Appendix F_letters mail

Appendix F
Letters for the Mail Sample

Advance Letter – Mail Sample, Version 1

Dear Sir or Madam:
I’m writing to ask you to take part in an important national survey sponsored by the U.S.
Department of Health and Human Services. The Health Information National Trends Survey
has interviewed thousands of people in the last few years. From it we’ve learned that:


About 4 out of 5 adults believe that there are so many recommendations about nutrition
that it is hard to know which ones to follow.



About one in four adults read the health section of a newspaper or magazine every week.



Almost half of all adults don’t know the age at which to begin screening for certain types
of cancer.

With information like this, the survey can help the government and companies better
communicate health information to everyone.
Your household was chosen at random for this survey and cannot be replaced. You will
receive study questionnaires in the mail within the next few days. It will take perhaps 20 to 30
minutes to answer our questions. What you have to say will help us find out how we can best
provide the health information people need.
Westat, a research firm under contract with the U.S. Department of Health and Human
Services, is administering the survey. Your answers will be kept confidential to the extent
provided by law. More information about the study is provided on the other side of this letter.
Thank you in advance for your cooperation. If you have any questions about the study,
call Westat toll-free at 1–888–xxx–xxxx.
Sincerely,

Bradford W. Hesse, Ph.D.
Chief, Health Communications Branch
National Institutes of Health
U.S. Dept of Health and Human Services
Si prefiere recibir la encuesta en Español, por favor llame 1-888-xxx-xxxx
The Health Information National Trends Survey is authorized under 42 USC, Section 285a

F-1

Some Frequently Asked Questions
about the
Health Information National Trends Survey
Q:

What is the study about? What kind of questions will you be asking?
A:

Q:

How will the study results be used? What will be done with my information?
A:

Q:

About 20 to 30 minutes.

Who is sponsoring the study? Is this study approved by the Federal Government?
A:

Q:

Yes. Your answers will not be revealed to anyone but the researchers in a way that identifies
you or your household, to the extent provided by law.

How long will it take to answer the questions?
A:

Q:

Your participation is voluntary, and you may refuse to answer any questions or
withdraw from the study at any time. Your household was selected randomly using
scientific sampling methods, in order to reach a sample that reflects the entire
population of the United States. You represent thousands of other households like
yours, and you cannot be replaced. Your answers and opinions are very important to
the success of this study, as you represent others who share your knowledge and
beliefs.

Will my answers to the survey be kept confidential?
A:

Q:

Your address was randomly selected from among all of the known home addresses in
the nation. It was selected using scientific sampling methods.

Why should I take part in this study? Do I have to do this?
A:

Q:

Findings will help the U.S. Department of Health and Human Services promote good
health and prevent disease, by determining ways of better communicating accurate
health information to people.

How did you get my address?
A:

Q:

The study concerns health and how people receive health information. For example, we
will ask how you usually get information about how to stay healthy, the sources of
information you most trust, and how you might like to get such information in the future.
We will also ask about your beliefs on what contributes to good health, how best to
prevent cancer, your participation in various health-related activities, and related topics.

The study is sponsored by the U.S. Department of Health and Human Services. The
study has been approved by the Office of Management and Budget (OMB), the office
that reviews all federally-sponsored surveys. The OMB approval number assigned to
this study is xxxx-xxxx.

Who is Westat?
A:

Westat is a research company located in Rockville, Maryland. Westat is conducting this
survey under contract to the U.S. Department of Health and Human Services.

F-2

Advance Letter – Mail Sample, Version 2

Dear Sir or Madam:
Americans today have access to more health information than ever. However, we don’t
always know how to find what we really need to know. I hope you’ll take part in an important
survey sponsored by the U.S. Department of Health and Human Services. By taking part, you
can help us do a better job of meeting the health information needs of the nation.
Your household was chosen at random for the Health Information National Trends
Survey and cannot be replaced. You will receive study questionnaires in the mail within the next
few days. It will take perhaps 20 to 30 minutes to answer our questions. What you have to say
will help us find out how we can best provide the health information people need.
Westat, a research firm under contract with the U.S. Department of Health and Human
Services, is administering the survey. Your answers will be kept confidential to the extent
provided by law. More information about the study is provided on the other side of this letter.
Thank you in advance for your cooperation. If you have any questions about the study,
call Westat toll-free at 1–888–xxx–xxxx.
Sincerely,

Bradford W. Hesse, Ph.D.
Chief, Health Communications Branch
National Institutes of Health
U.S. Dept of Health and Human Services

Si prefiere recibir la encuesta en Español, por favor llame 1-888-xxx-xxxx
The Health Information National Trends Survey is authorized under 42 USC, Section 285a

F-3

Some Frequently Asked Questions
about the
Health Information National Trends Survey
Q:

What is the study about? What kind of questions will you be asking?
A:

Q:

How will the study results be used? What will be done with my information?
A:

Q:

About 20 to 30 minutes.

Who is sponsoring the study? Is this study approved by the Federal Government?
A:

Q:

Yes. Your answers will not be revealed to anyone but the researchers in a way that identifies
you or your household, to the extent provided by law.

How long will it take to answer the questions?
A:

Q:

Your participation is voluntary, and you may refuse to answer any questions or
withdraw from the study at any time. Your household was selected randomly using
scientific sampling methods, in order to reach a sample that reflects the entire
population of the United States. You represent thousands of other households like
yours, and you cannot be replaced. Your answers and opinions are very important to
the success of this study, as you represent others who share your knowledge and
beliefs.

Will my answers to the survey be kept confidential?
A:

Q:

Your address was randomly selected from among all of the known home addresses in
the nation. It was selected using scientific sampling methods.

Why should I take part in this study? Do I have to do this?
A:

Q:

Findings will help the U.S. Department of Health and Human Services promote good
health and prevent disease, by determining ways of better communicating accurate
health information to people.

How did you get my address?
A:

Q:

The study concerns health and how people receive health information. For example, we
will ask how you usually get information about how to stay healthy, the sources of
information you most trust, and how you might like to get such information in the future.
We will also ask about your beliefs on what contributes to good health, how best to
prevent cancer, your participation in various health-related activities, and related topics.

The study is sponsored by the U.S. Department of Health and Human Services. The
study has been approved by the Office of Management and Budget (OMB), the office
that reviews all federally-sponsored surveys. The OMB approval number assigned to
this study is xxxx-xxxx.

Who is Westat?
A:

Westat is a research company located in Rockville, Maryland. Westat is conducting this
survey under contract to the U.S. Department of Health and Human Services.

F-4

Cover Letter – Mail Sample, Version 1

Dear Sir or Madam:
I’m writing to ask you to take part in an important national survey sponsored by the U.S.
Department of Health and Human Services. The Health Information National Trends Survey
has interviewed thousands of people in the last few years. From it we’ve learned that:


About 4 out of 5 adults believe that there are so many recommendations about nutrition
that it is hard to know which ones to follow.



About one in four adults read the health section of a newspaper or magazine every week.



Almost half of all adults don’t know the age at which to begin screening for certain types
of cancer.

With information like this, the survey can help the government and companies get
valuable information on health to you and your family.
Your household was chosen at random for this survey and cannot be replaced. We ask
that each adult in this household complete a questionnaire and return it to us in the
postage-paid envelope at your earliest convenience. What you have to say will help us find
out how we can best provide the health information people need.
Westat, a research firm under contract with the U.S. Department of Health and Human
Services, is administering the survey. Your answers will be kept confidential to the extent
provided by law. More information about the study is provided on the other side of this letter.
Thank you in advance for your cooperation. If you have any questions about the study,
call Westat toll-free at 1–888–xxx–xxxx.
Sincerely,

Bradford W. Hesse, Ph.D.
Chief, Health Communications Branch
National Institutes of Health
U.S. Dept of Health and Human Services
Si prefiere recibir la encuesta en Español, por favor llame 1-888-xxx-xxxx
The Health Information National Trends Survey is authorized under 42 USC, Section 285a

F-5

Some Frequently Asked Questions
about the
Health Information National Trends Survey
Q:

What is the study about? What kind of questions will you be asking?
A:

Q:

How will the study results be used? What will be done with my information?
A:

Q:

About 20 to 30 minutes.

Who is sponsoring the study? Is this study approved by the Federal Government?
A:

Q:

Yes. Your answers will not be revealed to anyone but the researchers in a way that identifies
you or your household, to the extent provided by law.

How long will it take to answer the questions?
A:

Q:

Your participation is voluntary, and you may refuse to answer any questions or
withdraw from the study at any time. Your household was selected randomly using
scientific sampling methods, in order to reach a sample that reflects the entire
population of the United States. You represent thousands of other households like
yours, and you cannot be replaced. Your answers and opinions are very important to
the success of this study, as you represent others who share your knowledge and
beliefs.

Will my answers to the survey be kept confidential?
A:

Q:

Your address was randomly selected from among all of the known home addresses in
the nation. It was selected using scientific sampling methods.

Why should I take part in this study? Do I have to do this?
A:

Q:

Findings will help the U.S. Department of Health and Human Services promote good
health and prevent disease, by determining ways of better communicating accurate
health information to people.

How did you get my address?
A:

Q:

The study concerns health and how people receive health information. For example, we
will ask how you usually get information about how to stay healthy, the sources of
information you most trust, and how you might like to get such information in the future.
We will also ask about your beliefs on what contributes to good health, how best to
prevent cancer, your participation in various health-related activities, and related topics.

The study is sponsored by the U.S. Department of Health and Human Services. The
study has been approved by the Office of Management and Budget (OMB), the office
that reviews all federally-sponsored surveys. The OMB approval number assigned to
this study is xxxx-xxxx.

Who is Westat?
A:

Westat is a research company located in Rockville, Maryland. Westat is conducting this
survey under contract to the U.S. Department of Health and Human Services.

F-6

Cover Letter – Mail Sample, Version 2

Dear Sir or Madam:
Americans today have access to more health information than ever. But we don’t always
know how to find what we really need to know. I hope you’ll take part in an important survey
sponsored by the U.S. Department of Health and Human Services. By taking part, you can help
us do a better job of meeting the health information needs of the nation.
Your household was chosen at random for the Health Information National Trends
Survey and cannot be replaced. We ask that each adult in this household complete a
questionnaire and return it to us in the postage-paid envelope at your earliest convenience.
What you have to say will help us find out how we can best provide the health information
people need.
Westat, a research firm under contract with the U.S. Department of Health and Human
Services, is administering the survey. Your answers will be kept confidential to the extent
provided by law. More information about the study is provided on the other side of this letter.
Thank you in advance for your cooperation. If you have any questions about the study,
call Westat toll-free at 1–888–xxx-xxxx.
Sincerely,

Bradford W. Hesse, Ph.D.
Chief, Health Communications Branch
National Institutes of Health
U.S. Dept of Health and Human Services

Si prefiere recibir la encuesta en Español, por favor llame 1-888-xxx-xxxx
The Health Information National Trends Survey is authorized under 42 USC, Section 285a

F-7

Some Frequently Asked Questions
about the
Health Information National Trends Survey
Q:

What is the study about? What kind of questions will you be asking?
A:

Q:

How will the study results be used? What will be done with my information?
A:

Q:

About 20 to 30 minutes.

Who is sponsoring the study? Is this study approved by the Federal Government?
A:

Q:

Yes. Your answers will not be revealed to anyone but the researchers in a way that identifies
you or your household, to the extent provided by law.

How long will it take to answer the questions?
A:

Q:

Your participation is voluntary, and you may refuse to answer any questions or
withdraw from the study at any time. Your household was selected randomly using
scientific sampling methods, in order to reach a sample that reflects the entire
population of the United States. You represent thousands of other households like
yours, and you cannot be replaced. Your answers and opinions are very important to
the success of this study, as you represent others who share your knowledge and
beliefs.

Will my answers to the survey be kept confidential?
A:

Q:

Your address was randomly selected from among all of the known home addresses in
the nation. It was selected using scientific sampling methods.

Why should I take part in this study? Do I have to do this?
A:

Q:

Findings will help the U.S. Department of Health and Human Services promote good
health and prevent disease, by determining ways of better communicating accurate
health information to people.

How did you get my address?
A:

Q:

The study concerns health and how people receive health information. For example, we
will ask how you usually get information about how to stay healthy, the sources of
information you most trust, and how you might like to get such information in the future.
We will also ask about your beliefs on what contributes to good health, how best to
prevent cancer, your participation in various health-related activities, and related topics.

The study is sponsored by the U.S. Department of Health and Human Services. The
study has been approved by the Office of Management and Budget (OMB), the office
that reviews all federally-sponsored surveys. The OMB approval number assigned to
this study is xxxx-xxxx.

Who is Westat?
A:

Westat is a research company located in Rockville, Maryland. Westat is conducting this
survey under contract to the U.S. Department of Health and Human Services.

F-8

Postcard Reminder for Mail Sample
A few days ago you should have received a packet of questionnaires for your household’s participation in
the Health Information National Trends Survey. It was sent to your address as part our effort to determine
the best ways of communicating important health information to all Americans.
We requested that each adult in the household complete a questionnaire. If you have already returned the
questionnaire(s) to us, please accept my sincere thanks. If any adult here has not yet completed and
returned a questionnaire, please do so as soon as possible.
Your participation is important to the study’s success.
Sincerely,

Bradford W. Hesse, Ph.D.
Chief, Health Communications Branch
National Institutes of Health
U.S. Dept of Health and Human Services

F-9

Cover Letter for Final Mailing (Refusal Conversion) – Mail Sample

Dear Sir or Madam:
We ask for your household’s participation in this year’s Health Information National
Trends Survey. This survey is an important opportunity to have your voice heard on health
issues.
This research helps America learn more about the health of its people and the
problems they have getting accurate health information. The results will be used to help
keep Americans better informed on important health issues.
We recently mailed questionnaires to your home. As of today we have not received any
completed questionnaires from this home. We know your time is valuable. However, your
household is part of a scientific sample representing many other households like yours, and it
cannot be replaced. We need to hear from you.
In the event that your questionnaires were misplaced, replacements are enclosed. We
ask that each adult in this household complete a questionnaire and return it to us in the
postage-paid envelope within one week. <>

If you have any questions or would prefer to answer the questions over the telephone,
please call Westat toll free at 1-888-xxx-xxxx.

Sincerely,

Bradford W. Hesse, Ph.D
HINTS Project Officer
Chief, Health Communications Branch
National Institutes of Health
U.S. Dept of Health and Human Services

Si prefiere recibir la encuesta en Español, por favor llame 1-888-314-1803
F-10