Attachment 1b Annual Correspondence

SISOMB2016 ATTACHMENT 1B: ANNUAL UPDATE CORRESPONDENCE
SIS_AnnualUpdatefollowupEmailInvite_20100625_Eng.doc

V. Date 06/25/2010

From: The Sister Study
To:
Subject: Sister Study Follow-Up
Dear Ms. ,

Thank you for your continued participation in the Sister Study. We want to
keep in touch with you about your health and contact information. You can
help us do that by taking a minute to complete the Health and Contact
Information Updates.
You can complete these updates now by clicking here. Please complete
these updates even if you have no changes to report. Information you
share will be kept confidential. Your participation in the Sister Study is
completely voluntary and you may choose to skip questions or stop at any
time. For security purposes, after you log in, you will need to answer a few
brief questions to verify your identity. Your responses will be secured during
Internet transmission. If you are having trouble accessing the link, or have
questions, please check here for the frequently asked questions
(FAQs/Help).
Within the next few weeks we will send you the current issue of the Sister
Study Newsletter. If we haven't heard from you online, we will include the
Health and Contact Information Updates in the packet. We will send you
updates like this every year. Every two to three years we will also include a
questionnaire with more detailed questions about your health and new
questions about your environment.
Please keep in touch. You can always visit our website at
www.sisterstudy.org for more news about the Sister Study. You can also
update your health and contact information by sending an email to
[email protected] or by calling the Sister Study helpdesk toll-free at 1877-4SISTER (1-877-474-7837). Thank you again for your ongoing
contribution to this important research.
Woman by woman, sister by sister, we can make a difference.
Sincerely,
Dale P. Sandler, PhD
Principal Investigator
Click here to complete the updates now.

Page 1 of 1

Mmmm dd, yyyy
«FirstName» «LastName»
«Address1»
«Address2»
«City», «State» «Zip»

Dear Ms. «LastName»:
Thank you for your continued participation in the Sister Study and for completing your Annual
Health and Contact Information Update forms. In order to keep you updated on the study’s
progress, the most recent Sister Study Newsletter is enclosed. I hope you find it interesting and
informative. In addition, I invite you to visit our web site at www.sisterstudy.org for more news
about the Sister Study.
We look forward to contacting you again in the spring of 20XX when it is time to complete your
next update. To report any health or contact information changes in the meantime, please call
toll-free at 1-877-4SISTER (1-877-474-7837) or email [email protected].
With your participation in the Sister Study you are making a powerful contribution in helping find
the causes of breast cancer and identifying factors that can enhance the quality of life following
treatment. Again, thank you for your participation in this important research.
Woman by woman, sister by sister, we can make a difference.

Sincerely,

Dale P. Sandler, PhD
Principal Investigator

«StudyID»

DATE: Mmmm d, yyyy
First Name Last Name
Address1
Address2
City, State Zip

Dear Ms. Last Name:
Thank you for your continued participation in the Sister Study. We want to keep in touch with you about your
health and contact information. You can help us do that by taking a minute to complete and mail back the Health
Update Form and the Contact Information Update Form.
You can complete these updates now at www.sisterstudy.org/20XXAnnualUpdate.htm. To access the webbased forms, you will need your Sister Study ID number, which is printed at the bottom of this letter. Information
you share will be kept confidential. Your participation in the Sister Study is completely voluntary and you may
choose to skip questions or stop at any time. For security purposes, after you log in, you will need to answer a few
brief questions to verify your identity. Your responses will be secured during Internet transmission.
Even if you have no changes to report, please complete the online forms or the enclosed paper forms.
We have included a postage-paid envelope for your convenience. We will send you forms like this every year.
Every two to three years we will also include a questionnaire with more detailed questions about your health and
new questions about your environment.
You can also update your health and contact information by sending an email to [email protected] or by
calling the Sister Study helpdesk toll-free at 1-877-4SISTER (1-877-474-7837). When you call or email us, it will
be helpful to give your Sister Study ID number, which is printed at the bottom of this letter.
Please keep in touch. I hope you find the newsletter we’ve included interesting. You can always visit our website
at www.sisterstudy.org for more news about the Sister Study. Thank you again for your ongoing contribution to
this important research.
Woman by woman, sister by sister, we can make a difference.
Sincerely,

Dale P. Sandler, PhD
Principal Investigator

1009 SLATER ROAD
1-877-4SISTER

SUITE 120
DURHAM, NC 27703
WWW.SISTERSTUDY.ORG
NATIONAL INSTITUTE OF ENVIRONMENTAL HEALTH SCIENCES • NATIONAL INSTITUTES OF HEALTH • DEPARTMENT OF HEALTH AND HUMAN SERVICES

DATE: Mmmm d, yyyy

First Name Last Name
Address1
Address2
City, State Zip

Dear Ms. Last Name:
We still need your Sister Study Annual Update – we recently sent you a Health Update Form and
Contact Information Update Form. Please take a few minutes to complete and return your Annual Update
today even if you have no changes to report. The success of the study depends on our ability to track
changes in your health and stay in touch over the years.
If you prefer, you can complete these forms online at www.sisterstudy.org/20XXAnnualUpdate.htm. To
access the web-based forms, you will need your Sister Study ID Number which is printed at the bottom of
this letter. For security purposes, after you log in, you will need to answer a few brief questions to verify
your identity. Your responses will be secured during Internet transmission.
You can also complete these questionnaires over the telephone by calling the Sister Study helpdesk tollfree at 1-877-4SISTER (1-877-474-7837) or by emailing us at [email protected].
Information you share will be kept confidential. Your participation in the Sister Study is completely
voluntary and you may choose to skip questions or stop at any time. If you have already returned your
forms, please accept our thanks for your continued participation in the Sister Study.
Woman by woman, sister by sister, we can make a difference.
Sincerely,

Dale P. Sandler, Ph.D.
Principal Investigator

1. Hello, my name is… and I am calling on behalf of the Sister Study. I'd like to speak with
[PARTICPANT NAME]. Is that you?

 1 YES
 2 NO
 3 POSSIBLE WRONG NUMBER





GO TO 6
GO TO 2
GO TO 3

2. May I speak with [PARTICPANT NAME]?

 1 R AVAILABLE
 2 R NOT AVAILABLE




 3 POSSIBLE WRONG #



GO TO 6
DETERMINE CALLBACK TIME, RECORD IN COMMENTS
AND FLAG FRONT OF THIS FORM
GO TO 3

3. Did I reach [PHONE NUMBER]?

 1 YES
 2 NO




GO TO 4
I'm sorry to have disturbed you. REDIAL THE TELEPHONE NUMBER.

4. IF NECESSARY: Is this the number for [PARTICPANT NAME]?

 1 YES, RIGHT NUMBER FOR R.
 2 NO, NOT THEIR NUMBER




GO TO 2
GO TO 5

5. IF APPROPRIATE: Could you give me the address or phone number for [PARTICPANT NAME]?

1

YES



2

NO



Thank you for your help. Good-bye. UPDATE NUMBER ON LABEL AND
ATTEMPT CONTACT AT NEW #
Thank you for your help. Good-bye. BE SURE TO RECORD ANYTHING
YOU LEARNED ABOUT HOW TO LOCATE R. CODE AS WRNG.

6. REINTRODUCE SELF IF NECESSARY: I am calling on behalf of the Sister Study. We recently
sent you a packet containing a newsletter and a brief questionnaire about your health. We have not
yet received the questionnaire back so we are calling to ask if you would help by taking a few minutes
to answer these questions with us now over the phone.

1

YES



 2 NOT A GOOD TIME NOW



3



ALREADY RETURNED

PROCEED TO HEALTH UPDATE QUESTION 1,
THEN GO TO 7 ON NEXT PAGE OF THIS FORM
DETERMINE CALLBACK TIME, RECORD IN
COMMENTS AND FLAG FRONT OF THIS FORM
Thank you very much. We'll hope to receive your
questionnaire in the next week or so. We may call you in
a couple of weeks if it still hasn't arrived. Good-bye.
CODE AS MAIL.

7. Thank you. We will send you an update like this every year. Every other year, we will also include a
questionnaire with more detailed questions about your health and new questions about your
environment.
We would also like to update your contact information.
REFER TO THE CONTACT UPDATE FORM AND PROMPT:
Have there been any changes to your:
 Name
 Mailing address
 Street address
 Any of your phone numbers
 Any email address
Also, have there been any changes to the information for the contact people you provided?
PROMPT FOR NAME, RELATIONSHIP, ADDRESS, PHONE NUMBER
FILL IN TODAY’S DATE ON BOTH FORMS AND THE STUDY ID IN THE SPACES
PROVIDED. ENTER THE HEALTH UPDATE “YEAR” ON THE PURPLE FORM.
Thank you for your help. You can update us with your contact information at any time by sending an
email to [email protected] or by calling the Sister Study helpdesk toll-free at 1-877-4SISTER
(1-877-474-7837). When you call or email us, it will be helpful to give your Sister Study ID number,
which is (REFER TO ID ON PAGE 1).
You can always visit our website at www.sisterstudy.org for more news about the Sister Study.
Thank you again for contributing to this important research.
CODE AS COMP.
COMMENTS:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________