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The purpose of the visit is the acquaint Senator/Representative ____________ with our facility in
his/her district. The visit would include a tour of the facility and meeting our employees. The visit to a
hearth product manufacturer would be especially timely in light of some recently-proposed regulations
that affect our industry and potentially impact the number of people we will be able to employ in the
future.
We would be more than happy to arrange for media to be present if the Senator/Representative would
like to be featured in a news outlet.
If possible, weve set aside [date] for the visit and hope you might be able to accommodate.
Decide what issues you want to discuss and how best to link the
Determine the issues visually with plant operations. Find out if the legislator
objectives for the visit has particular interests.
Invite your companys You may want to consider inviting a few top community leaders
government relations staff and industry association executives. However, be careful to
to participate in the tour avoid having too large a tour group.
Make preparations to Be sure to have sandwiches, snacks, etc available. Or, if you
have lunch or other make a grill of any kind, now is the time to put it to use. By
refreshments available including lunch or refreshments, you will have more time to talk
and make more of an impression on the legislator.
Develop a tour schedule and route that illustrates the objectives you
Map out the tour
set for the visit. Know when the legislator has to leave, and allow for
extra time if the legislator wants to remain longer in one location.
Be sure to introduce the legislator and employees to each other during the
tour
Remember, you and your employees are the legislators constituents. Your legislator wants to
speak with constituents who vote in the district to learn their concerns and what they need from
Congress.
Send a thank you note to the legislator and a thank you note to the staff that helped you
organize the tour
Always thank the legislator in writing. Reiterate the points discussed on the tour. Your second
thank you note to staff strengthens the relationship with the legislators team and signifies your
appreciation.
Forward to staff black-and-white prints of photos that were taken during the tour for the
legislator to use in his or her own newsletters.
Sample Invitation Letter to Member of CongressTour
[Date]
Honorable _________
U.S. Representative/Senator
Washington, DC 20515/20510
Dear Representative/Senator:
My name is [your first and last name] and I am the [your title] at [your company name], which is
headquartered in [city, state]. I am writing to invite you to tour our facility in [city, state where facility is
located] where have [total number of employees at location] of which [number of full time employees]
are full-time employees.
[Insert information describing your company/industry issues you want to address in 3-4 sentences]
The purpose of the tour is to acquaint you with our operations and to give you the opportunity to meet
our employees, your constituents.
The visit will include a tour of our facility and an open discussion (including question and comment
period) with our employees, light refreshments, and photo opportunities. Refreshments, of course, will
be [choose one: catered/prepared on one of our stellar grills]. A representative from [list any local
media outlets you will be inviting] will also be invited. We are also more than happy to reach out to
any preferred news organization on your behalf. We expect the entire event to last no more than [time
limit] hours/minutes.
We understand that you already have a very busy schedule. Please let me know if any of the
following dates work with your itinerary:
We sincerely hope that you are able to accept our invitation to tour our facility and meet some of your
constituents. Thank you for your consideration.
Sincerely,
[Your first and last name]
[Your title]
Sample Press AdvisoryPlant Tour
Press Advisory
When: [Name of company and city, state] will host [name of lawmaker] for a plant tour tomorrow
morning as part of an effort to make legislators more aware of both the benefits hearth manufacturers
bring to communities and the unprecedented challenges now facing Americas manufacturing sector.
The Member of Congress will observe the facilitys production of [give a brief description of what the
lawmaker will see while on the plant tour] and offer brief remarks to a gathering of employees.
[Company name] is a member company of the Hearth, Patio & Barbecue Association, the
international trade association first established in 1980 to represent and promote the interests of the
hearth products industry in North America. The association includes manufacturers, distributors and
retailers of hearth, patio, and barbecue products.