Sample External Reviewer Contact Follow Up Letter printable pdf download

Sample External Reviewer Contact Follow-up Letter

[External Reviewer Name]

[Title]

[Address]

Dear [External Reviewer Name],

Thank you for agreeing to serve as the external reviewer for the [Department Name]

program review at James Madison University. Our purpose in conducting program

reviews is to analyze the unit’s performance, gather findings, and make recommendations

for improved processes, service, support, learning, etc. Your role will be to use your

expertise to study the unit, interview relevant personnel and apply your knowledge of

best practices to make recommendations.

Normally, an external reviewer arrives during an afternoon and meets with the program

review committee chairs to discuss plans for the review. The following day is then spent

touring the facility, meeting the director, interviewing relevant personnel, reviewing

materials, etc. You are free to conduct whatever research you feel is necessary to support

your work. Just let us know and we will make the arrangements, set up meeting times,

etc.

We will reimburse you for your travel, lodging, and meals in accordance with state

policy. If you need a telephone, computer, or other resources while on campus, the

director will be responsible for making certain that you have what you need. If you have

any questions about logistics, please contact [Director] at [Contact Information].

It is our expectation that, within 15 work days of your visit, you will submit a report to

us. Please create your report in Microsoft Word and send it to us via e-mail attachment. In

general, your report should include a summary of your overall impressions, a list of

findings, and, perhaps most importantly, specific recommendations for improving the

unit’s performance. Most external reviewer reports are between 4-8 pages single spaced.

Include as much detail as you feel is needed. If you would like to see a sample external

reviewer report, we would be happy to provide one for you. Recommendations might

include adding personnel, increasing available funding, changing processes, adding

equipment or technology, conducting further research, changing unit policies/procedures,

etc. Please be as specific as possible when making recommendations.

Thank you again for your willingness to contribute in such a valuable way. We look

forward to your input. Please feel free to contact either of us at any time.

Sincerely,

[Program Review Committee Co-chair]

[e-mail]

[phone]

Sample External Reviewer Contact Follow Up Letter