Engaging Members of Congress

Sample Meeting Request

If you haven't already scheduled your meeting, use this template to draft a meeting request. Please see the guide "Engaging Legislators: District Meetings" for more information or contact APA's government affairs staff with any questions or problems. Please note that this sample must be modified based on your specific meeting interest and situation. It is only a guideline.

The Honorable [Insert Name]
123 Green Street
Greenville, GN 12345
Via fax: (333) 333-3333

Attn: Scheduler's Name

[Insert Date]

Dear Representative [Insert Name]:

October has been designated as National Community Planning Month. This event is an annual opportunity to highlight the many benefits of good planning and the essential role of planning in creating communities of lasting value. As part of the activities surrounding National Community Planning Month, planners are meeting with their representatives to discuss important policy issues. As one of your constituents, I would be honored if you could meet with me for a brief visit during the October while you are back in your district office during congressional recess.

Members of APA are interested in legislation that addresses a variety of issues ranging from disaster mitigation to transportation. I would also like to brief you on some of the many vital contributions planning is making to our community and the impact of federal policy on local development and quality of life. I am eager to talk to you, or in the event you are unavailable, to a member of your staff about programs that are of great interest to me as a member of the planning community before you return to work in Washington, D.C.

I look forward to meeting with you. Please let me know if I may provide you with any information. My contact information appears below. Thank you for your time and your consideration of this request.

Sincerely,
Your Name
Your Address & Phone