[Template for Cover Letter
You are invited to participate in a research study. The purpose of the study is
description of the project].
We are inviting you to be in this study because
[describe why the person receiving this letter
is eligible for the study – e.g. you are a student at USD, you are a teacher in the Sioux Falls
[If mailing the letter add]
We obtained your name and address
[explain how you obtained the
person’s name and address].
If you agree to participate, we would like you to
[Describe study procedures, including examples of the kinds of questions you plan to
ask the participant and how long it will take to answer your questions].
Survey or Questionnaire
[If the study involves completing an enclosed survey or questionnaire include the
How the participant should let you know if they do not want to participate
(e.g. return the blank survey to you, return an enclosed postcard)
Whether you will contact the subject again by letter or phone (how long after
this letter? How many times?) if they do not return the survey)
The fact that the subject is free to not answer any questions they would
prefer not to answer
We will keep the information you provide
regulatory agencies and the University of South Dakota Institutional Review Board (a committee
that reviews and approves research studies) may inspect and copy records pertaining to this
[If study is anonymous add]
Your responses will be anonymous to ensure that they cannot be
linked to you.
[If study is confidential i.e.uses an ID code on an enclosed survey/questionnaire that is
linked to the participants name/address describe how you will destroy the link between the
code number and the person’s name and when this will done, e.g. as soon as you check off
that you received the survey, when the study is complete, etc.]
If we write a report about this
study we will do so in such a way that you cannot be identified.