[1] A "Dear Colleague" letter may be circulated in paper form through internal mail, distributed on a chamber floor, or sent electronically.
"Dear Colleague" letters can also create an "unofficial link" in the Capitol Hill information chain.
[4] Additionally, "Dear Colleague" letters are used to inform Members and their offices about events connected to congressional business or modifications to House or Senate operations.
[7] "Dear Colleague" letters have also been used by a number of executive agencies, often to make statements on policy or to otherwise disseminate information.
Representative Abraham Lincoln, in 1849, formally notified his colleagues in writing that he intended to seek their authorization to introduce a bill to abolish slavery in the District of Columbia.
In 1913, The New York Times included the text of a "Dear Colleague" letter written by Representative Finly H. Gray to Representative Robert N. Page in which Gray outlined his "conceptions of a fit and proper manner" in which Members of the House should "show their respect for the President" and "express their well wishes" to the first family.
In the contemporary Congress, Members use both printed copy distribution and electronic delivery for sending "Dear Colleague" letters.
[16] Regardless of distribution method, House "Dear Colleague" letters are required to address official business and must be signed by a Member or officer of Congress.
[citation needed] The deadline for morning distribution is 9:45 a.m. and for afternoon mail delivery 1:45 p.m.[21] An increasing number of congressional offices transmit "Dear Colleague" letters electronically.
[22] Electronic versions of "Dear Colleague" letters sent prior to August 12, 2008, are stored in a Microsoft Exchange public folder that is accessible to all House Members and staff.
Members and staff will be able to independently manage their subscription to various issue areas and receive e-Dear Colleagues according to individual interest.
[9] In particular, the Department of Education's Office for Civil Rights has used "Dear Colleague" letters to issue statements on policy regarding the interpretation of Title IX with respect to LGBT students[29][30] and sexual assault.