Email templates

Dear [NAME/TITLE],

I am writing on behalf of [ORGANIZATION] to request a meeting to discuss [COUNTRY]'s progress on [POLICY AREA — e.g., child protection services, online child safety, prevention of sexual violence against children].

The 2026 Out of the Shadows Index provides new data on [COUNTRY]'s systems for [BRIEF DESCRIPTION OF PILLAR FOCUS — draw from the pillar Fact Sheet]. While we recognize your leadership in [AREA OF STRENGTH], the Index highlights opportunities to strengthen [GAP AREA].

We would welcome the opportunity to share these findings and discuss how [ORGANIZATION] can support [MINISTRY]'s efforts. We are requesting a 30-minute meeting at your earliest convenience.

Please let us know your availability. We are happy to provide a brief summary of key findings in advance.

Thank you for your consideration.

[YOUR NAME]
[YOUR TITLE]
[ORGANIZATION]
[CONTACT INFORMATION]

Dear [NAME/TITLE],

Thank you for meeting with us on [DATE] to discuss [COUNTRY]'s [POLICY AREA].

We appreciated learning about [SOMETHING POSITIVE FROM THE MEETING — e.g., ongoing initiatives, ministry priorities, their perspective on the issue].

As discussed, we are following up with:

• A summary of the Out of the Shadows Index [PILLAR NAME] findings for [COUNTRY] (attached)
• Our specific ask: [RESTATE YOUR ASK — policy + ministry + timeline]

You mentioned [ANY COMMITMENT OR NEXT STEP THEY INDICATED — e.g., "reviewing the guidelines internally" or "raising this at the next coordination meeting"]. We will follow up in [TIMEFRAME — e.g., "four weeks"] to discuss progress.

Please don't hesitate to contact us if you need any additional information or if there are ways we can support your efforts.

We look forward to continued collaboration.

Best regards,
[YOUR NAME]
[YOUR TITLE]
[ORGANIZATION]
[CONTACT INFORMATION]

Dear [NAME/ORGANIZATION],

I'm reaching out from [ORGANIZATION] regarding the upcoming release of the 2026 Out of the Shadows Index.

The Index provides new data on [COUNTRY]'s efforts to prevent and respond to sexual violence against children and adolescents. We are planning advocacy around the [PILLAR NAME] findings, which show [BRIEF SUMMARY OF KEY GAP — draw from the pillar Fact Sheet, e.g., "limited access to mental health services for child survivors" or "weak online safety regulation"].

Given [THEIR ORGANIZATION]'s work on [THEIR FOCUS AREA — e.g., "children's mental health" or "online child protection"], we believe there is an opportunity to coordinate our efforts.

Specifically, we are hoping to:

• Align on shared advocacy asks
• Coordinate outreach to [TARGET — e.g., Ministry of Health, parliamentary committee]
• Amplify each other's messaging around key moments

Would you be available for a call in the next two weeks to discuss? We're happy to share the Out of the Shadows Index data and our draft advocacy strategy in advance.

Looking forward to hearing from you.

[YOUR NAME]
[YOUR TITLE]
[ORGANISATION]
[CONTACT INFORMATION]

Dear [NAME/TITLE],

I'm reaching out from [ORGANIZATION] to share new data that may be relevant to your work.

The 2026 Out of the Shadows Index has just been released, measuring government efforts to prevent and respond to sexual violence against children and adolescents across 60 countries. For [COUNTRY], the Index shows:

• [ONE KEY STRENGTH — e.g., "Strong legal framework for child protection"]
• [ONE KEY GAP — e.g., "Limited mental health services for child survivors"]

This connects directly to [THEIR WORK/MANDATE — e.g., "the Ministry's health sector strategy" or "your organisation's focus on mental health access" or "the committee's upcoming review of child protection legislation"].

We would welcome the opportunity to discuss how this data might support your efforts. Would you be open to a brief call?

I've attached a one-page summary of the key findings. Happy to share the full methodology or country-specific data if helpful.

Thank you for your time.

[YOUR NAME]
[YOUR TITLE]
[ORGANIZATION]
[CONTACT INFORMATION]

Dear [NAME/TITLE],

On behalf of [ORGANIZATION], we are writing ahead of [BUDGET MOMENT — e.g., "the upcoming pre-budget consultations" or "the Ministry's sector planning process"] to request a dedicated allocation for [POLICY AREA].

The 2026 Out of the Shadows Index shows that [COUNTRY] scores [SCORE] out of [MAX] on [PILLAR/INDICATOR NAME], which measures [BRIEF DESCRIPTION]. This means [WHAT THE GAP LOOKS LIKE IN PRACTICE — 1 sentence].

We are requesting that the [UPCOMING BUDGET / SUPPLEMENTARY ESTIMATES / SECTOR PLAN] include:

• [SPECIFIC BUDGET ASK — draw from the Budget Advocacy document, e.g., "A dedicated allocation of [AMOUNT] for community-based mental health services for child survivors"]

This investment would bring [COUNTRY] in line with [PEER COUNTRY / REGIONAL STANDARD / CRC OBLIGATIONS] and address a gap that currently leaves children without adequate support after abuse.

We have attached a brief with the evidence base and specific budget language for your consideration. We would welcome the opportunity to discuss this further.

Thank you for your commitment to children's safety.

[YOUR NAME]
[YOUR TITLE]
[ORGANIZATION]
[CONTACT INFORMATION]