Sample Letters
DISCLAIMER
The following sample letters are provided and intended to aid the lobbying community. They may not cover every possible situation that may occur. If additional assistance is required, Commission staff may be contacted. The content of all correspondence is the responsibility of the sender and is subject to review and final approval of NYS Commission on Public Integrity.
General Information
Contracts/Authorizations:
The Lobbying Act requires that a copy of a signed, written lobbying agreement, or memo of agreement, be submitted with your registration. Such agreement must specify what period of the year or biennial period is covered and must disclose the terms and dollar amount of compensation.
If you do not have a written lobbying agreement, as is often the case with employed lobbyists, a written authorization, signed by the chief administrative officer of the client or employer, can be substituted and must be submitted along with a written summary of your oral agreement. The terms and amounts of your compensation or salary must be disclosed. Authorizations, which are not signed by the Chief Administrative Officer of the client, will not be accepted.
Please note: Unsigned contracts/authorizations will not be accepted and will not extend the due date for submission.
The contract period start date is the first date this contract/authorization was in effect. The end date is the last date this contract/authorization is in effect. These dates do not have to coincide with the beginning or end of a calendar year, for an annual registration, or a biennial period, for a biennial registration. For open-ended contracts, you must show the beginning and end of the calendar year or biennial period for which you are registering.
On-line lobbyists have the option of either mailing in a copy of the signed contract/authorization or uploading a scanned copy of the signed contract/authorization to attach to their filing. Mailed-in contracts/authorizations must have the registration confirmation number written on the top page. Contracts/authorizations can be uploaded during the completion of the individual registration or through the "Manage Contract/Authorization Files" section of the Lobbyist menu.
Contracts/Authorizations may be mailed to the following address:
NYS Commission on Public Integrity540 Broadway
Albany, New York 12207
(Contracts/Authorizations may be faxed to the Commission.)
Authorization Letter (Retained)
This is a sample authorization letter for a retained lobbyist.
Authorization Letter (Employee)
This is a sample authorization letter for an employee of an organization.
Contract/Authorization Extension
This sample letter extends the terms and conditions of a contract/authorization (previous contract/authorization must be submitted with this letter).
This sample letter requests the Commission withdraw an approved termination on file so a Lobbyist Statement of Registration Amendment can be filed by the lobbyist.
This sample letter terminates a lobbying agreement/authorization between a lobbyist and client.
This sample letter advises the Commission of a change in a contract/authorization term.
This sample letter allows a chief administrative officer of an organization to designate another individual to make and sign statement(s) and/or report(s). A "Designation Letter" is not necessary for filers utilizing the online filing system.
Please note that by accepting the designation, the designee could be held liable for any late filing fees, civil penalty fines or criminal sanctions that may be imposed by the Commission for violations of the Act.
Force and Effect for Client Name Change
This sample letter notifies the Commission of a client name change, verifying the contract/authorization with said lobbyist remains in force and effect.
Force and Effect for Client CAO Change
This sample letter notifies the Commission of a client CAO change, verifying the contract/authorization with said lobbyist remains in force and effect with the new CAO.
This sample letter advises the Commission that a contract/authorization is being negotiated for extension.
This sample letter advises the Commission that no compensation has been received, nor lobbying taken place, during a lapse.
This sample letter requests the Commission resend a User ID and Password to the responsible person and email address on file.
If you have comments or questions on the statute or your filings, you may contact the Commission by
e-mail: cpi@nyintegrity.org
Or call (518) 408-3976