This community has shown a growing interest in engaging with the US Government, but it seems like most community members aren't aware of communication norms in DC. I wrote this communication guide to help people have more productive meetings.

 

Step 1: Write a policy memo

Before you request a meeting with policymakers, write a policy memo that explains why you want to talk to them and what you want them to do. Send your memo in your meeting request so that you can use your meeting time to answer their questions and focus on action items. 

Why write a policy memo before your meeting?

Policymakers receive countless meeting requests daily. Those accompanied by clear, substantive memos that demonstrate careful thought and preparation are significantly more likely to secure meetings and achieve desired outcomes.

Structure of an effective policy memo

1. BLUF (Bottom Line Up Front)

• State exactly what you want in one clear, direct sentence that includes:
  • The specific action requested
  • The core reason this action matters
• Example: "The Department of Energy should establish a Texas-based critical minerals processing facility to reduce dependence on Chinese supply chains and create 2,500 high-wage jobs in East Texas."

2. Executive Summary

• Brief overview of the entire memo (3-5 sentences)
• The problem
• Why this issue matters to constituents and national interests
• Your proposed solution
• The requested action from the policymaker

3. Background

• Define the problem clearly
• Present facts first, followed by your analysis
• Include only information necessary for understanding the problem and solution

4. Significance

• Connect the issue to the policymaker's priorities and constituents
• For congressional offices, emphasize:
  • State-specific impacts
  • National security implications
  • Economic benefits
  • Alignment with the legislative history of who you’re meeting with
• Quantify impacts whenever possible (jobs created, dollars saved, etc.)

5. Recommendations

• Specific next steps
• Clearly identify who should take what action
• Try to keep this to one specific proposal
• Explain why this is a good solution. Examples:
  • Your solution will result in quantifiable, positive change
  • Your solution will be easy to adopt
  • Others have successfully adopted similar solutions
• Explain the counterarguments against your proposal, explain why the benefits of your proposal outweigh the downsides

Tips

• Be concise (aim for 1-3 pages)
• Start each paragraph with a strong topic sentence
• Avoid industry jargon and technical terminology
• Know your audience: you don’t need to explain what ChatGPT is to the Office of Science and Technology Policy, but you might need to explain it to a House representative
• Ask for help: find somebody in your network who has government experience, ask them for feedback on your memo before you send it
• Include contact information for follow-up questions
• Attach relevant supporting documents as appendices, not in the main memo

Next steps

1. Prepare your memo following the format above
2. Get feedback from someone with relevant government experience, incorporate feedback
3. Submit your memo with your meeting request
4. Practice introducing yourself to the policymaker and presenting your memo before your meeting
5. Follow up after your meeting with a thank you note and anything the policymaker expressed interest in during the meeting