SAMPLE LETTER CONTENT

RE: Protocol Number and Title

Dear Dr. (…):

As part of the annual PRMC renewal, the Program for the Elimination of Cancer Disparities (PECaD) reviewed the above-noted protocol on (date).

(Insert Applicable Statement)

…Consistent with goal/target

We congratulate you on the reported total minority accrual of XX% which is consistent with the target accrual of XX%.

…Exceeding anticipated goal/target

We congratulate you on reaching total minority accrual of XX% thus far. This exceeds the target of XX% minority enrollment that we would expect based on our patient population.

…To soon to tell

With total recruitment at (<10%) of your target, it is difficult to assess this study’s demographics. We encourage you to continue recruitment with your target goal of XX% minority participation in mind.

…To soon to tell… but close

Though you are in the early stages of recruitment for this study, we see that the current total minority accrual is XX%, which is very close to the target accrual of XX%.

…Below anticipated goal/target

Currently minority accrual for this protocol is XX% which is XX% (approximately X patients) lower than your target accrual of XX%. Please keep this goal in mind as you continue to recruit and take advantage of the available services to assist you in achieving the targeted minority recruitment.

We appreciate you and your staff’s efforts to date and wish you success in ongoing enrollment and maintenance of strong minority participation. If at any point you experience difficulty recruiting minorities to this trial, we are available to assist you with strategies to increase minority participation.

(or variation)

We appreciate you and your staff’s efforts to date and wish you success in ongoing enrollment and maintenance of strong minority participation. Are you experiencing any barriers to recruiting minorities to this trial? If so, we are available to assist you with strategies to increase minority participation.

We will review your accrual again in one year (six months if significantly below targets). If you have any questions or concerns in the meantime, please contact….

Note

Sometime special letter tailoring is used for unique characteristics such as small patient pool, eligibility limitations, etc…