Preview Business Meeting Appointment Letter

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SAMPLE MEETING REQUEST LETTERS

With a few exceptions, Congressional offices in

Washington require a written appointment request.

Some Members of Congress do offer “walk-in”

meeting times, but an appointment request is still

highly recommended. Appointment requests can be

mailed (to the local office), emailed or faxed, but

faxing them will get a faster response. Members’

contact information, phone and fax numbers can be

found on their web sites, in your phone book oron

the DAV website, dav.org/can. Some offices have

special meeting request forms andyou can contact

your legislator’s local office to learn the best way to

submit your request or, ifyou have a contact person,

speak to your contact in the congressional office

forassistance.

The appointment request should be short and

simple. Be sure to include your name and, if applicable,

leadershiptitle at the chapter or department level.

Dear Senator (or Representative) [last name]:

I will be in Washington, D.C. on [date], participating

in DAV’s (Disabled American Veterans) Mid-Winter

Conference and would greatly appreciate the opportunity

to meet with you to discuss issues important to injured

veterans, their families and survivors.

If you are not available, I would be happy to meet

with the member of your staff who works on veterans’

issues. Ihope your busy schedule will allow you to meet

with me/us [add any other names]. I am available at

[telephone number] or [email address] toaddress any

questions you or your staff may have.

Thank you for your consideration and I look

forward to hearing from your office.

Dear Senator (or Representative) [last name]:

I am writing to request an appointment with you

on[date]. I am a member of DAV (Disabled American

Veterans) in [your city], and I’m concerned about

issues affecting injured veterans and their families

andsurvivors.

I realize that your schedule is difficult to project

at this point, but it would be ideal if we could meet

between [time] and [time].

[I believe [issue] is important because [1–2 sen-

tences], if you know what issues you plan to discuss].

I can also be reached by phone at [phone number]

or email at [email address]. I will contact youroffice

duringthe week of [1–2 weeks before the visit] to

confirm the details of the appointment.

Thank you for considering my request to meet

with you.

-OR-

Section B

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