Attachment A: HMRFLETA Evaluation Plan Example Emails

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HMRF-LETA EVALUATION PLAN EXAMPLE EMAILS


Table of Contents
Initial Outreach Email	1
Reminder Email	2



Example Initial Outreach Email
Subject: HMRF Evaluation Plan Template and Instructions Now Available 
Dear [Program and Local Evaluator POCs],
The Administration for Children and Families Office of Family Assistance (OFA) requires all Healthy Marriage and Responsible Fatherhood (HMRF) grantees with OFA-funded local evaluations to submit an evaluation plan using an OMB-approved template.  
Why this matters
This document will be used to provide technical assistance to help you develop the most rigorous evaluation design, given your research questions and population of interest.  This allows for a systematic way of documenting local evaluation plans across all grantees conducting local evaluations.
What you need to do
To help your team complete this request, we have attached two documents to this email:
    • The HMRF-LETA Evaluation Plan Template – You can enter your plan directly into this document, which includes step-by-step guidance for completing each section. 
    • The HMRF-LETA Evaluation Planning Materials – You can use this compilation of tools and resources to complete sections of the evaluation plan template.
You can also use your supplemental local evaluation funding application and grant application to help you complete the template. 
Please complete the Evaluation Plan Template and email your plan to both your Family Assistance Program Specialist (FPS) and your Local Evaluation Technical Assistance (LETA) team by [DATE]. Your LETA team will review your draft and provide written feedback by [DATE]. You will then have until [DATE] to address their feedback and submit a revised draft. 
For a smooth submission:
    • Name your file using this convention: LclEvPlan_[Grantee Name]_[MM.YYYY]. 
    • Send a Word version (.docx), not a PDF. 
Questions?
Email [email protected] or contact your LETAs directly. Thank you!
[LETAs]

Example Reminder Email 
Subject: Reminder: Submit your HMRF Local Evaluation Plan
Dear [Program and Local Evaluator POC],
This is a friendly reminder to complete and submit your HMRF evaluation plan.  Most grantees have already submitted their plans. We want to make sure you have what you need to do the same. 
Why this matters
This document will be used to provide technical assistance to help you develop the most rigorous evaluation design, given your research questions and population of interest.  This allows for a systematic way of documenting local evaluation plans across all grantees conducting local evaluations.
What you need to do
Please complete the Evaluation Plan Template and email your plan to both your Family Assistance Program Specialist (FPS) and your Local Evaluation Technical Assistance (LETA) team by [DATE]. 
For a smooth submission:
    • Name your file using this convention: LclEvPlan_[Grantee Name]_[MM.YYYY]. 
    • Send a Word version (.docx), not a PDF. 
Questions?
Email [email protected] or contact your LETAs directly. 
Thank you!
[LETAs]