How to Write an Age-Out Letter

When children age out of a program, their parents receive a letter.

Many programs are meant only for people in certain age groups. When you become too old, you are no longer eligible to participate. Children's programs such as Girl Scouts or Boy Scouts, children's fan clubs such as the Texas Ranger's Kids Club in Major League Baseball, and other clubs and organizations cater to children in specific age groups. Once you are older, you might qualify for another version of the club, or you might age out of the program completely. When this happens, many organizations send an "age-out" letter informing you what to do next. (see refs 1 and 3)

Instructions

1. Type the date and skip a line. Type the recipient's name, or parent's name for a child, and the recipient's address on separate lines. Skip an additional line, and type "Dear Mr./Ms. (last name)" followed by a colon if the recipient is an adult, and "Dear (name)" followed by a colon if the recipient is a child.

2. Thank the recipient for him many years of participation in your program. If you know him personally, as is often the case in such activities as little league sports, reminisce about some of the highlights of his participation.

3. Give him the news that he has become too old for this program or club. If he is now eligible for a different club, move into a description of that program. For example, different levels of Boy Scouts and Girl Scouts can achieve different badges and complete different projects, and moving on to a new troop can be an exciting time. (see ref 3)

4. Explain what the recipient needs to do to begin the new program, if applicable. Provide him with the contact information for the new program director or give the Web site for the next program. Play up the good news if the new program has additional benefits.

5. Provide your contact information in case the recipient has any questions. Thank him for his time, and wish him luck in the future.

6. Close the letter by typing "Sincerely," and skip three line spaces. Type your name. Print the letter on your organization's letterhead and sign above your typed name.

References

• Texas Rangers: Jr. Rangers Club
• Write Express: Inform Letters
• Girl Scout Central: What is Girl Scouting?

Resources

• Purdue Online Writing Lab: Writing the Basic Business Letter