1. Letterbox referral completed by Family Finder & Letterbox support worker following Linking & Matching Meeting.
Send to Admin Hub for processing
Admin to scan and process the letter & send to the adopters
Birth Parents are given the option of replying to the settling in letter
Annual exchange
Send reminder 2 weeks prior to exchange date
All letters are sent to the admin hub , scanned and sent to LBW for consideration.
These are saved to a pending file until they are screened by LBW
Send acknowledgement to sender
LBW reads letter & ensures it is appropriate & in line with agreement
If changes are needed , contact the adopter or BF to discuss & agree.
Send confirmed letter to admin for processing
Within 10 – 16 weeks of Placement -
With Consent -Joint meeting with LB worker & Birth parent Counsellor with Birth Family
*complete LB agreement
*Share settling in letter
*agree arrangement for counselling if BP wishes.
Admin update the database/IT system with the LB agreements from both adopters and birth family.
Inform the Child SW that the LB agreement is set up & confirm details
Send copy of letterbox agreements out to BF & Adopters as confirmation of arrangements (or should this be just a letter corning agreement ?)
Admin input details onto database/ IT system
This enables a system for reminders
Admin to prepare the
Letterbox Agreement forms & welcome letter
New letterbox case allocated to letterbox workers on an area/spoke basis
Contact referrer for update
Within 6 weeks of child being placed –
* Visit adopters to complete the LB agreement ( with SW if appropriate)
*Collect the settling in letter _
*make contact with the Birth family to inform them about LB and counselling .
*advise them you will be visiting the adopters for a settling in letter and then be in contact to see them.
Admin to send out leaflets to Birth family & welcome letter
letterbox process
If Birth Family require 1-1 support , face to face , make an appointment at the monthly surgery in each locality.
Admin scan & save the letter to the casefile and send the original letter to the recipient.
/ text recipient in advance to advise the Letter is being sent.
Confirm address/ collection
Send letter out ( recorded delivery ?)