We suggest that you first call the office contact number provided here for Representatives and here for Senators and request the scheduler's email address. Then, email your meeting request to the scheduler and follow up with a phone call. Feel free to personalize and revise the sample text below as necessary.
Dear [SCHEDULER'S NAME],
My name is [YOUR NAME], and I am the [YOUR TITLE, i.e., Director of Financial Aid] at [YOUR INSTITUTION] in [CITY, STATE], and a constituent of [MEMBER of CONGRESS'S NAME, i.e. Senator Murray or Representative Foxx]. I will be in town on Wednesday, February 12, and would welcome the opportunity to meet with [MEMBER of CONGRESS'S NAME] to discuss ongoing financial aid issues currently facing students and financial aid administrators and ways to improve our federal student aid system. [I/We] can meet between 8:00 a.m. and 1:00 p.m. on February 12.
Thank you for your time, and I look forward to hearing from you.
Sincerely,
[YOUR NAME]