Contacting counselors, experts, and organizations

Email and phone scripts, who to ask for, how to follow up, and how to say thanks, with a parent copied every time.

For youth, families · Scouts BSA · 7 min read

Why reaching out is a skill worth learning

Lots of requirements ask you to talk to someone: a merit badge counselor, a veterinarian, a city council member, a park ranger, the person who runs a food pantry. Sending that first message can feel awkward. It gets easier fast, and it's a skill you'll use for job applications, college, and the rest of your life. Most adults are glad to hear from a young person who's curious about their work.

The rules for every contact

Copy a parent or guardian on every email and text to an adult. Make phone calls with a parent nearby, ideally on speaker. Go to every meeting or visit with a parent, your patrol, or a buddy, never alone. Don't share your home address or personal social media, and don't contact anyone through direct messages on social apps. If someone asks you to keep a conversation secret, stop and tell a parent or leader.

Who to ask for

For a merit badge counselor, always start with your Scoutmaster, who will give you the name of a registered counselor. For a visit, an interview, or a service project, you'll usually reach out to an organization. Asking for the right person saves a lot of waiting.

Museums, zoos, nature centers, and aquariums: ask for the education coordinator or the school and group programs office.
Food pantries, shelters, hospitals, and parks: ask for the volunteer coordinator.
Fire stations: call the non-emergency number and ask about station tours or community programs. Never call 911 for this.
City or county government: the clerk's office can tell you when meetings are held and who to contact.
Businesses and professionals: ask a parent or leader if they know someone in that field. A personal connection is often the easiest door.

Many organizations list a contact form or email on their website under Education, Volunteer, Community, or Contact Us. Have a parent help you find the right one.

What to say

Keep it short and specific. Say who you are, what you're working on, exactly what you're asking for, and when you're available. Here's an email you can adapt.

Email to a merit badge counselor

Subject: Scout starting the [badge name] merit badge

Dear [counselor's name],

My name is [your first name], and I'm a [rank] Scout in Troop [number]. My Scoutmaster, [Scoutmaster's name], gave me your name as a counselor for the [badge name] merit badge. My [parent or guardian], [their name], is copied on this email.

I've read the requirements and started on [one thing you've done]. Could we set up a first meeting? I'm usually free [days and times]. I'll bring a buddy, and I'm happy to meet wherever works best for you.

Thank you for your time,

[Your first name]

Phone call to an organization (with a parent on speaker)

Hi, my name is [your first name]. I'm a Scout working on the [badge name] merit badge, and my [parent or guardian] is here with me.

Could I speak with the [education or volunteer] coordinator, or the person who handles group visits?

Part of my badge asks me to [visit, interview someone, see how something works]. Would it be possible for me to come with my [parent or patrol] for a short visit or to ask a few questions?

What's the best way to follow up, and is there a good email to send details to?

Thank you so much for your help.

Before you call, write it down

Jot down your three main questions and a few times you're free. If you get voicemail, say your name, why you're calling, and a parent's phone number slowly, twice.

What to ask for, and what to ask

Make your request easy to say yes to. Twenty minutes of someone's time, a tour your patrol can join, or answers to five questions by email are all small asks. A whole day of their time is a big one.

Questions to ask an expert

What does a normal day look like in your work, and what surprised you when you started?
What skills from school or Scouting do you use the most?
What's the hardest part of your job, and how do you handle it?
If you were my age and interested in this, what would you do first?
What do people usually get wrong about what you do?

Ask yourself before you hit send

Did I say clearly who I am and what I'm asking for?
Is my parent or guardian copied?
Did I give a few times that work for me, so they don't have to guess?

Following up and saying thank you

People are busy, and messages get buried. If you haven't heard back in about a week, send one short, friendly follow-up. If there's still no reply after that, it's not about you. Ask your Scoutmaster for another counselor or try a different organization.

Follow-up email

Dear [name],

I wanted to follow up on my email from [day] about the [badge name] merit badge. I know you're busy, and I'd still love to meet if you have time. I'm free [days and times].

Thank you,

[Your first name]

After any meeting, visit, or interview, send a thank-you within a few days. A handwritten card is great, and an email is fine too. Mention one specific thing you learned. People remember that, and they're more likely to help the next Scout who asks.

Thank-you note

Dear [name],

Thank you for [meeting with me, showing our patrol around, answering my questions]. I especially liked learning about [one specific thing], and it helped me with [requirement or project].

Sincerely,

[Your first name], Troop [number]

What to do next

Pick one person or organization you need to contact for a badge or project. Write your message today, show it to a parent, and send it with them copied. Then put a reminder on your calendar for one week from now to follow up if you need to. For the full merit badge process, see Earning a merit badge, step by step.