Sample Section Support Letter

There are three elements to the organizational unit support of the Milestone.
1) Payment for the cost of the plaque(s),
2) Arranging the dedication ceremony, and
3) agreeing to monitor the plaque(s) and to let IEEE History Center staff know in case the plaque(s) need(s) to be moved, is no longer secure, etc. Number 3 must be done by the IEEE Section(s) in which the plaque(s) is located, however any IEEE Organizational Unit can pay for the plaque(s), and the dedication ceremony may be planned either by any IEEE entity, or by the site owner (e.g. a corporate, academic, or government organization) or combination of the IEEE entity and site owner.

All three elements must be agreed to in writing by the Section or other sponsoring organizational units. Different letter samples are supplied below to be used in the various situations.


Sample letter/email 1 (for when the Section will be paying for the plaque and the ceremony)

Section letterhead

Date:

Subject: IEEE Milestone proposal docket number XXXX-XX [if known, if not leave blank] ______________

Title of Milestone: _____________________________

Dear _____________

The IEEE ____________ Section agrees to sponsor the Milestone proposal above. Sponsorship has three aspects: 1) Payment for the cost of the plaque(s), 2) Arranging the dedication ceremony, and 3) agreeing to monitor the plaque(s) and to let IEEE History Center staff know in case the plaque(s) need(s) to be moved, is no longer secure, etc. Number 3 must be done by the IEEE Section(s) in which the plaque(s) is located, however any IEEE Organizational Unit can pay for the plaque(s), and the dedication ceremony may be planned either by any IEEE entity, or by the site owner (e.g. a corporate, academic, or government organization) or combination of the IEEE entity and site owner.

The IEEE ________ Section accepts the responsibility of monitoring the plaque, and of letting IEEE History Center staff know in case the plaque(s) need(s) to be moved, is no longer secure, or some other reason. The plaque(s) will remain the property of the IEEE Section.

The IEEE ________________ Section accepts the financial responsibility of paying for the plaque(s) _____ Yes _____No (if "No", the plaque(s) will be paid for the following IEEE organizational unit: _____________________________________ )

The IEEE ________________ Section accepts the responsibility for arranging the Milestone dedication ceremony _____ Yes _____No (if "No", the ceremony will be planned by: _____________________________________


Sincerely,

Name of Section Chair

Sample letter/email 2 (for when the Section will not be paying for the plaque and the ceremony)

Section letterhead

Date:

Subject: IEEE Milestone proposal docket number XXXX-XX [if known, if not leave blank] ______________

Title of Milestone: _____________________________


Dear _____________

The IEEE ________ Section accepts the responsibility of monitoring the plaque, and of letting IEEE History Center staff know in case the plaque(s) need(s) to be moved, is no longer secure, or some other reason. The plaque(s) will remain the property of the IEEE Section.

The plaque(s) will be paid for by the _____________________________________________ (must be an IEEE organizational unit; the History Center cannot invoice non-IEEE organizations).

The dedication ceremony will be arranged by _______________________________________________

Sincerely,

Name of Section Chair

Sample letter/email 3 (to be submitted by the IEEE Organizational Unit paying for the plaque)

IEEE Organizational Unit letterhead

Date:

Subject: IEEE Milestone proposal docket number XXXX-XX [if known, if not leave blank] ______________

Title of Milestone: _____________________________

Dear _____________

The IEEE ___________________________ financial responsibility of paying for the plaque(s). We understand that the plaque(s) must be paid for by an IEEE organizational unit because the IEEE History Center cannot invoice a non-IEEE organizational unit. In cases where a non-IEEE organisation may have agreed to reimburse the cost of the plaque, the IEEE organizational unit is responsible for paying the IEEE History Center, and may receive the payment from the non-IEEE organization.

The plaque(s) will remain the property of the IEEE Section.

Sincerely,

Name of IEEE Organizational Unit Chair or President



Back to Milestone Guidelines. For information on plaque costs and ceremony planning, see especially sections 5 through 7 of the Guidelines.