Quezon Project

Correspondence Manual
 WELCOME LETTER

Definition: The first comm unication between the newly sponsored

member and his or her new sponsor. The sponsored/author
introduces his/her fam ily to the sponsor and welcom es them into their
fam ily and in the sponsorship program .

Letter Code: WL + m onth (WL-January)

Author: Sponsored m em ber ages 9 (in 3 rd grade) and above or

elderly member who is still able to write and or sponsored-
parent/relative/staff writing in behalf of the sponsored who needs to
introduce him self/herself and explains their relationship to the
sponsored m ember, and explain why the sponsored m ember is
unable to write.

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 from the elderly or anybody (writing on behalf) should

contain the following:
1. General inform ation about the sponsored elderly (personal
inform ation, health condition, work, pastim e, hobbies/interests,
favorites, community/organization affiliations)
2. General inform ation of the fam ily (nam e of living spouse and
his/her work, children and status, caregiver)
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 elderly 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

(Retirement Notification of moved out or deceased newly sponsored

is only allowed within the 60-day period referring to begin date in
portal. A detailed welcome-farewell letter will only be required if
the child has been sponsored for more than 60 days)

Unbound-KS Timeline on Welcome Letter:

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:
Description of the community where the sponsored lives;
Location of their house (near the rice field, river, seashore,
dumpsite, bridge, creek or mountain);
Type of family (nuclear, extended or blended)
FAMILYS FINANCIAL SITUATION
Donts:
1. Family problems (relational or financial)
2. Family realities that have negative impact (incarceration due
to murder, theft, illegal drugs, et.al.)
3. Defamatory attitude or behavior of the sponsored
4. Excessive story of writers life but of the sponsored

The familys source of income or other source of earning; Hierarchy of author

The breadwinner of the family and the help extended by the 1. Sponsored, immediate family member/relative, Unbound staff,
spouse; Volunteer leader, SSP, neighbor or friend.
The frequency of the family meals in a day;
If the family experience to borrow from their relatives or receive
assistance from their maternal or paternal relatives;
Their attitude/outlook in life despite of poverty.

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.

26 3
 REPLY LETTER
Definition: Letter in response to a previous communication from the
sponsor to the sponsored member. The letter should respond to the
sponsors questions asked through a received package or e-letter.
Letter Code: RL + code (RL-A101) or EL + code (EL-A101)
Author: Sponsored member ages 9 (in 3rd grade) and above or
elderly member who is still able to write and or sponsored-
parent/relative/staff writing in behalf of the sponsored who needs to
introduce himself/herself and explains their relationship to the
sponsored member, and explain why the sponsored member is
unable to write.
Content:
The letter from the child and elderly or anybody (writing on behalf)
should contain the following:
1. Acknowledges and describes every item received from the
sponsor and appreciates its significance and use
2. Response to questions the sponsor asked
3. Details of progress or specific developments in their lives, with their
families, and communities
4. At least three to four Relationship Building statements (excluding
statements such as Thank you for helping me or I pray that God
will bless you and your family or How are you? will not be counted
as relationship building as this is a very general question and not very
personal.
5. A message of gratitude to the sponsor for the gift received
Submission Timeline (1-month policy):
Every 2nd & 4th week Release of package/e-letter
After a month Submission of reply or e-letter
For Independent subprojects, a period of one and a half month is
allowed
(In case of retired sponsored, the package may be delivered and if
not deliverable, the package must be returned and
acknowledgement is optional. If the sponsored opted to send a
reply, the letter will be processed for mailing)
4 25
2) Courtesy call- the subproject coordinator goes to the barangay
captain to seek approval to start the sponsorship with his constituents
after having discerned that the area is an ideal prospect for
sponsorship
3) Orientation to Unbound Project - to orient the interested parties on
the programs and services of the sponsorship including the policies;
underscoring the importance of correspondence compliance
4) Home visits- to check the eligibility of the interested parties
5) Family record intake and other requirements- parents are
interviewed to complete and use the local intake sheet through the
initiative done by CaRD.
In order for the potential sponsor to see the reality of the candidates
condition, we have posted questions on the local FR that will help
describe the following:
HEALTH COMMENTS:
Is he/she healthy? If not, what are his/her common illnesses?
How often does he/she get sick?
If he/she has special physical condition such as handicapped,
mentally incapacitated or behavioral problems, it is necessary
to include them in the form;
Type of food intake is also being asked, as well as any sports
inclination or activities he/she engages in.
ADDITIONAL INFORMATION ABOUT THE CHILD:
Some of the details required are:
The childs characteristics, likes and abilities;
The number of siblings he/she has and his/her order of birth;
The grade or year level he/she is enrolled in if he is currently
studying and his attitude towards school;
Types of activities he/she participates in school and award or
recognition received; and if he /she has twin sibling.

You may wish to acknowledge the following topics when completing
the three additional information sections of the family record:
1) Information about the child: Describe their personality and
things they like to do. Are there any interesting facts about the
child? Do they have any unique qualities?
2) Comments about the family: Descriptions of their daily lives,
their relationships and home life.
3) Familys financial situation: Details about the work the parents
do to survive and improve their lives, their struggles, and
obstacles the family must overcome.
On student records, the Youths Goal in Program-Statement by
student should be written in the students own words. In limited
cases, if circumstances make it impossible for the student to write this
statement, a family member may write this statement on behalf of
the sponsored member. The family member should identify
him/herself and indicate that he/she is writing on behalf of the
student.
How to create a detailed/personalized family record
Quezon Project has triumphed in all endeavors through cooperative
manner among the workers for things are easier accomplished
through team efforts. In same manner, in the completion of family
records, the collaboration of the fieldworkers and the CaRD
(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.
Before the recruitment in a prospective area, several steps are being
done:
1) Ocular survey- the subproject coordinator headed the team
likewise involving community leaders go to the area
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Remember:
- Children who are too young or unable to write should include
drawing/palm print/foot print along with a reply letter from a
family member or project staff worker.
- If a staff or family member writes on behalf of the child or elder
person 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
why the sponsored member is unable to write.
- In case the sponsor asked for a particular gift the sponsored
prefers to receive, he/she needs to attach the copy of the
letter previously received and use the suggested statement of
In response to your question, what gift do I want to receive.
- If a letter from a sponsor contains content that is questionable
or inappropriate, the project staff should be refrained from
giving the letter to the sponsored member.
- If the sponsor asks the date when the package was received,
the sponsored is required to mention it in their reply.
Donts:
1. Asking anything from the sponsor except when the sponsor asks
what the sponsored needs (school supplies, clothes, toys,
accessories - focus on the needs and not on the wants).
2. Mentioning the date the package received (unless requested)
Hierarchy of author
1. Sponsored, immediate family member, workers, volunteer
leaders, SSP, neighbors
5
 SPECIAL GIFT ACKNOW LEDGEM ENT
Definition: Letter in response to the special m oney donations sent by
sponsors.
Letter Code: SG + m onth + $ am ount (SG-January-$100)
Author: Sponsored m em ber ages 9 (in 3 rd grade) and above or
elderly m em ber who is still able to write and or sponsored-
parent/relative/staff writing in behalf of the sponsored who needs to
introduce him self/herself and explains their relationship to the
sponsored m em ber, and explain why the sponsored m em ber is
unable to write.
Content:
The letter from the child and elderly or anybody (writing on behalf)
who received special m oney donation should contain the following:
1. Acknowledges the received special m oney donation on the
specific m onth not m entioning the dollar am ount and its peso
equivalence. However, in case the sponsor is directly asking the
sponsored about the am ount of special gifts received, it is perm issible
to m ention the am ount and/or its peso equivalence.
2. States how the special gift was used following the specified
intention listed at the Financial Detail Report provided by their
respective Accounting Assistant
3. A photocopy of the sponsored passbook has to be attached to
the acknowledgm ent letter if the received am ount was deposited in
the bank
4. Details of progress or specific developm ents in their lives, with their
fam ilies, and com m unities
5. Three to four Relationship Building statem ents are required
6. A m essage of appreciation to the sponsor for the special gift
received
Submission Timeline (1-month policy):
1 st week Release of Financial detail report from the Accounting
Assistant
1 ST week of the succeeding m onth Subm ission of special gift
acknowledgem ent letter
For Independent subprojects, a period of one and a half m onth is
allowed
(In case of retired/change of sponsor, the special m oney donation
should be received and an acknowledgem ent letter is required)
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FAMILY RECORD
Family Record A family record is a document that is used to provide
potential and current sponsors with basic information about the
sponsored member, their family and life. It is the first step in
introducing the sponsor to their sponsored friend and forming their
sponsorship relationship. The family record is often the only
information that a potential sponsor sees when making the decision
to sponsor an individual; it remains the only information a new
sponsor has until regular correspondence is established.
It is essential, therefore, that the family record provides a complete,
detailed description of the child or elder individual, his or her life
situation, personal qualities, future plans, etc. There are three family
record forms: Child, Student, and Elder.
Child Record (Children 0-12 years)
(including children with special needs*
who are able to attend school)
Student Record (Children 13 years &
older)
(including children with special needs*
who are 13-21 years who are able to
attend school)
Child Family Record (Children 0-20 Please include the following
years) with special needs* who are information:
not in school ? Does this person have any
limitations that will prevent them from
fully caring for themselves long-term?
? Please describe the specific
limitations and challenges.
Elder Family Record (Adults ages 21
and over) with special needs*
*such as a mental or physical disability
Important Tips and Reminders:
The spaces provided for additional information about the child or the
familys financial situation is very important and must be filled in
completely with as much detail as possible. This information helps the
sponsor to know their new friend better and is necessary to write
good profiles for those individuals who will appear on our website.
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

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 ANNUAL LETTER
Annual Letter Regular letters should include current and updated
information about the sponsored members life. Regular letters
should engage the sponsor by asking questions about the
sponsors life.
Letter Code: AL
Author: Sponsored member ages 9 (in 3rd grade) and above or
elderly member who is still able to write and or sponsored-
parent/relative/staff writing in behalf of the sponsored who needs
to introduce himself/herself and explains their relationship to the
sponsored member, and explain why the sponsored member is
unable to write.
Content:
The following are the suggested annual letter contents from the
child and elderly or anybody (writing on behalf) of the
sponsored:
Information and updates about the SPONSORED FAMILY:
1. Family (additional family member, deceased family member,
events and occasions, pleasant and unpleasant incidents,
family relationship, financial situation..)
1. Interests (Bonding activities-sports, recreation and socio-cultural
activities..)
2. Community (Environment-related activities.)
3. Culture (Feasts and traditions..)
4. Daily life (Day-to-day life)
Information and updates about the SPONSORED MEMBER:
1. Academic performance (What subject/s are you good
at/needs help, class standing)
2. Current grade level (Description of your grade section)
3. Favorite subjects in school
4. Academic ambitions
5. Extracurricular activities (Boys/Girl Scout, School Competition,
Clubs and Organizations)
6. General health status (Healthy, Sickly, Overweight,
underweight, taller)
7. Hobbies or any other items of interest (Reading, Music, Arts,
Sports, Church affiliations, Community activities )
8 21
Other guidelines:
Photos must be taken in a portrait (vertical) orientation, not landscape
(horizontal).
Encourage children to smile whenever possible! A smile will likely attract
potential sponsors and helps to show an individuals personality. If a
sponsored individual does not have a pleasant expression or a smile,
some sponsors may become concerned that the individual might be ill or
is unhappy.
Backgrounds which show the area where the sponsored member lives
are preferred. Photos taken in a studio are not permitted.
Photos should not have borders.
Digitally modified photos will not be accepted.
Each photo should show only the sponsored individual. When siblings or
other children are present in the photo, it may become unclear which
person is the sponsored individual.
The individual should be modestly dressed without offensive words,
pictures, signs or gestures in the photo.
The individual in the photo should have their eyes open and should not
wear sunglasses (with the exception of individuals who are blind).
Please omit seasonal items, such as Christmas trees, or sponsor gifts from
the photo because these photos may be used to find new sponsors
when necessary. It is acceptable, however, for an individual to hold
items such as flowers, fruit or vegetables, pets, etc.
Photos should be taken from the same level the child is standing on. The
photographer should not be at an elevated or lower ground than the
child.
If a photo is rejected, an update request will be sent for a new photo.
Following is a list of common reasons why Unbound-Kansas may reject a
photo:
- Poor quality
- Distant subject (individual too far away from camera)
- Blurred photos
- Too light or dark
- Over or under exposed
- Photos with date and/or time stamp
- Inappropriate clothing, poses, or backgrounds
- Digitally modified
- False, studio background
- Not the same person as original photo or previous annual photo
- Photo is the same photo as previous year
 A N N UA L PH O TO REQ UIREM EN TS
A nnua l Photos a llow sp onsors to see their sp onsored frie nd s a s they
grow a nd allow the sp onsors to know their sp onsored frie nd in a
w a y that c a nt b e exp ressed through letters.
Rem em b e r:
- The in itia l p hoto of a n in d iv id ua l is often the first thin g that a
p otential sp onsor sees. H ig h-q u ality photos that show a n
in d iv id ua ls p ersonality pla y a grea t role in w hether a n
in d iv id ua l w ill b e c hosen for sp onsorship .
- All in d iv id ua ls (sp onsored , c ha nge of sp onsor, a nd a v a ila ble)
a re req uired to sub m it a n up d a ted p hoto every yea r.
- The annual p hoto is one of the im p orta nt w a ys that Unb ound is
a ble to v erify to the sp onsors that the sp onsored c hild ren, youth
a nd eld er a re still in the p rogram . For this rea son, a nnual photos
m ust b e subm itted to Unb ound -Ka nsa s w ithin 3 m onths of the
d a te that they w ere ta ken.
- Up d a ted p hotos should b e sent for a ny in d iv id ua ls w ho hav e
a p p ea red on the Av a ila ble List for 12 m onths or longer.
A nnua l Photo G uid e line s
A g e g uid eline s:
1. Photogra p hs of sp onsored child ren a g es 0-12 m a y in clud e the
c hild s entire b od y O R c a n b e from the w a ist-up (hea d ,
should ers and torso): w hic hev er is m ore natural a nd show s the
c hild s p ersonality. If a young c hild is una b le to a p p ea r alon e in
a p hoto, they m ust b e held b y a fam ily m em b er (or a c a regiv er
in the c a se of a n orp ha n).
2. Photogra p hs of sp onsored youth ages 13 a nd old er should b e
from the w a ist-up (in c lud in g the hea d , should ers a nd torso).
3. Photogra p hs of sp onsored eld ers ca n b e either full b od y or
w a ist-up , w hic hev er is m ost c om plim enta ry a nd show s their
p ersonality.
4. Photogra p hs of sp onsored child ren w ith sp ecia l need s c a n b e
either full b od y or w a ist-up , w hic hever is m ost c om plim enta ry.
In the c a se that a sp onsored c hild , youth or eld er is una ble to
a p p ea r alone in a photo d ue to spec ia l need s, a fam ily
m em b er or a nother c a regiv er m a y a p p ea r in the photo.
5. Photogra p hs of sp onsored v oc a tio ns should b e close-up
p hotos of the p ersons hea d a nd should ers.
20
Submission Timeline (6-month policy)
1st Annual 1st due of the 1st half of the year
2nd Annual 1st due of the 2nd half of the year
(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)
Remember:
1. Children who are too young or unable to write should include
drawings or short note along with an annual letter from the
immediate family member.
2. Children and youth who mentioned academic and extra-
curricular achievements should include the necessary
attachments not exceeding to five pages.
3. 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
unable to write.
4. If the student discontinued schooling for over one school year,
the SPC should submit a case-study report along with his/her
annual letter.
However, college student who discontinued for one semester
and beyond, a case-study report attachment is also required
along with his/her annual letter.
(Policy #4 refers to Policy Guideline for Sponsorship Retirement
#6c)
5. Subproject who wishes to terminate the sponsorship of a
certain sponsored on Letter Due List, a farewell letter should be
submitted instead
ADDENDUM:
Changes to name of corresponding sponsors
Sponsors have requested that someone write on their behalf,
but they will continue to make contributions for the sponsorship.
The person who is writing on the sponsors behalf is the name of
the person who now appears as the sponsor name on the
Beneficiaries List. For these sponsored members since the
relationship is continuing with a person of the sponsors
choosing there is no need to write a welcome letter, and can
directly proceed with the writing schedule that is already
established.
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

Possible alternative greetings may include:

A family photo of the sponsored member, with a greeting
from the project coordinator, telling how the holidays are
celebrated in the project or locale.
A photo of sponsored children (8-10 children) doing a
Christmas or other holiday activity, with those children
identified and a little information about each one, made
into a card from the project.
A staff photo with Christmas or end-of-year greetings from
the staff.

Projects wishing to send an alternative greeting should seek

Unbound-Kansas approval through the Card head. Whatever
kind of greeting the subprojects decide upon, the holiday
greetings should be submitted to the correspondence
department on or before the 15th day of October so it may
arrive at Unbound-Kansas no later than the 6TH of November
each year in order to leave sufficient time for processing and
mailing so that sponsors will receive the greetings by Christmas.

10 19
 Additional attachments that can be considered are
photos, photocopy of test papers, most recent report
card or activity sheet but which cannot take place the
sponsored note or drawing. Dont submit photos with
malicious and obscene images or people smoking,
drinking liquor or gambling.
Never forget the greetings in starting the letter and
thanking the sponsor before ending it.
Attached photos should be labeled with name, CH#
and a short dedication or description should be written
at the back of each photo. Size should not be bigger
than 3R or not smaller than wallet size.
Graduation pictures should be in 3R-Glossy and not
scanned and must have short dedication.
7. Relationship building (Questions about the sponsors life;
Request for a letter or photo; Response to questions from
sponsor; Sincere expression of interest in the sponsors life)
Relationship building (RB) statements should not be
contained in one paragraph. It should arise from the
statements/stories mentioned in the paragraph.
Three to four RB statements are required in all types of
letter except in Farewell letter.
8. Translation
Give exact meaning in closed parenthesis of any
acronym or words mentioned in the letter.
Letter
Receive
d
18
INTERVENTION LETTER
Intervention Letter Intervention letter is written by the subproject
worker in case the sponsored family shows lack of interest to
participate in the program and the subproject still decides to give
them a chance to cooperate. This letter is written to replace the
annual letter.
Letter Code: IL
Author: Subproject Coordinator (SPC) or Community Development
Worker (CDW)
Content:
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
3. Details of progress or specific developments in their lives, with
their families, and communities
4. At least three to four Relationship Building statements
5. Detailed discussion of their violation/s or lack of participation
1. Intervention initiated by the subproject team
2. Grace period given for them to comply
Submission Timeline (6-month policy)
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)
(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)
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.
Unbound-KS Timeline on Regular Letter:
0 1-6 7 8 9 10 11
Letter Letter Late Retiremen Retiremen
Due Due Letter t Warning t
11
 OTHER LETTER
Other Letter Other letter is written on occasions such as Individual
Sponsors Visit, Deceased Sponsor Notification (generated through
SL); when sponsored wishes to share significant events in his/her
life, in their family and in the Unbound community.
Letter Code: OL
Author: Sponsored member ages 9 (in 3rd grade) and above or
elderly member who is still able to write and or sponsored-
parent/relative/staff writing in behalf of the sponsored who needs
to introduce himself/herself and explains their relationship to the
sponsored member, and explain why the sponsored member is
unable to write.
Content:
1. ISV Letter appreciating the sponsors time and the gifts shared
to the sponsored family
2. Condolence Letter of acknowledgment and appreciation of
the support of the late sponsor/s and expressing their prayerful
sympathy to the bereaved family. This letter is obligatory
Significant events Wedding, Graduation, Award Received,
Newborn, Baptismal, Death, Serious illness, Calamity
Submission Timeline:
Any time of the year, a few weeks after the event
Remember:
- 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
unable to write.
- Children and youth who mentioned academic and extra-
curricular achievements should include the necessary
attachments not exceeding to five pages.
- Sponsored should not wait for the annual letter scheduled
submission to share the events stated in the content
Hierarchy of author
Sponsored, immediate family member, workers, volunteer
leaders, SSP, neighbors
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5. Appropriateness (Inappropriate content may include: direct
requests or language that may m ake a sponsor feel
pressured to send additional assistance; changes in
handwriting and/or ink; content or writing style that seem s
too m ature/immature com pared to the age of the
beneficiary; questionable subject matter, etc.)
Direct or indirect asking of anything is prohibited.
Dont mention any contact numbers; be it telephone
num ber, social m edia account, nam e of school, school
or residential address.
The letters in the word Unbound should only be
capitalized when used in connection with the logo.
Otherwise, only the first letter should be capitalized when
writing the name Unbound. Writing Unbound in this
manner will help clarify that it is not an acronym . Instead,
you m ay use fam ily, organization, comm unity or
m ovement after Unbound but never foundation.
Pencil is not allowed to be used by sponsored Grade 4
up or by the adult writer-in-behalf. Only m ongol pencil
#2 is allowed to be used by grade 3 and below.
Stop using business letters complim entary closes:
respectfully yours, very respectfully yours, sincerely yours,
very sincerely yours, truly yours, et.al.
Never insert a word when correcting wrong sentence.
Use one style of handwriting in your letter. If you start it
with the cursive style, ends it with such style.
Check the CH# and write the subproject only and not
the group num ber.
Refrain from using statements such as I hope you will not
stop helping m e or any statement that may have the
sam e connotation.
6. Personalization (Letter includes a large am ount of specific
details about the sponsored that m ay vary according to
age; Sponsored youth ages 16 and older should include
m ore details and som e mention of their future plans;
Younger children may include drawings as a way to express
their personality)
On attachment: Attachm ent not just a drawing at the
bottom of the writer but should be another page of
drawing or short note of the sponsored; palm print or
footprint for the kid who are not yet schooling.
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 GENERAL LETTER WRITING REQUIREMENTS/GUIDELINES:
1. Sponsor Name (Correct sponsor name, Sponsor name is in
same handwriting as letter)
In writing the salutation, use the sponsors/sponsors
name and names of corresponding sponsor written on
the sticker. Use the specific addressee in the body of the
letter.
2. Date (Dates must be written by the author of the letter and
must reflect the date that the letter was written; Date is in same
handwriting and ink as letter and date is consistent with
information in the letter)
Follow the format in writing the date: day/month/year -
(25 December 2015)
3. Presentation (Letter has a neat, clean appearance; Stationery
with torn edges)
Dont use sign pen, technical pen or friction pen.
On stationery: Leave one space after the salutation
(Dear) in starting the first paragraph of the body of the
letter and a space between paragraphs; two spaces
before the complimentary close. No space is needed
before writing the name of the writer.
Never use correction tape or liquid eraser.
Never place a tape or patched a small piece of paper
to cover a tiny hole.
Dont submit letters with torn or folded edges or with
stained of any liquid
4. Author Identified (Author is clearly identified and their
relationship to the member is explained and reason is clear
why sponsored member not able to write)
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 unable to write.
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FAREWELL LETTER
Farewell Letter The retirement of a sponsored member is a critical
moment in sponsor satisfaction and retention. The sponsors
experience of the retirement impacts the likelihood that the
sponsor will continue with a new relationship. Quality and timely
farewell letters are key to sponsor satisfaction.
Letter Code: FL
Author: Sponsored member ages 9 (in 3rd grade) and above or
elderly member who is still able to write and or sponsored-
parent/relative/staff writing in behalf of the sponsored who needs
to introduce himself/herself and explains their relationship to the
sponsored member, and explain why the sponsored member is
unable to write.
Content:
1. Explains the tangible and intangible benefits that the
sponsored member received as a result of the sponsorship
2. When retiring due to lost contact, it would be helpful to provide
the amount of time that the family has not been in contact
with the project and information regarding how their benefits
were distributed
3. When retiring due to lack of participation or discontinuing
studies, it is encourage to have an overall positive attitude in
farewell letters, Even at times when a goal is not met, it is likely
that the sponsorship has still had a positive effect on the
individual. It is important, therefore that message contained in
the farewell letter is POSITIVE. Celebrate accomplishments and
avoid words that may trigger negative emotions .
4. Describe the difference that sponsorship has made in his/her
life
5. Written by the sponsored child
6. A clear and detailed retirement reason
7. Displays sponsorship outcomes
8. Demonstrates gratitude
9. Personalization
10. Steps taken to preserve the sponsorship
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 Characteristics of a Good farewell letter:
1. Written by Sponsored Member It is the responsibility of the
sponsored member to write the farewell letter whenever
possible. In cases when the sponsored member or a family is
unable to write, the staff member most familiar with the
sponsored member should write the farewell letter on their
behalf. The author of the letter should be identified by name
and relationship to the sponsored member.
2. Positive Attitude Even at times when a goal is not met, it is
likely that the sponsorship has still had a positive effect on the
individual. It is important, therefore, that the message
contained in the farewell letter is positive. Celebrate
accomplishments whenever possible. Try to avoid words that
may trigger negative emotions: failure, disappointment,
unfortunately.
3. Detailed Retirement Reason Be sure to include details that
help to explain the reason for retirement. If the retirement
might be coming at an unexpected time, sponsors appreciate
a brief description f options that might have been considered
prior to choosing retirement.
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,
remember the intangible benefits have a great value as well.
The farewell letter should answer the question how is the
individuals life different as a result of sponsorship?, or what
opportunities has sponsorship provided that might otherwise
not have been available to the individual?
5. Appreciation Since farewell letter often represents the end of
a significant relationship, it is appropriate in the farewell letter
for a sponsored member to express appreciation to their
sponsor for their support.
6. Personalization Personalization is more than a name on the
top of the page. While the name is certainly important,
content of the letter should also be personalized. Avoid form
letters. Include details specific to that sponsored member and
sponsorship relations.
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.
Unbound-KS Timeline on Regular Letter:
0 1-6 7 8 9 10
Letter Letter Letter Late Retiremen Retiremen
Receive Due Due Letter t Warning t
d
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Remember:
1. It is not necessary for individuals on the Available List or
Change of Sponsor; email notification is acceptable in these
cases
2. It is permissible (though not required) to encourage the sponsor
to help another individual through Unbound
3. It is NOT appropriate to mention specific individual (sibling,
family member) for sponsorship
4. An intervention template must be accomplished and attached
to the farewell letter. Retirement reasons such as deceased,
graduated and improved economic condition do not require
intervention template.
5. If the sponsored passes away, an email notification (with
attached death certificate) should be sent as soon as possible
explaining the circumstances with as much detail and a
farewell letter should follow to help the sponsor cope with the
difficult news.
Hierarchy of author
Sponsored, immediate family member, workers, volunteer
leaders, SSP, neighbors
Offering direct communication
Unbound does not recommend direct communication
between sponsors and sponsored members even when
sponsorship ends. The sponsored members can certainly say
that they would like to meet the sponsor as long as they dont
mention coming to their place to visit the sponsor. Example of
unacceptable statement is I would like to visit you there
someday, this gives the impression that the sponsored
member intends to seek direct contact with the sponsor when
they are no longer in the program.
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