Do…• Use proactive strategy to reduce volume

• Assess the priority of mail in the office

• Answer e-mail with e-mail

Don’t…• Ignore differences between e-mailers and postal mailers

• Fail to establish clear mail policies

• Allow the Member to slow the mail approval process

The Priority of Mail

Based on…• View of representative government• Definition of your job• Electoral situation

Establishing Mail Policies

Desired turnaroundQuality of repliesOnly certain types of mail?Member involvementFormat standardsSignature

The CMF System

Outreach Mail• Unfair incumbency advantage?

Levels increase dramatically in election years• Only way to reach constituents if media only cover “bad news”

• Written outreach mail plan• Identify staff responsibilities and deadlines• Know the law and rules

90 day blackout

Impact of E-Mail

The House received…30 million e-mails in 199985 million e-mails in 200192 million e-mails in 2003

E-mailers are different from postal mailers• Written on impulse• Response should be “fast and short, not long and loquacious”• Younger and more affluent

Being proactive• Informative website can help reduce volume• Satisfy inquiries at the point of contact on the phone• Mail system

Options• WYR form on website

Can help filter and have other advantagesBut, some constituents might not like it

• Public e-mail addressPresents filtration problemsFewer constituent complaints

Respond to e-mail with e-mail