The sample letter below is an example of the format and wording for the letter used in extending invitations to selected participants in the focus group interviews. This information provides the general content and includes the purpose of the focus group interview. The elements of the letter include:
- Background on the current interoperability level in your state,
- An overview of the process for gathering data in the interviews,
- The date and time of the interviews,
- The discussion topics for the interviews,
- Requests for confirmations or an alternate, if primary invitee is unavailable, and
- Logistical and possible funding details for the day of the interview.
Sample Letter of Invitation from Virginia Project
Good Morning,
For those I have not had the good fortune of meeting, my name is ___________ and I am the new State Interoperability Coordinator. As you can imagine, there is plenty to do concerning communications and interoperability issues. Currently the State of ________ is beginning the process to develop a Statewide Interoperability Plan to assist state agencies and localities by identifying where we are now, where we need to be to achieve interoperability, and obstacles we may encounter.
We are working with a number of partners across local, state, and federal levels to carry out a collaborative strategic approach to interoperability. With that in mind, we're looking to you, as an expert and highly networked individual, to participate with other leaders at the local level in supporting the success of this process. To ensure that local first responders are included in the development of this plan, we are conducting five focus groups around State in the month of _______, which will be comprised of law enforcement, fire, and EMS first responders. We envision the focus group attendees to have knowledge of wireless communications and hold a formal or informal leadership position in the agency they are representing.
State is working with SAFECOM, a federal initiative that is assisting states and localities with interoperability planning. We would like to invite you to a meeting either in person or by conference call in order to ensure that your organization has the opportunity to identify potential focus group participants. We plan to meet on Date from time in the Location. Please let me know if you or your designee can attend this meeting to represent your organization as soon as possible. We look forward to ensuring that this planning process is a giant step toward addressing interoperability in the State. Please feel free to contact me with any questions.
Respectfully,
Signature
State Interoperability Coordinator
Office of the Secretary of Public Safety
phone
email