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Correspondence Manual
WELCOME LETTER
Content:
The letter from the child or anybody (writing on behalf) should
contain the following:
1. General inform ation about the sponsored mem ber (personal
inform ation, studies, health condition, hobbies/interests, favorites,
personal goals)
2. General inform ation of the fam ily (nam e of parents, age, work,
siblings, age, status, work or level of education, good qualities, skills
and talents)
3. General description of hom e and comm unity (physical structure,
strategic location, facilities and institutions present within the
comm unity)
4. Benefits the sponsored child/youth will be receiving through
sponsorship
5. A note of thanks to the sponsor for the gift of sponsorship;
(The letter should have 3-4 RB statements which arise from the
previous stories of # 1, 2 & 3 above)
1
Submission Timeline (2 week- policy) In reference to Monthly Report
PORTAL basis
1st week Release of welcome list, Record verification of CDW to RA
2nd week Submission of Welcome Letter or Welcome Farewell or
Retirement Notification
For Independent subprojects, a period of one month is allowed
0 1-2 3-4 5 6 7 8
Sponsorshi Pendin Letter Late Retiremen Retiremen Appears
p Begins g Due Letter t Warning t on
Letters Retired
List
Remember:
- Children who are too young or unable to write should include
drawing/art work, test papers, photos, awards/certificates
along with a welcome letter written by a family member or
project staff worker.
- If a staff or family member writes on behalf of the child or
elderly who is unable to write, he/she must clearly identify
himself/herself at the second paragraph of the letter,
explaining their relationship to the sponsored member, and
explain why the sponsored member is unable to write.
- If a sponsored member is reinstated, he or she will be required
to write a welcome letter to the new sponsor; with same
sponsor content should be that of regular letter; with new
sponsor content should that of detailed welcome letter
- Asterisk (*) symbol found before the CH number in the
welcome list means that a welcome letter has already been
submitted through Sibling Request - SL Response and there is no
need to submit another welcome letter
- Number sign (#) symbol found before the CH number in the
welcome list means that the child was re-sponsored by the
previous sponsor and a welcome letter in a form of a regular
letter is required
- An annual letter is no longer required for those who appear on
the welcome list within the annual letter writing period
2
ADDITIONAL COMMENTS ON THE FAMILY SITUATION:
Donts:
Description of the community where the sponsored lives; 1. Family problems (relational or financial)
Location of their house (near the rice field, river, seashore, 2. Family realities that have negative impact (incarceration due
dumpsite, bridge, creek or mountain); to murder, theft, illegal drugs, et.al.)
Type of family (nuclear, extended or blended) 3. Defamatory attitude or behavior of the sponsored
4. Excessive story of writers life but of the sponsored
FAMILYS FINANCIAL SITUATION
This is another great tool to complete the intake sheet with the proper
and precise information and likewise avoids blank space of the
additional information. Upon submission of the intake sheet and
requirements to CaRD, the content of the intake sheet are encoded
by the record assistant, passed on to the editor/proofreader to
change the erroneous works or statements or to add pertinent
information about the sponsored and his/her family. The latter makes
the first print out of the family record. The CaRD Head rechecks the
print-outs content to the birth certificate submitted by the parents or
checks for any wrong information. With the corrections identified by
the Department Head, the proofreader would reprint the last and
final print out which is photocopied before it is mailed to Kansas.
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REPLY LETTER 2) Courtesy call- the subproject coordinator goes to the barangay
captain to seek approval to start the sponsorship with his constituents
Definition: Letter in response to a previous communication from the after having discerned that the area is an ideal prospect for
sponsor to the sponsored member. The letter should respond to the
sponsorship
sponsors questions asked through a received package or e-letter.
3) Orientation to Unbound Project - to orient the interested parties on
Letter Code: RL + code (RL-A101) or EL + code (EL-A101)
the programs and services of the sponsorship including the policies;
Author: Sponsored member ages 9 (in 3rd grade) and above or underscoring the importance of correspondence compliance
elderly member who is still able to write and or sponsored-
4) Home visits- to check the eligibility of the interested parties
parent/relative/staff writing in behalf of the sponsored who needs to
introduce himself/herself and explains their relationship to the 5) Family record intake and other requirements- parents are
sponsored member, and explain why the sponsored member is
interviewed to complete and use the local intake sheet through the
unable to write.
initiative done by CaRD.
Content:
In order for the potential sponsor to see the reality of the candidates
The letter from the child and elderly or anybody (writing on behalf)
should contain the following: condition, we have posted questions on the local FR that will help
1. Acknowledges and describes every item received from the describe the following:
sponsor and appreciates its significance and use
2. Response to questions the sponsor asked HEALTH COMMENTS:
3. Details of progress or specific developments in their lives, with their
Is he/she healthy? If not, what are his/her common illnesses?
families, and communities
4. At least three to four Relationship Building statements (excluding How often does he/she get sick?
statements such as Thank you for helping me or I pray that God If he/she has special physical condition such as handicapped,
will bless you and your family or How are you? will not be counted mentally incapacitated or behavioral problems, it is necessary
as relationship building as this is a very general question and not very to include them in the form;
personal. Type of food intake is also being asked, as well as any sports
5. A message of gratitude to the sponsor for the gift received
inclination or activities he/she engages in.
Submission Timeline (1-month policy): ADDITIONAL INFORMATION ABOUT THE CHILD:
Every 2nd & 4th week Release of package/e-letter
After a month Submission of reply or e-letter Some of the details required are:
For Independent subprojects, a period of one and a half month is
allowed The childs characteristics, likes and abilities;
(In case of retired sponsored, the package may be delivered and if The number of siblings he/she has and his/her order of birth;
not deliverable, the package must be returned and The grade or year level he/she is enrolled in if he is currently
acknowledgement is optional. If the sponsored opted to send a
studying and his attitude towards school;
reply, the letter will be processed for mailing)
Types of activities he/she participates in school and award or
recognition received; and if he /she has twin sibling.
4 25
Remember:
You may wish to acknowledge the following topics when completing - Children who are too young or unable to write should include
the three additional information sections of the family record: drawing/palm print/foot print along with a reply letter from a
family member or project staff worker.
1) Information about the child: Describe their personality and - If a staff or family member writes on behalf of the child or elder
things they like to do. Are there any interesting facts about the person who is unable to write, he/she must clearly identify
child? Do they have any unique qualities? himself/herself at the second paragraph of the letter,
2) Comments about the family: Descriptions of their daily lives, explaining their relationship to the sponsored member, and
their relationships and home life. why the sponsored member is unable to write.
3) Familys financial situation: Details about the work the parents - In case the sponsor asked for a particular gift the sponsored
do to survive and improve their lives, their struggles, and prefers to receive, he/she needs to attach the copy of the
obstacles the family must overcome. letter previously received and use the suggested statement of
In response to your question, what gift do I want to receive.
On student records, the Youths Goal in Program-Statement by - If a letter from a sponsor contains content that is questionable
student should be written in the students own words. In limited or inappropriate, the project staff should be refrained from
cases, if circumstances make it impossible for the student to write this giving the letter to the sponsored member.
statement, a family member may write this statement on behalf of - If the sponsor asks the date when the package was received,
the sponsored member. The family member should identify the sponsored is required to mention it in their reply.
him/herself and indicate that he/she is writing on behalf of the
student. Donts:
1. Asking anything from the sponsor except when the sponsor asks
what the sponsored needs (school supplies, clothes, toys,
How to create a detailed/personalized family record accessories - focus on the needs and not on the wants).
2. Mentioning the date the package received (unless requested)
Quezon Project has triumphed in all endeavors through cooperative
manner among the workers for things are easier accomplished Hierarchy of author
through team efforts. In same manner, in the completion of family 1. Sponsored, immediate family member, workers, volunteer
records, the collaboration of the fieldworkers and the CaRD leaders, SSP, neighbors
(Correspondence and Records Department) staff has been the key
to a personalized, interesting and detailed record of the sponsored.
They are selected based on economic instability and their willingness
to cooperate with the sponsorship program.
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SPECIAL GIFT ACKNOW LEDGEM ENT FAMILY RECORD
Definition: Letter in response to the special m oney donations sent by Family Record A family record is a document that is used to provide
potential and current sponsors with basic information about the
sponsors.
sponsored member, their family and life. It is the first step in
introducing the sponsor to their sponsored friend and forming their
Letter Code: SG + m onth + $ am ount (SG-January-$100) sponsorship relationship. The family record is often the only
information that a potential sponsor sees when making the decision
Author: Sponsored m em ber ages 9 (in 3 rd grade) and above or to sponsor an individual; it remains the only information a new
elderly m em ber who is still able to write and or sponsored- sponsor has until regular correspondence is established.
parent/relative/staff writing in behalf of the sponsored who needs to
introduce him self/herself and explains their relationship to the It is essential, therefore, that the family record provides a complete,
sponsored m em ber, and explain why the sponsored m em ber is detailed description of the child or elder individual, his or her life
unable to write. situation, personal qualities, future plans, etc. There are three family
record forms: Child, Student, and Elder.
6 23
Unbound-KS Timeline on Annual Photo: Remember:
- Children who are too young or unable to write should include
0 110 11 12 13 14 15 16
drawings along with an acknowledgement letter from the
Photo Retirement Appears on
immediate family member.
Photo Due Photo Due Late Photo Retirement
Received Warning Retired List - If a family member writes on behalf of the child or elder person
who is unable to write, they must clearly identify themselves at
the beginning of the letter, explaining their relationship to the
sponsored member, and explain why the sponsored member is
If an individuals appearance has changed drastically from unable to write.
previous photo (illness, injury, disability), please provide an - For all special money donations equal to $100 and above,
explanation. ONLY the letter of acknowledgment from the sponsored is
required describing how the donation addressed the specific
need as well as the lists of purchased items or services provided
to the family with corresponding photos if appropriate.
- For sponsored community need contribution, the recipients of
the donation should describe the use of funds and how the
donation addressed a specific need. Furthermore, if the funds
were used to benefit a specific family, the sponsored family
should describe their present situation enumerating the list of
purchased items or services enjoyed by the family with
corresponding photos.
- For sponsored who wishes to divert the used of the special
money donation, the SPC should write a request to the CaRD
head for approval from the Project Specialist.
Hierarchy of author
1. Sponsored, immediate family member, workers, volunteer
leaders, SSP, neighbors
22 7
ANNUAL LETTER Other guidelines:
Photos must be taken in a portrait (vertical) orientation, not landscape
(horizontal).
Annual Letter Regular letters should include current and updated
Encourage children to smile whenever possible! A smile will likely attract
information about the sponsored members life. Regular letters potential sponsors and helps to show an individuals personality. If a
should engage the sponsor by asking questions about the sponsored individual does not have a pleasant expression or a smile,
sponsors life. some sponsors may become concerned that the individual might be ill or
is unhappy.
Letter Code: AL Backgrounds which show the area where the sponsored member lives
are preferred. Photos taken in a studio are not permitted.
Author: Sponsored member ages 9 (in 3rd grade) and above or Photos should not have borders.
Digitally modified photos will not be accepted.
elderly member who is still able to write and or sponsored-
Each photo should show only the sponsored individual. When siblings or
parent/relative/staff writing in behalf of the sponsored who needs other children are present in the photo, it may become unclear which
to introduce himself/herself and explains their relationship to the person is the sponsored individual.
sponsored member, and explain why the sponsored member is The individual should be modestly dressed without offensive words,
unable to write. pictures, signs or gestures in the photo.
Content:
The following are the suggested annual letter contents from the
child and elderly or anybody (writing on behalf) of the
sponsored:
20 9
Hierarchy of author CHRISTMAS / YEAR-END GREETTINGS
Sponsored, immediate family member, workers, volunteer
leaders, SSP, neighbors Christmas / Year-end Greetings Provides an opportunity to share
in each others traditions. and is also part of the larger interfaith
Unbound-KS Timeline on Regular Letter:
dialogue that Unbound hopes to foster. This Christmas/year-end
0 1-6 7 8 9 10 11 greetings will not count toward a sponsored members letter-
Letter Letter Letter Late Retiremen Retiremen writing requirements.
Receive Due Due Letter t Warning t
d Remember:
1. Avoid sending store-bought cards, or cards that appear overly
expensive
2. Handmade or project-made cards are preferred
3. Subprojects may submit ideas for alternative greetings to the
Correspondence Head for approval
4. The card should not be oversized and should be smaller than
5.5X8.5 inches
5. Subprojects should not place three-dimensional decorative
items such as beads, beans, rice, glitter and craft foam onto
the cards
6. Do not include dates on greetings
7. Ensure that there are no loose items included with cards that
could fall out during processing
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Additional attachments that can be considered are INTERVENTION LETTER
photos, photocopy of test papers, most recent report
card or activity sheet but which cannot take place the Intervention Letter Intervention letter is written by the subproject
worker in case the sponsored family shows lack of interest to
sponsored note or drawing. Dont submit photos with
participate in the program and the subproject still decides to give
malicious and obscene images or people smoking,
them a chance to cooperate. This letter is written to replace the
drinking liquor or gambling. annual letter.
Never forget the greetings in starting the letter and
thanking the sponsor before ending it. Letter Code: IL
Attached photos should be labeled with name, CH#
and a short dedication or description should be written Author: Subproject Coordinator (SPC) or Community Development
at the back of each photo. Size should not be bigger Worker (CDW)
than 3R or not smaller than wallet size.
Graduation pictures should be in 3R-Glossy and not Content:
scanned and must have short dedication. The letter from the subproject team should contain the following:
1. The author explaining the reason of writing
2. Current status of the sponsored family in the program
7. Relationship building (Questions about the sponsors life;
3. Details of progress or specific developments in their lives, with
Request for a letter or photo; Response to questions from their families, and communities
sponsor; Sincere expression of interest in the sponsors life) 4. At least three to four Relationship Building statements
5. Detailed discussion of their violation/s or lack of participation
Relationship building (RB) statements should not be 1. Intervention initiated by the subproject team
contained in one paragraph. It should arise from the 2. Grace period given for them to comply
statements/stories mentioned in the paragraph.
Three to four RB statements are required in all types of Submission Timeline (6-month policy)
letter except in Farewell letter. 1st Annual 1st due of the 1st half of the year (one-month policy)
2nd Annual 1st due of the 2nd half of the year (one-month policy)
8. Translation (The subproject should generate an advance schedule of letter
status to prevent late letter, retirement warning and retirement of
sponsored for the reason of no letter)
Give exact meaning in closed parenthesis of any
acronym or words mentioned in the letter. Remember:
An annual letter may be sent any time prior to the grace-period
stated in the IL but a farewell letter should be submitted on the 4th
month if the sponsored family failed to comply on the agreement.
0 1-6 7 8 9 10 11
Letter Letter Letter Late Retiremen Retiremen
Receive Due Due Letter t Warning t
d
18 11
OTHER LETTER 5. Appropriateness (Inappropriate content may include: direct
requests or language that may m ake a sponsor feel
Other Letter Other letter is written on occasions such as Individual pressured to send additional assistance; changes in
Sponsors Visit, Deceased Sponsor Notification (generated through handwriting and/or ink; content or writing style that seem s
SL); when sponsored wishes to share significant events in his/her too m ature/immature com pared to the age of the
life, in their family and in the Unbound community. beneficiary; questionable subject matter, etc.)
2. Date (Dates must be written by the author of the letter and Author: Sponsored member ages 9 (in 3rd grade) and above or
must reflect the date that the letter was written; Date is in same elderly member who is still able to write and or sponsored-
handwriting and ink as letter and date is consistent with parent/relative/staff writing in behalf of the sponsored who needs
information in the letter) to introduce himself/herself and explains their relationship to the
sponsored member, and explain why the sponsored member is
Follow the format in writing the date: day/month/year - unable to write.
(25 December 2015)
Content:
3. Presentation (Letter has a neat, clean appearance; Stationery 1. Explains the tangible and intangible benefits that the
with torn edges) sponsored member received as a result of the sponsorship
2. When retiring due to lost contact, it would be helpful to provide
Dont use sign pen, technical pen or friction pen. the amount of time that the family has not been in contact
On stationery: Leave one space after the salutation with the project and information regarding how their benefits
(Dear) in starting the first paragraph of the body of the were distributed
letter and a space between paragraphs; two spaces 3. When retiring due to lack of participation or discontinuing
before the complimentary close. No space is needed studies, it is encourage to have an overall positive attitude in
before writing the name of the writer. farewell letters, Even at times when a goal is not met, it is likely
Never use correction tape or liquid eraser. that the sponsorship has still had a positive effect on the
Never place a tape or patched a small piece of paper individual. It is important, therefore that message contained in
to cover a tiny hole. the farewell letter is POSITIVE. Celebrate accomplishments and
Dont submit letters with torn or folded edges or with avoid words that may trigger negative emotions .
stained of any liquid
4. Describe the difference that sponsorship has made in his/her
life
4. Author Identified (Author is clearly identified and their
5. Written by the sponsored child
relationship to the member is explained and reason is clear
6. A clear and detailed retirement reason
why sponsored member not able to write)
7. Displays sponsorship outcomes
If a family member writes on behalf of the child or elder 8. Demonstrates gratitude
person who is unable to write, they must clearly identify 9. Personalization
themselves at the beginning of the letter, explaining their 10. Steps taken to preserve the sponsorship
relationship to the sponsored member, and explain why
the sponsored member is unable to write.
16 13
Characteristics of a Good farewell letter:
1. Written by Sponsored Member It is the responsibility of the Remember:
sponsored member to write the farewell letter whenever 1. It is not necessary for individuals on the Available List or
possible. In cases when the sponsored member or a family is Change of Sponsor; email notification is acceptable in these
unable to write, the staff member most familiar with the
cases
sponsored member should write the farewell letter on their
behalf. The author of the letter should be identified by name 2. It is permissible (though not required) to encourage the sponsor
and relationship to the sponsored member. to help another individual through Unbound
2. Positive Attitude Even at times when a goal is not met, it is 3. It is NOT appropriate to mention specific individual (sibling,
likely that the sponsorship has still had a positive effect on the family member) for sponsorship
individual. It is important, therefore, that the message 4. An intervention template must be accomplished and attached
contained in the farewell letter is positive. Celebrate to the farewell letter. Retirement reasons such as deceased,
accomplishments whenever possible. Try to avoid words that graduated and improved economic condition do not require
may trigger negative emotions: failure, disappointment, intervention template.
unfortunately. 5. If the sponsored passes away, an email notification (with
3. Detailed Retirement Reason Be sure to include details that
attached death certificate) should be sent as soon as possible
help to explain the reason for retirement. If the retirement
explaining the circumstances with as much detail and a
might be coming at an unexpected time, sponsors appreciate
a brief description f options that might have been considered farewell letter should follow to help the sponsor cope with the
prior to choosing retirement. difficult news.
4. Outcomes from Sponsorship Outcomes from sponsorship are
both tangible and intangible. While it might be easy to list
items that a sponsored member received as benefits, Hierarchy of author
remember the intangible benefits have a great value as well. Sponsored, immediate family member, workers, volunteer
The farewell letter should answer the question how is the leaders, SSP, neighbors
individuals life different as a result of sponsorship?, or what
opportunities has sponsorship provided that might otherwise Offering direct communication
not have been available to the individual?
Unbound does not recommend direct communication
5. Appreciation Since farewell letter often represents the end of
between sponsors and sponsored members even when
a significant relationship, it is appropriate in the farewell letter
for a sponsored member to express appreciation to their sponsorship ends. The sponsored members can certainly say
sponsor for their support. that they would like to meet the sponsor as long as they dont
6. Personalization Personalization is more than a name on the mention coming to their place to visit the sponsor. Example of
top of the page. While the name is certainly important, unacceptable statement is I would like to visit you there
content of the letter should also be personalized. Avoid form someday, this gives the impression that the sponsored
letters. Include details specific to that sponsored member and member intends to seek direct contact with the sponsor when
sponsorship relations. they are no longer in the program.
7. Appropriateness While it is appropriate for a letter to
encourage a sponsor to consider sponsoring again, it is not
appropriate to request that a specific individual be sponsored.
0 1-6 7 8 9 10 11
Letter Letter Letter Late Retiremen Retiremen
Receive Due Due Letter t Warning t
d
14 15