E-Mail: How To Communicate By E-Mail
- Address your legislator appropriately. The salutation should state Dear Representative [last name] or Dear Senator [last name]. Avoid using Congressman or Congresswoman because of the gender issue. In addition, if you are writing to a Chair of a Committee, letters should be addressed to "Mr. Chairman or Madam Chairwoman."
- Introduce yourself and mention that you are a constituent.
- Keep you e-mail short. When sending a e-mail it is very important to keep your message limited to one screen (NEVER more then two).
- Be clear and concise. Get right to your point. State what issue you are referring to and its bill number (H.R. _____ or S. _____). Make it clear what your concerns are regarding the legislation. Leave no doubt about what course of action you are requesting that your legislator take.
- State personal experiences. Tell how the bill personally affects you, your family, your organization, your community, etc. These touch the heart.
- Give facts. Concentrate on one or two important facts throughout your e-mail that create a solid debate. Too many facts may confuse to legislator.
- Offer your services. Offer to provide them with materials which support your position. Staffers will analyze your materials, and they may prove to your benefit in the decision making process of your legislator.
- End your letter by saying "Thank You" and " I look forward to your response". This way you will receive a written response regarding your legislators position on the issue of concern.
- Always include your postal address. Most Congressional Members will respond by sending your a letter through the USPS (rather then e-mail you a response).
- Time your e-mail. If possible, try to send your e-mail on Wednesday or Thursday, because on Monday, Tuesday, and Friday most Congressional offices receive high-volume mailings. E-mail which arrives on Wednesday and Thursday is more likely to be attended to in a timely fashion.
If you would like additional information, please contact our Government Affairs staff by phone at 202.207.3842, fax 202.833.1543, or email: government@artspresenters.org.
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