Form a planning team & define goals
Timeframe: 4 weeks before kickoff

Invite grade-level leads and a small group of teachers to oversee the program. Ask group to review www.theaeinproject.com website.  Specifically ask then to watch the short-animated video and review “student letters” and “Aerin’s letters” under the “letters” tab.

Clarify objectives:
• Inspire empathy, kindness, and gratitude in students
• Create space for meaningful, values-based letter writing

Tips:
• Have teachers write “Aerin Letters” to each other to model the experience for students

• Ask board members, parents to write letters to each other at a board meeting/parent association meeting

Select participating classes
Timeframe: 4 weeks before kickoff

Choose classrooms or grade levels that will exchange letters.

Tips:
• Select groups that don’t normally interact to expand connections (i.e. 6th graders write to 5th graders)
• Allow flexibility in how many letters each student writes

• Letters not addressed to specific person (”Dear 4th grader”). 

Schedule program timeline
Timeframe: 3–4 weeks before kickoff

Mark kickoff date, 5 weekly writing sessions,

Optional:  plan an end of project celebration event on the school calendar.

Tips:
• Send calendar invites to all participating teachers

Gather materials (letter kits)
Timeframe: 3 weeks before kickoff

• Print Aerin Project letterhead (or provide quality stationery) and matching envelopes
• obtain Aerin Project “Kits” from The Aerin Project (optional)

 Include stickers or other decorations

Tips:
• Coordinate with art faculty for creative ideas to enhance the program

Teacher orientation and training
Timeframe: ~3 weeks before kickoff

• Share the program’s values emphasis (kindness, respect, encouragement)
• Review schedule and expectations
• Brainstorm letter prompts:  Prompt should begin “Open when…)  see Aerin Project website for prompt suggestions, but also feel free to come up with your own.

Parent communication
Timeframe: 2–3 weeks before kickoff

• Send a one-page letter to parents explaining that the project focuses on character and values. Can use mission statement of Aerin Project for guidance.

Kickoff assembly or meeting
Timeframe: 1–2 weeks before writing

• Show the 2-minute Aerin Project video
• Invite a student or staff member to read a sample letter or two aloud
• discuss Aerin Project mission, power of letter writing (how is a letter different than a text?)

Tips:
• Play uplifting background music to set a positive tone

Student connection activity
Timeframe: 1–2 weeks before writing

• Facilitate a group activity around a values theme (e.g., “Think of one person who has shown you kindness and share why”)
• Decorate a shared mailbox for receiving letters, placed in a central location

Review project process
Timeframe: 1 week before

• Present the schedule for writing and delivering letters
• Discuss examples of values that could inspire their writing: gratitude, courage, compassion, friendship

Finalize logistics & schedule
Timeframe: 1 week before

• Send final schedule to staff
• Confirm any special accommodations needed for students

Materials distribution
Timeframe: 1–2 days before start

• Place letter kits in each participating classroom
• Include any decorative items for students who want to personalize their letters

Weekly writing sessions
Timeframe: Weeks 1–5

• Begin each session with a short values reflection (e.g., a kindness quote, a gratitude statement, or a brief story of courage)
• Encourage students to think about the emotional impact their words can have on the recipient

• Teachers can write letters to students, as well. (open before class trip, graduation, interview, school play, big game, etc.)

Tips:
• Display weekly value themes (e.g., kindness, perseverance, friendship, gratitude)
• Offer optional sentence starters for inspiration

Guidance & support during writing
Each session:

• Teachers and volunteers circulate to encourage deeper reflection and connection to the weekly value theme
• Provide thematic word banks or inspirational quotes for students who want them

Tips:
• Allow students who finish early to decorate envelopes or create an accompanying drawing connected to the week’s theme

Midpoint staff check-in
Mid-Phase 3

• Share updates: number of letters written, observed student engagement, and heartwarming moments
• Brainstorm ways to maintain energy and enthusiasm for the remaining weeks

Collect & safeguard letters
Each session

• Teachers place completed letters in sealed envelopes by class (optional: ask students not to seal envelopes to allow for teacher review)

• Place letters in a “mailbox”. 

• After a few days or selected timeframe, students can retrieve letters from mailbox and read.  Can do a few days after each writing session, after a couple sessions, or all at the end if doing a celebration event.

Encourage reflection
End of each session

Prompt students with a question such as:
• “What feeling do you hope the recipient has when they read your letter?”
• “What value did you express in your letter today?”

Ensure all students receive letters
Final writing week

• Use a checklist to confirm every intended recipient will get a letter
• Fill any gaps with letters from staff or additional student contributions

Plan the celebration event
Timeframe: 1–2 weeks before end

• Draft a simple program: welcome remarks, letter sharing, group reflection, closing thank-you
• Arrange uplifting background music to play before and after the event

Letter-sharing celebration
Timeframe: Last week

• Have letters presented in a way that reflects care and respect
• Provide quiet time for students to read their letters privately if desired

Student reflection & discussion
Post-delivery

• Invite students to journal or draw about how the experience made them feel
• Facilitate a group conversation about the values expressed and learned through the project

Tips:
• Share selected reflections on the school bulletin board or in the school newsletter (with permission)

Collect teacher feedback
Final week

• Send a quick feedback form asking what worked well and what could be improved
• Include space for any heartwarming stories teachers wish to share

Acknowledge & celebrate the community
End of project

• Announce the total number of letters exchanged in morning announcements
• Send a thank-you email with a photo collage to staff and parents
• send a short note to The Aerin Project highlighting the program’s values, focus, and community impact
• Please send photos of letter writing or other highlights