This community has shown a growing interest in engaging with the US Government. I wrote this communication guide to help people have more productive meetings in DC.

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

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