Sample Email – Invite Committee Executives
Mock Review Toolkit – Project Grant Competition: Planning the Simulation

For Facilitators: Use this sample email to invite committee executives after you have planned the logistics for the simulation. Please remove or replace any highlighted placeholder or instructional text for facilitators, such as this, with the appropriate information.


The [enter institution/department name] is running a mock review simulation to help raise awareness of the peer review process at CIHR and help individuals improve their peer review skills and grantsmanship. [insert brief description as to the simulation model, participants, and objectives as necessary – you can include a link to the online version of the Toolkit as well]

We are reaching out to you today as we are looking for individuals within the organization to serve as a [choose Chair or Scientific Officer] and help run the mock review simulation. This simulation will run from [date] to [date]. [Indicate specific time commitments for the Committee Executive – their time will be spent primarily on the Committee meeting]

[If inviting Chair, insert the following:]
The committee Chair has the role of moderator during the Committee meeting. It is the Chair's responsibility to ensure that the review committee functions smoothly, effectively, and objectively. The Chair maintains a positive, constructive, fair-minded environment, in which research proposals are evaluated.

[Insert details regarding Chair time commitments, including attending any pre-simulation training, and the committee meeting proper]

[If inviting Scientific Officer, insert the following:]
The Scientific Officer (SO) is responsible for supporting the Chair in his/her role during the
Committee meeting. The SO take official notes of the committee discussions for each application.

[Insert details regarding Scientific Officer time commitments, including attending any presimulation training, and the committee meeting proper]

You can find more details on Executive Roles and Responsibilities in the context of the simulation.

We appreciate your consideration of this invitation. If you would like more information on the upcoming simulation, do not hesitate to contact us.

Thank you,

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