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Communicating With Your Legislators 

Most communication with your legislators must be done in writing. Below are samples for the following: 

  • Requesting an in-district meeting when your legislator is in their home office 
  • Requesting a meeting at their Capitol Hill office in Washington, DC  
  • Sending a follow-up thank you message 

In-District Appointment Request

To submit an appointment request, contact the legislator's office and ask for the contact information of the person who schedules in-district meetings for the representative or senator. (You will likely receive an email address.) You can find contact information on their website at  United States House of Representatives or  United States Senate.

Sample Message 

The Honorable [first name, last name]  
U.S. House of Representatives (or U.S. Senate)  
Washington, DC 20515 (or 20510) 

Dear Representative (or Senator) [last name]: 

I am a constituent and a/an (audiologist/speech-language pathologist/communications and sciences disorders student) from (city/town). As a member of the American Speech-Language-Hearing Association (ASHA), I would like to request an opportunity to meet briefly with you in your [location] local district office on [date(s)] to discuss [the issue(s) of concern that you wish to discuss]. 

[If necessary, provide additional details about the issue here.] 

Thank you in advance for your consideration of this meeting request. I will contact your office soon to determine your availability. Should you or your staff have any questions in the meantime, I can be reached by phone at [your phone number] or by email at [your email address]. Thank you. 

Sincerely, 

[your name and any credentials] 

[address]  

Washington, DC: Appointment Request

To submit an appointment request, first contact the legislator's office and ask for the contact information of the person who schedules meetings in Washington, DC for your representative or senator. 

Sample Message

Dear [XXX]: 

My name is [XXX] and I would like to schedule a meeting with Representative/Senator [last name] on [date]. I am a member of the American Speech-Language-Hearing Association (ASHA) and a/an (audiologist/speech-language pathologist/communications and sciences disorders student). I will be in Washington, DC on [date] for [reason for being in DC].  I am a resident of [state] and would like to speak to the Representative/Senator about [issues]. If Representative/Senator [last name] is not available, I would be happy to meet with the Health or Education Legislative Assistant. I can be reached via email at [email address] or by phone at [phone number]. Thank you and I look forward to hearing from you soon! 

Sincerely, 

[your name and any credentials]  

[address] 

Follow-Up Thank You Message

Send a thank-you letter emphasizing key points you discussed during the meeting and provide any additional information you may have promised. 

Sample Message

[Name of Staffer, if applicable]  
The Honorable [first name, last name]  
U.S. House of Representatives (or U.S. Senate)  
Washington, DC 20515 (or 20510) 

Dear Representative (or Senator) [last name]: 

Thank you for meeting with me [my colleagues and I] on [date and place]. I am pleased that we had the opportunity to discuss the American Speech-Language-Hearing Association's (ASHA's) position on [issue(s)]. 

[Briefly restate the issue(s) and what action(s) you want the member to take. Also provide any follow-up information you may have promised.] 

Again, thank you for meeting with [me/us]. Please contact me at [your email address] or [your phone number] if I can be of any assistance or additional information. I will continue to monitor [issue(s)] and will keep in touch with your office as developments occur. 

Sincerely, 

[your name and any credentials]  

[address]   

ASHA Corporate Partners