Post Adoption Letterbox Scheme

The Letterbox Scheme has been set up for birth relatives and adoptive parents to receive and exchange information on behalf of adopted children. This is known as “Letterbox Contact”.

Who can use the Letterbox Scheme?

The Letterbox Scheme is available for adopters and birth relatives who wish to exchange news without addresses being identified. For these families, the Letterbox Scheme is a confidential way of passing on up to date news about themselves and their family. Depending on the agreement made, information is shared annually. In some instances information may be kept safely for the future. As well as birth parents, it may be appropriate for other birth relatives to be part of the agreement in their own right. This may include grandparents, aunts, uncles, brothers and sisters. An agreement can be made with any individual who has been significant in the child’s life, where it is in the best interests of the child for information to be received and exchanged.

Adopted children cannot use the Letterbox Scheme directly: all information will be received and exchanged through their adopted parents. Children, particularly older children, may be encouraged by their adoptive parents to participate, but the correspondence will primarily be between the adults involved.

Why exchange information?

Exchanging information allows adopted children to grow up with up to date information about their birth family that may help them make sense of their early experiences. It can also help children develop a sense of identity and provide reassurance about the wellbeing of birth family members.

Adoptive families benefit from knowing more about their children’s birth family origins and often find letterbox arrangements help them to talk openly with their children in the future about their adoption.

Contact allows birth families to gain valuable reassurance about their child’s progress and development.

How does the Letterbox Scheme work?

When considering an adoption plan for a child, Aberdeenshire’s Permanence Panel will consider at this point the arrangements for contact and “Letterbox Contact”. In all cases, the best interests of the child are the most important consideration. The views of the birth parents and the adoptive parents are also considered. If all parties are in agreement for Letterbox contact to go ahead, then a written agreement will be made between the adoptive parents and the birth parents/relatives before the adoption takes place. This is completed by those involved and their Social Workers, and will include details of the kind of information that is to be exchanged and when.

Birth relatives and adoptive parents will be given full information about the Scheme and how it works.

Normally Letterbox contact will start after the court has made the adoption order.

Aberdeenshire Council will also consider requests from birth relatives to be included in the Scheme where the adoption order was granted some time ago. Any request should be made to the Administrator, and will be assessed on the child’s best interests.

Who administers the scheme?

The Letterbox Scheme Administrator manages the Letterbox Scheme: this is the person who holds all the relevant records for Aberdeenshire. Confidentiality is a very important part of the Scheme, and all information sent to the Administrator will be treated with the utmost confidentiality.

On receiving information from birth relatives, the Administrator will read the letters and these will be photocopied for the child’s file. If any information contained in the letter is not felt to be helpful to the child, the writer will be contacted and offered advice about any changes. Copies of all correspondence are kept in case the adopted child should wish to gain access to them in their file when they reach the age of 18. The Administrator will write or phone the birth parents and adoptive parents to let them know that a letter has been received. This is to check that they still live at the same address, and to ask if the letter should be sent on.

The Administrator will send the letters on to birth parents and adoptive parents by recorded delivery or will hold them as requested. It is important that individuals involved in the agreement inform the Administrator of any change of address should they move. The Scheme allows for the exchange of information on an annual basis. The Scheme only allows for letters, cards, pictures and, when agreed, photographs or videos. Photographs should be identified with the name of the persons in the photo and the date when they were taken. It does not allow for the exchange of gifts, vouchers or money.

Your Social Worker will advise you when it is about to start and can help you with your first letter, if you wish.

What information will I put in the letter?

Many birth and adoptive parents worry about what to include in a letter. Often adoptive parents feel anxious about saying how happy the child is, in case this upsets the birth relatives.

We can provide you with a sample letter and guidance if you would find this helpful. Your Social Worker can provide you with a copy and ongoing support if you wish.

You could use the following list when composing a letter.

For Adoptive Parents

Your child’s health and any information about their development
Progress at school/teachers’ comments
How your child gets on with friends and relatives
Looks/personality/interests and hobbies
Areas the child excels in
Your child’s daily life, for example their favourite food/TV programme
Any comments that your child has made about adoption and their birth family, perhaps in their life storybook.

You may want to send drawings or photos.

There may be times when it is not always easy to send information but please remember your child may benefit greatly from these communications. It can be very important to the birth relatives to know that the child is well, and regular letters keep them in touch and reassure them.

For Birth Parents

Birth parents often feel that they can’t give good news about their own lives and may focus on their feelings of loss. Writing to your child’s adoptive parents may not only benefit your child but also perhaps help you deal with your own feelings. It may be important to your child’s adoptive family and to the child to know that you are thinking of them and are glad to hear of their progress.

What is happening in your life, interests and hobbies
News about events in the family
News of any brothers and sisters and other relatives especially those that the child will have memories of
A reassurance that you are happy to hear that your child is doing well
Include any particular questions you have about your child

We suggest avoiding using the term “daughter” or “son” as this can often lead to confusion and upset for all parties. The child’s name should be used and discussions should take place to determine how you will sign the letter.

What happens if people don’t keep to the
agreement?

All agreements made under the Letterbox Scheme are voluntary and we ask that people only enter into agreements that they feel able to keep. Not keeping to an agreement can cause considerable distress to the child as they grow up.

If information is not sent to the Administrator at the agreed time, a letter will be sent to remind you that this opportunity is open to you.

If birth relatives or adoptive parents want to withdraw from the Agreement, a Social Worker will make contact to discuss this. If the withdrawal is permanent, the other person will be informed.

How long will the Letterbox Agreement last?

The Letterbox arrangement will be available to a child until they reach the age of 18. At the point of a child reaching 18, the Letterbox Administrator will write to the adoptive parents and the birth parents involved to remind them that the arrangements will soon end. We will provide information about sources of help and support for the future for adoptive parents, the adopted young person and birth parents. The letterbox file becomes part of the child’s adoption record, and will be held for 75 years from the date of the adoption. The adopted person will have the right to access this information at any time.

What support is available?

If any of the parties involved in the Scheme want support in preparing a letter or to discuss information that has been sent, support is available.

If birth relatives or adoptive parents want to withdraw from the agreement, they should contact the Administrator. A discussion will take place with all involved and a decision in the best interests of the child will be made.

Additional Information

When we receive letters from you we will write to you and check you still live at that address
Letters sent without prior agreement will be kept on file for the child should they request it in the future
If you move house, please inform the Administrator of the Scheme at the address above
All letters will be treated with the utmost confidentiality but will be read by the Administrator to ensure a level of safety to all parties involved and in particular the child.

If you would like to participate in the Letterbox Scheme or would like to know more, please discuss this with your Social Worker.

Contact details of the Administrator:

Gillian Strachan
Adoption and Fostering Panel Administrator
Social Work Service
Gordon House
Blackhall Road
Inverurie
AB51 3WA

Tel: 01467 620981 (Direct Dial: 01467 628335)

gillian.strachan@aberdeenshire.gov.uk

Representation and Complaints

Whilst it is Aberdeenshire Council’s aim to provide a good service, if you have issues regarding representation or a complaint please ask for the leaflet "Have your Say: Compliments, Comments and Complaints", which is available from all Social Work Offices. As Aberdeenshire Council’s Fostering and Adoption Service is regulated by the Care Commission, you may also make a complaint to the Care Commission, Johnston House, Rose Street, Aberdeen AB10 1UD. Telephone 01224 793870.