with the member or their staff.
  • Gather information. Learn about your legislators’ records and issues of interest. Become familiar with the opposition’s views and arguments on the issues to help you answer questions that may arise.
  • Prepare materials to leave with the legislator or staff such as copies of relevant fact sheets or a memo summarizing your main concerns.
  • Work in coalition to underscore the broad appeal of your position. Agree on specific talking points and lobbying goals and designate a lead spokesperson for the meeting.
  • Confirm the appointment the morning of or day before the meeting. Arrive on time.
  • Business attire is not necessary but feeling and looking confident is important.

During the Visit

  • Introduce yourself and start on a positive note. If s/he recently voted in support of a priority issue, thank her/him.
  • Clearly state the position of your organization or the coalition you are representing.Explain your position with facts, but also use personal stories when possible. Let the legislator understand the personal ramifications or benefits resulting from their actions.
  • If you don’t understand something, ask for an explanation.
  • Legislators and staff are usually pressed for time. It is important to focus on your main points and articulate your position clearly and concisely.
  • Be considerate of their time. If you were allotted 20 minutes, make sure you keep track of your time and articulate your position without running over.
  • Ask the legislator or staff to clarify what their position is on the issue.
  • Ask the legislator to take specific actions such as sponsoring a bill, voting for or against a pending measure, or meeting with your branch or your state board.
  • If you don’t know the answer to a question, say so, but offer to get an answer.
  • Always make a few extra copies of information and leave materials that you bring with the member of congress and/or their staff members. Also be sure to provide your contact information and if possible, get contact information from the staffer as well.
  • Don’t forget to thank the legislator and staff before you leave.

After the Visit

  • Write or call legislators and staff after the visit to thank them for their time. Remind them of anything they may have agreed to do and send any additional information.
  • Share the results of your meetings with the coalition. Share insights you have gained about legislators concerns and ask others to lobby.
  • Find out when the legislators will be in your home district hosting town hall meetings or forums and organize a group to attend.
  • Maintain communication with legislators and their staff through letters, calls, and visits. Developing relationships with your legislators and their staff can be helpful for future visits.