Communicating with US Senators: Insider Tips from Anastasiia Magonova

Anastasiia Magonova, a renowned Ukrainian expert in international government PR and the owner of the international PR agency Magonova & Partners, has prepared a practical guide for those looking to advance Ukrainian initiatives through US senators. Drawing on her extensive experience working with American politicians, she shares key advice on how to make your communication as effective as possible.

Who Actually Reads Your Letters?

“IFirst of all, everything you send to a senator’s official address (such as @senate.gov) is not read by the senator or even by an advisor. Initially, it is reviewed by a staff assistant (the first level of filtration) or a very overworked intern who sorts letters by topic. Sometimes, a Legislative Correspondent reviews it if the matter is political rather than purely organizational,”  explains Magonova.

According to the expert, a senator’s office typically receives between 1,000 and 10,000 letters per week. Therefore, your message needs to stand out among hundreds of others.

Technical Aspects to Consider

• Avoid Attachments
  “IIn your initial letters, do not include attachments—at most, a single image. Most mail servers automatically block attachments, especially PDFs, DOCXs, and ZIP files. If a staff member opens a file from an external address, it violates cybersecurity policies,” Anastasiia Magonova warns.

• Optimize for Mobile Devices
  Senate assistants read emails on government phones connected to the internal Senate IT system. These devices have a special reading mode, so it’s best to send plain text messages without complex formatting.

• Consider Working Hours
  “If you send a letter after 3:30 PM, it automatically ‘rolls over’ to the next business day,”  the expert advises. Plan your communications accordingly.

Proven Approaches for Successful Communication

• Engage Different Communication Levels
  “If you are sending an email to the DC office, copy the assistant in the senator’s home state; they can help push the topic ‘from below.’ This is especially effective if there is voter interest,”  Magonova recommends.

• Use Keywords
  “Including words like ‘briefing,’ ‘hearing,’ or ‘fact sheet’ in your subject line increases the chances of your email being opened by 2-3 times,” she emphasizes.

• Formulate Specific Proposals
  “Avoid phrases like ‘we want to talk about…’ Instead, say: ‘We have a proposal within the senator’s policy priorities regarding…’,” advises the expert.

About Magonova & Partners

Magonova & Partners is an international PR agency specializing in developing and implementing effective strategies for engaging with international political institutions. The company helps Ukrainian organizations and businesses establish productive dialogue with government representatives from the US, EU, and other countries.

“Our approach is based on a deep understanding of the internal processes of government structures in various countries and years of experience communicating with international politicians. We don’t just provide recommendations; we develop tailored strategies that consider the specifics of each situation and the characteristics of the target audience,” explains Anastasiia Magonova.