[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"doc-seo-161891-105":3,"detail-sidebar-cat-1-en-105":80,"doc-detail-161891-en":126},{"code":4,"msg":5,"data":6},0,"ok",{"site_id":7,"language":8,"slug":9,"title":10,"keywords":11,"description":12,"schema_data":13,"social_meta":73,"head_meta":75,"extra_data":77,"updated_unix":79},105,"en","recruitment-letter-template-irb-vha-directive-120005","Recruitment Letter Template - IRB VHA Directive 1200.05","","This recruitment letter template provides step-by-step instructions for drafting an IRB-compliant VA recruitment correspondence. It guides investigators on how to describe the source of contact information, present the study purpose in plain language, specify whether follow-up outreach will occur, and include contact details for the investigator or study team. It also includes required placeholders for study ID, dates, participant details, clinician/PI signature, enclosure notation, and an opt-in/opt-out checkbox workflow, with formatting rules such as replacing blue and red instructions and using official VA letterhead.",{"@graph":14,"@context":72},[15,34,55],{"@type":16,"itemListElement":17},"BreadcrumbList",[18,23,27,31],{"item":19,"name":20,"@type":21,"position":22},"https://docshare.wps.com","Home","ListItem",1,{"item":24,"name":25,"@type":21,"position":26},"https://docshare.wps.com/template/","Template",2,{"item":28,"name":29,"@type":21,"position":30},"https://docshare.wps.com/template/letters/","Letters",3,{"item":32,"name":10,"@type":21,"position":33},"https://docshare.wps.com/template/recruitment-letter-template-irb-vha-directive-120005/161891/",4,{"url":32,"name":10,"@type":35,"image":36,"author":41,"headline":10,"publisher":44,"fileFormat":47,"inLanguage":8,"description":12,"dateModified":48,"datePublished":49,"encodingFormat":47,"isAccessibleForFree":50,"interactionStatistic":51},"DigitalDocument",{"url":37,"@type":38,"width":39,"height":40},"https://docshare.wps.com/thumbnails/recruitment-letter-template-irb-vha-directive-120005/161891.png","ImageObject",442,249,{"name":42,"@type":43},"Anda","Person",{"url":19,"name":45,"@type":46},"DocShare","Organization","application/vnd.openxmlformats-officedocument.wordprocessingml.document","2026-09-22","2026-08-30",true,{"@type":52,"interactionType":53,"userInteractionCount":30},"InteractionCounter",{"@type":54},"ViewAction",{"@type":56,"mainEntity":57},"FAQPage",[58,64,68],{"name":59,"@type":60,"acceptedAnswer":61},"What information must be customized in the recruitment letter template?","Question",{"text":62,"@type":63},"Replace placeholders such as study ID, date, participant name and address, the clinician/PI name, and any study-specific wording in blue or bracketed fields. Remove red instructions and ensure all final text is black.","Answer",{"name":65,"@type":60,"acceptedAnswer":66},"What should the letter explain about how the contact information was obtained?",{"text":67,"@type":63},"The letter should state how the sender obtained the potential participant’s contact information, such as through a clinician who wrote or told the person about the study, or based on prior agreement to be contacted.",{"name":69,"@type":60,"acceptedAnswer":70},"How does the template require participants to opt in or opt out?",{"text":71,"@type":63},"The template provides checkbox options for indicating whether the participant wants to learn more and whether they prefer to be contacted (e.g., a call), or whether they do not want to be contacted about the research study.","https://schema.org",{"og:url":32,"og:type":74,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":76,"canonical":32},"index,follow",{"doc_id":78,"site_id":7},161891,1788112402,{"code":4,"msg":81,"data":82},"success",[83,88,93,98,103,108,113,117,122],{"id":84,"doc_module":22,"doc_module_name":25,"category_name":85,"show_sort_weight":86,"slug":87},11,"Presentations",90,"presentations",{"id":89,"doc_module":22,"doc_module_name":25,"category_name":90,"show_sort_weight":91,"slug":92},12,"Resumes",80,"resumes",{"id":94,"doc_module":22,"doc_module_name":25,"category_name":95,"show_sort_weight":96,"slug":97},14,"Invoices",70,"invoices",{"id":99,"doc_module":22,"doc_module_name":25,"category_name":100,"show_sort_weight":101,"slug":102},15,"Posters",60,"posters",{"id":104,"doc_module":22,"doc_module_name":25,"category_name":105,"show_sort_weight":106,"slug":107},16,"Social Media",50,"social-media",{"id":109,"doc_module":22,"doc_module_name":25,"category_name":110,"show_sort_weight":111,"slug":112},17,"Forms",40,"forms",{"id":114,"doc_module":22,"doc_module_name":25,"category_name":29,"show_sort_weight":115,"slug":116},18,30,"letters",{"id":118,"doc_module":22,"doc_module_name":25,"category_name":119,"show_sort_weight":120,"slug":121},21,"Paper Templates",5,"papers-templates",{"id":123,"doc_module":22,"doc_module_name":25,"category_name":124,"show_sort_weight":4,"slug":125},158,"General","general-158",{"code":4,"msg":81,"data":127},{"doc_id":78,"user_id":128,"nickname":42,"user_avatar":129,"doc_module":22,"category_id":114,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":30,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":30,"language":135,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":12,"update_tm":79,"read_time":22},962075006959,"https://ap-avatar.wpscdn.com/avatar/e0002397efbe92a78e?_k=1776741047341049297","INSTRUCTIONS FOR THIS RECRUITMENT LETTER TEMPLATE:\nNOTE: Use this template to create your own recruitment letter. Because recruitment letters can widely vary, you should make changes as applicable to your study. This template is for use as a guide or example and does not need to be copied verbatim for each project. The only exception is providing the study-specific version date (e.g., NOT template version date) and template text in the footer of the letter, which is mandatory per VHA Directive 1200.05.\nMore information on contact with subjects and recruitment requirements when initial contact is not initiated by potential subjects can be found in the Contact with Subjects section of the VAPORHCS IRB SOP located at: \u0013 HYPERLINK \"https://www.va.gov/PORTLANDRESEARCH/documents/irb/irb-sop.doc\" \u0014https://www.va.gov/PORTLANDRESEARCH/documents/irb/irb-sop.doc\u0015\nThe IRB strongly recommends investigators and study staff read the VAPORHCS IRB SOP prior to submitting recruitment plans and any related materials.\nDIRECTIONS FOR USE OF THIS TEMPLATE:\nRead VAPORHCS IRB SOP/instructions and complete as applicable for your project.\nExample text may be used and/or modified, if applicable.\nAny blue text within greater/less than symbols (\u003C >) should be replaced with study-specific text and the symbols removed from the final letter or deleted completely, if applicable. All text in the final document should be black.\nInstructions in red text must be deleted.\nAll IRB-approved Recruitment Letters must be sent to potential subjects on official VA Letterhead. VA Letterhead and format requirements can be located on the Administrative Support Knowledge (ASK) SharePoint site (assessable only behind the VA firewall) located at: \u0013 HYPERLINK \"https://dvagov.sharepoint.com/sites/VHAPOR/PSites/EO/ASK/SitePages/Home.aspx\" \u0014https://dvagov.sharepoint.com/sites/VHAPOR/PSites/EO/ASK/SitePages/Home.aspx\u0015\n\u000f\n648/P1DIR\n\u003CStudy ID#>\n\u003Cdate>\n\u003CVAPORHCS Patient Name>\n\u003CAddress>\nDear \u003CVeteran or name, if appropriate>:\nThe letter should explain how the person sending the letter obtained the contact information for the potential participant.\nExample #1: Your doctor, \u003Cname of clinician>, MD, has \u003Ctold / written to> you about a research study we are doing that you may be interested in, and said you might like to hear more about the research.\nExample #2: You previously participated in a research study about \u003Cinsert study topic/tile>. At that time, you agreed to be contacted about participating in future research. We are writing to tell you that we believe you may be \u003Cinsert “eligible for” or “interested in”> an research study about \u003Cinsert study topic>.\nProvide study information.\nExample: The name of the research study is \u003Cname of study>. The purpose of the study is \u003Cdescribe briefly in layman’s terms>. \u003Cprovide brief description of the study, as appropriate>.\nExplain whether there will be follow-up to this letter, e.g., another letter sent, a phone call, etc. If a phone call is planned, please state how the potential subject may opt in/out.\nExample: Please complete and return the enclosed letter in the stamped self-addressed envelope (also enclosed) indicating if you would like to learn more about the research study or if you are not interested. If we do not receive a letter from you within two weeks, someone may call you to make sure you received this letter.\nProvide contact information for the study investigator or study team.\nExample: If you would like to call us about the research, please call \u003Cname> at \u003Cphone #>.  We appreciate your interest in VA research. Thank you!\nSincerely,\n\u003CName Clinician/PI/Service Director>\nEncl.\n\u000fExample of opt In/Out Method: At your convenience within the next 2 weeks, please check a box below, place the letter in the enclosed self-addressed, stamped envelope and mail.\nTHANK YOU!\nTO:\n\u003CName Clinician/PI/Service Director>\nFROM:  \u003CPotential Subject Name>\nPlease check one box below:\n\u0013 FORMCHECKBOX \u0014\u0015 I would like to know more about the research study, \u003CSt","cbCaimoV6qZFioid","https://ap.wps.com/l/cbCaimoV6qZFioid","docx",27672,"English","# Directions for Use of This Template\n## Instructions for Completing the Letter\n## Letter Body Sections\n## Opt In/Out Method","[{\"question\":\"What information must be customized in the recruitment letter template?\",\"answer\":\"Replace placeholders such as study ID, date, participant name and address, the clinician/PI name, and any study-specific wording in blue or bracketed fields. Remove red instructions and ensure all final text is black.\"},{\"question\":\"What should the letter explain about how the contact information was obtained?\",\"answer\":\"The letter should state how the sender obtained the potential participant’s contact information, such as through a clinician who wrote or told the person about the study, or based on prior agreement to be contacted.\"},{\"question\":\"How does the template require participants to opt in or opt out?\",\"answer\":\"The template provides checkbox options for indicating whether the participant wants to learn more and whether they prefer to be contacted (e.g., a call), or whether they do not want to be contacted about the research study.\"}]","Recruitment Letter Template - IRB VHA Directive 1200.05 | DOCX"]