There are a number of features you must include in a letter requesting a courtesy call to a high government official.
Make sure that your letter is very polite and well-written. Requesting to contact a high government official face-to-face could be a very expensive request, as the government official may require bodyguards, security and other such costly resources. As a result, you need to be as polite and well-spoken as possible. A phrase such as "I want to have a meeting with you" would be unacceptable - a phrase such as "I am requesting that you kindly give up 30 minutes of your time to meet with me and have a discussion" is much better.
- State why you want the courtesy call
Ensure that you have a legitimate, plausible reason for wanting to meet this person. For example, if you're from a local newspaper, and would like to interview the government official to get some of the questions in your local area answered, state so in the letter. If you write a phrase like "I would like to meet you so we can get to know each other", you will not be successful.
- Do not request a specific date for the meeting
The chances are that a high government official will have a packed schedule and very little spare time, so by requesting a particular date, you may be closing the door on your chances of a meeting. Instead, state that you are happy to meet whenever is convenient for them - a phrase such as "I appreciate that you are very busy, and I would be able to meet you whenever you find convenient" is the kind of thing you're looking for.
- Include your contact details
Make sure that you include all of your contact details - your address, all of your phone numbers, and an email address - so that if the government official agrees, you can find out as soon as possible. If you receive confirmation via a letter or email, be sure to reply straight away, as tardiness will reflect badly on you and may cost you the meeting.
