Development Dear colleague letter (United States)

1 development

1.1 use of dear colleague letters
1.2 house of representatives

1.2.1 internal mail
1.2.2 e- dear colleague system


1.3 senate

development

member-to-member correspondence has long been used in congress. example, since house rules required measures introduced in manner involving explicit approval of full chamber, representatives needed permission introduce legislation. not uncommon communication medium soliciting support action letter colleagues. representative abraham lincoln, in 1849, formally notified colleagues in writing intended seek authorization introduce bill abolish slavery in district of columbia.

the phrase dear colleague has been used refer distributed letter among members @ least since in 20th century. in 1913, new york times included text of dear colleague letter written representative finley h. gray representative robert n. page in gray outlined conceptions of fit , proper manner in members of house should show respect president , express wishes first family. in 1916, washington post included text of dear colleague letter written representative william p. borland , distributed colleagues on house floor. letter provided explanation of amendment had offered house bill.

congress has since expanded use of internet , electronic devices facilitate distribution of legislative documents. electronic dear colleague letters can disseminated via internal networks in house , senate, supplementing or supplanting paper forms of letters. such electronic communication has increased speed , facilitated process of distributing dear colleague letters.

use of dear colleague letters

in contemporary congress, members use both printed copy distribution , electronic delivery sending dear colleague letters.

house of representatives

in house, members may choose send dear colleague letters through internal mail, through e- dear colleague system, or both. regardless of distribution method, house dear colleague letters required address official business , must signed member or officer of congress.

members of house send out dear colleague letters recruit cosponsors measures. practice of recruiting cosponsors has become more important since passage of h.res. 42 in 90th congress (1967-1969). h.res. 42 amended house rules permit bill cosponsors, limited number 25. in 1979, house agreed h.res. 86, further amended house rules permit unlimited numbers of cosponsors.

internal mail

dear colleague letters sent through internal mail must written on official letterhead, address official business, , signed member or officer of congress. cover letter must accompany dear colleague letter, addressed deputy chief administrative officer of house customer solutions, specific distribution instructions , authorization number distributed. deadline morning distribution 9:45 a.m. , afternoon mail delivery 1:45 p.m.

the current number of paper copies needed distribution of dear colleague letter in house

e- dear colleague system

an increasing number of congressional offices transmit dear colleague letters electronically. pursuant house members congressional handbook, rules regulating paper dear colleague letter sent via internal mail applicable letter sent electronically. electronic versions of dear colleague letters sent prior august 12, 2008, stored in microsoft exchange public folder accessible house members , staff. electronic versions of dear colleague letters sent on or after august 12, 2008, archived on house e- dear colleague website.

since 2003, 46,072 dear colleague letters have been sent electronically. in 2007, 12,297 dear colleague letters sent electronically. figure 1 [where?] shows total number of dear colleague letters sent electronically between 2003 , 2007. disparity in number of dear colleague letters sent electronically between 2003-2006 , 2007 might explained in part increased use of electronic communications tools in house.

a reduction in electronic dear colleague letters sent in august may occur because of month-long district work period or recess occurs in august. following august recess, in election year, number of dear colleague letters decreases. decrease may occur result of congress typically adjourning in fall.

on august 12, 2008, house introduced web-based e- dear colleague distribution system. e- dear colleague system replaced email-based system. under e- dear colleague system, members , staff able compose e-dear colleagues online, , associate them 3 issue areas. members , staff able independently manage subscription various issue areas , receive e-dear colleagues according individual interest.

senate

similar house paper system, dear colleague letters in senate written on official letterhead , address official business, there not central distribution policy. in general, when using paper system, senators , chamber officers create own dear colleague letters , have them reproduced @ senate printing graphics , direct mail division. once reproduced, letters delivered senate mailroom sending office, accompanied distribution form or cover letter specific distribution instructions.

the current distribution numbers dear colleague letters in senate are

100 senators;
20 standing, select, , special committees;
5 joint leadership; and
1 each officers of senate (total of 7).

the choice send dear colleague letters electronically @ discretion of individual senate office. there no central distribution system electronic senate dear colleague letters.