APPENDIX E:
Sample Project Letters

Advance Letter
Resident Letter
Best Contact Letter
Letter to Incarcerated
Special Letter
Reward Letter
Social Security Administration Letter

EXAMPLE OF ADVANCE LETTER

[ Date ]

Dear [ Name ],

You may recall that [ six months ago, a year ago ], you were interviewed as part of a health study. At that time, you expressed interest in participating in a follow-up evaluation study.

The [name of your organization] is now setting up interviews for the follow-up and would like to make arrangements with you to participate in our evaluation study.

You will receive a gift certificate for $20 for your participation in our evaluation study. We can set up appointments during days, evenings, or weekends. All you have to do is call us TOLL FREE at 1-800-123-4567 or Collect at 310-123-4567 to make arrangements for an interview. You have made an important contribution to our evaluation study and we look forward to hearing from you.

As always, the information you provide is completely confidential and will be used for evaluation purposes only and cannot be used for any other purpose. If you wish, we can also provide you with a legal guarantee of your privacy.

Sincerely,

[ include the names of everyone who will be
answering the evaluation project phones ]

EXAMPLE OF RESIDENT LETTER

[ Date ]

Dear Resident,

The [name of your organization] has been trying to get in touch with [ Name ], who was part of a health study conducted [ six months ago, a year ago ]. At that time, [ Name ] expressed interest in participating in a follow-up evaluation study.

The [name of your organization] is now setting up interviews for the follow-up and would like to make arrangements with [ Name ] to participate in our evaluation study. [ Name ] will receive a $20 gift certificate for participation in the evaluation interview.

If you can give [ Name ] a message or help us get in touch, please call us TOLL FREE at 1-800-123-4567 or Collect at 310-123-4567. We are open Monday - Friday, between 8:00 a.m. and 6:00 p.m., or you can leave a message any time, 24 hours a day.

As always, any information provided to us is completely confidential and will be used for evaluation purposes only and cannot be used for any other purpose.

Thank you for your help.

Sincerely,

[ include the names of everyone who will
be answering the evaluation project phones ]

EXAMPLE OF BEST CONTACT LETTER

[ Date ]

Dear [ Name ],

The [name of your organization] is trying to get in touch with [ Name ], who was part of a health study conducted [ six months ago, a year ago ]. At the time, [Name] expressed interest in participating in a follow-up evaluation. [ He, She ] also left your name as a way to reach [ him, her ] in case we lost contact.

We are writing to you because we are now in the process of setting up follow-up interviews and would like [ Name ] to participate. A letter for [ him, her ], in care of you, will be mailed to your address for you to give [ him, her ]. [ Name ] will receive a $20 gift certificate for participation. The interview is completely confidential and will take place over the phone. Evening and weekend interviews are also available.

If you can give this person a message or help us get in touch, please call our office TOLL FREE at 1-800-123-4567 or Collect at 310-123-4567.

It has been [ six months, one year ] since we last spoke to [ Name ] and we would like to get in touch with [ him, her ]. However, if you don't know how to get in touch with [ Name ], please call the above number and let us know so we can remove you from our contact list.

Your help is greatly appreciated.

Sincerely,

[ include the names of everyone who will
be answering the evaluation project phones ]

EXAMPLE OF LETTER TO INCARCERATED

[ Date ]

Dear [ Name ],

You may recall that [ six months ago, a year ago ], you were interviewed as part of a health study. At that time, you expressed an interest in participating in a follow-up evaluation study.

The [name of your organization] is now setting up interviews for the follow-up and would like to make arrangements with you to participate in our evaluation study.

You will be paid $20 for your participation in the evaluation interview. We can make arrangements to meet you at your current location. Please call us Collect at 310-123-4567. We are open Monday - Friday, between 8:00 a.m. and 6:00 p.m. You have made an important contribution to our evaluation study and we look forward to hearing from you.

As always, the information you provide is completely confidential and will be used for evaluation purposes only and cannot be used for any other purpose. If you wish, we can also provide you with a legal guarantee of your privacy.

We know that sometimes people in the criminal justice system are moved around a lot. If you are relocated, please give us a call and let us know of your current location.

If you happen to be released, or know that you will be released before we are able to interview you, please call us so that we can set up an interview at a place that is convenient for you.

Sincerely,

[ include the names of everyone who will
be answering the evaluation project phones ]

EXAMPLE OF SPECIAL LETTER

[ Date ]

Dear [ Name ],

As Director of the [name of your organization], I am writing this special letter to emphasize how important you are to our evaluation study. Please take a moment to read this letter.

The [name of your organization] is recontacting people who received care in 2002. To compensate people for their time and trouble, we offer a $20 gift certificate.

Our main goal is to improve the quality of health services available in [ your area ].

This goal cannot be achieved unless we find and interview as many people as possible. That is why we keep trying to reach you. Our results will be useful only if we have a wide variety of people involved in the evaluation. So, no matter what has happened in your life, no matter where you are living now, your opinions and experiences are very important to us.

If you agree to the interview, we will be asking about the problems and successes you have had since receiving care, and what you think should be done to improve care.

You matter to the study. And because of that, we want to make it easy for you to be a part of it. All you have to do is call us TOLL FREE at 1-800-123-4567 or Collect at 310-123-4567 to make arrangements for an interview. We can schedule the interview for an evening or weekend, if that is most convenient for you.

Thank you for your earlier participation. If you have any questions, I can discuss these with you personally.

Sincerely,

[ Your Name ]
Evaluation Director

EXAMPLE OF INDUCEMENT/REWARD LETTER

[ Date ]

Dear [ Contact Name ],

As you know, the [name of your organization] is trying to contact your [ friend, son, daughter, grandson, etc.], [ Name ]. [ He, She ] originally participated in our study about [ six months, a year ago ]. We hope that you can help us locate [ him, her ].

We would be happy to send you a gift certificate for $20 if, through your help, [ Name ] completes an interview. We can arrange an interview at a convenient time and location. [ Name ] will receive a $20 gift certificate for completing the interview.

When you see [ Name ] next, please have [ him, her ] call us TOLL FREE at 1-800-123-4567 or Collect at 310-123-4567. Also, if you can help us locate [ him, her ], please call us at the same phone numbers.

It was a pleasure speaking with you on the telephone. Any help you can give us in getting in touch with [ Name ] is greatly appreciated.

Sincerely,

[ include the names of everyone who will
be answering the evaluation project phones ]

EXAMPLE OF COVER LETTER TO SOCIAL SECURITY ADMINISTRATION

[ Date ]

Social Security Administration
Letter Forwarding
P.O. Box 33022
Baltimore, MD 21290-3002

To Whom It May Concern:

Per authorization obtained under POMS reference GN 03309.265, Health Follow-Ups and Surveys, we are requesting that the enclosed letters be forwarded to the individuals listed below. Social Security numbers are also provided.

Full Name Social Security #
Josephine Marie Bruin 123-45-6789

The letters need only be addressed to the most recently recorded personal or employment address for the individual. We have also enclosed a check made out to the Social Security Administration for $3.00 per individual.

We request that, should any individuals be deceased, the place and date of death be provided.

Also enclosed is the Certificate of Confidentiality describing our research. Any questions regarding this request should be directed to [ Name of Project Coordinator ].

Thank you for your assistance in this matter.

Sincerely,

[ Your Name ]
[ Your Title ]

Encl.: Letters to Missing Persons
Check for $XX.XX
Certificate of Confidentiality