Tips for Requesting a Meeting during the August Recess

  • Get contact info for yourMembers' district office. You can get thisfrom the DC office usingthe CapitolSwitchboard (800-828-0498), or from your Members' web site pages accessible from or
  • Call the district office andexplain that you would like to sit down with the Memberto discussRyan White Program extension.Ask how they would like to receive the meeting request (i.e.email, mail, or fax)and find out where it should be sent. Request a list of public events the Member will be attendingin August.
  • Draft a meeting request letterusing the attached template letter.
  • Submit the request and confirm thatit wasreceived.
  • If you haven't heard back within a week, call and ask for the status of your request.
  • Attend public forums and town hall meetings and ask for public commitments to a three-year extension.
  • Contact CAEAR Coalition and report on any meetings or public events that you attend.

[Today’s date]

The Honorable [insert first and last name of your House member]

United StatesHouse of Representatives

[insert District office address]

[insert District office city, state, and zip]

RE: Meeting Request to Discuss Ryan White Program Extension and FY 2010 Funding

Dear Representative [insert last name of your House member]:

As a constituent living in [insert name of town or city], I am writing to request a meeting with you during the August recess to discuss extension of the Ryan White HIV/AIDS Program and FY 2010 funding for the program. As you may know, the Ryan White HIV/AIDS Program legislation expires on September 30, 2009, and Congress has yet to take action to extend the legislation.

We are eager to discuss the pressing need for timely action by Congress to extend the legislation for at least three years. Over 275HIV/AIDS organizations across the country have endorsed a three-year extension along with several other key provisions that need to be included in the extension and we would like your commitment to actively working towards securing the extension as soon as Congress returns to Washington.

The individuals who will participate in our meeting include:

  • [insert your name, town of residence]
  • [additional participant name, town of residence]
  • [additional participant name, town of residence, etc.]

The Ryan White HIV/AIDS Program provides critical services to uninsured and underinsured people living with HIV/AIDS in our district and we need your active support in the weeks ahead to ensure that they can continue to count on the program for the care they need.

[I / We] look forward to meeting with you. Please have your staff contact me at [insert phone number] or [insert email address] to confirm the date, time, and location of our meeting.

Sincerely,

[sign name here]

[insert your name]
[insert title and affiliation, if applicable]

[Today’s date]

The Honorable [insert first and last name of your Senator]

United States Senate

[insert District office address]

[insert District office city, state, and zip]

RE: Meeting Request to Discuss Ryan White Program Extension and FY 2010 Funding

Dear Senator [insert last name of your House member]:

As a constituent living in [insert name of town or city], [insert state abbreviation], I am writing to request a meeting with you during the August recess to discuss extension of the Ryan White HIV/AIDS Program and FY 2010 funding for the program. As you may know, the Ryan White HIV/AIDS Program legislation expires on September 30, 2009, and Congress has yet to take action to extend the legislation.

We are eager to discuss the pressing need for timely action by Congress to extend the legislation for at least three years. Over 275 HIV/AIDS organizations across the country have endorsed a three-year extension along with several other key provisions that need to be included in the extension and we would like your commitment to actively working towards securing the extension as soon as Congress returns to Washington.

.

The individuals who will participate in our meeting include:

  • [insert your name, town of residence]
  • [additional participant name, town of residence]
  • [additional participant name, town of residence, etc.]

The Ryan White HIV/AIDS Program provides critical services to uninsured and underinsured people living with HIV/AIDS in our district and we need your active support in the weeks ahead to ensure that they can continue to count on the program for the care they need.

[I / We] look forward to meeting with you. Please have your staff contact me at [insert phone number] or [insert email address] to confirm the date, time, and location of our meeting.

Sincerely,

[sign name here]

[insert your name]
[insert title and affiliation, if applicable]