# Partner Letter of Understanding (LOU) Template — VoiceBridge AAC Bridge Fund Pilot

**Very light, non-binding confirmation of participation in the referral-only pilot.**

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**Date:** [Insert date]

**To:** [Partner Organization Name]  
**Attention:** [Contact Person, Role]

**Re: Participation in VoiceBridge AAC Bridge Fund Pilot (Referral Partner)**

Dear [Contact],

Thank you for agreeing to participate as one of the initial referral partners for the VoiceBridge AAC Bridge Fund pilot.

This letter confirms our mutual understanding of how the pilot will operate. It is not a formal contract and creates no legal obligation on either party beyond the commitments explicitly stated below. Either party may withdraw at any time with reasonable notice.

## What VoiceBridge Commits To
- Operate a small, flexible fund for urgent, practical communication-access needs (AAC apps, tablet setups, cases, keyguards, mounts, repairs, replacement parts, essential setup help, and directly related partner training).
- Accept referrals **only** from confirmed partners during the pilot (no open public applications).
- Review complete referrals using the published Grant Policy and Decision Rubric, with input from lived-experience advisors on early and borderline cases.
- Provide a decision (Approve / Defer / Decline with reason) within 7 calendar days of receiving a complete referral.
- Pay approved vendors or providers directly (electronic funds or cheque) whenever feasible.
- Request a short 30-day usability confirmation from the referring partner or recipient.
- Maintain minimal personal information and protect privacy.
- Share de-identified learning (via a short Pilot Memo after the first ~10 grants or 90 days) so partners can see what barriers are being closed and what remains.

## What the Partner Commits To (During Pilot)
- Use the VoiceBridge Partner Referral Form for all submissions.
- Provide cost estimates and vendor details with each referral.
- Confirm that the person (or substitute decision-maker) has consented to the referral and to VoiceBridge contacting the vendor on their behalf.
- Make reasonable efforts to obtain and return the 30-day usability confirmation when requested.
- Not refer cases that are already fully funded or clearly ineligible under the published policy.
- Provide feedback on the process, forms, and outcomes so we can improve the pilot.

## Key Operating Details
- Typical grant size range: $300 – $3,500 CAD (larger amounts require strong justification).
- We prioritize time-sensitive gaps where the absence of the support would leave someone without functional communication in the near term.
- We are not a replacement for provincial programs, insurance, or school board funding. We fill documented gaps.
- The pilot is deliberately small. We will not expand the number of partners or the scope of the fund until we have real outcome data and an explicit evidence-based decision.

## Term
This understanding covers the initial pilot phase (approximately the first 90–180 days or first 10–15 grants, whichever comes first). We will review together before any continuation or expansion.

## Withdrawal
Either party may end participation at any time. We simply ask for notice so we can close any open referrals gracefully.

## Contact
For referrals or questions during the pilot:  
[VoiceBridge contact name]  
[Email] | [Phone]

We are grateful for your willingness to test this model with us. Your frontline insight is essential to whether VoiceBridge earns the right to continue and grow.

Please confirm your organization's participation by replying to this email with "Confirmed" (or signing below if you prefer a paper copy). We will then add you to the active partner list and provide the current versions of the form, policy, and rubric.

Thank you again.

Sincerely,  

_______________________________  
[Name], on behalf of the Founding Directors  
VoiceBridge Foundation (in formation)

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**Partner Confirmation**

Organization: ________________________________________________  
Confirmed by (name + title): ___________________________________  
Signature / Date: ______________________________________________  

Return a copy to VoiceBridge. Keep one for your records.

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This LOU is intentionally minimal. It exists to create shared expectations, not legal liability. Customize per partner as needed (e.g., expected volume, specific contact protocol).