Adoption Letterbox system

Information about exchanging information through adoption letter-box system.

What is the letter-box system?

The letter-box system has been set up to enable birth relatives and adoptive parents to exchange information.

It provides birth relatives with an opportunity to receive up to date information about the child and how he/she is getting on. Adoptive parents are able to receive information about the birth relatives including any changes in circumstances which they may wish to share with the child. It also enables adoptive parents to have access to medical and family history which may be important as the child grows up.

Why was the letter-box system set up?

We have learnt many birth relatives find it difficult to have no further information about their child after an adoption order has been made. Some birth relatives simply want to be reassured that their child is still alive, while others would appreciate more detailed information.

Some children who are adopted have an equally strong wish to know what is happening to their birth relatives. At different stages in their lives, children have different needs in relation to information and contact. The letter-box system enables a door to be kept open to meet the needs of the child.

Information given to adoptive parents at the time of the adoption can quickly become out of date. They may appreciate being able to update their information. How much information is shared with the child and when it is shared, are decisions made by the adoptive parents.

While much of the information exchanged is positive and reassuring, there may be times when the information to be exchanged is difficult, perhaps painful. All participants in the letter-box system are encouraged to seek social work support if they feel this would be helpful.

Who can use the letter-box?

Previously, we have referred to birth relatives - this generally means the child's birth mother and father. Usually, the birth parents would decide whether or not to share their information with their close relatives. Occasionally, it may be appropriate for other relatives to be part of the agreement in their own right, e.g. grandparents, brothers and sisters.

An adopted child my have brothers and sisters who were adopted by another family. In that situation, their respective adoptive parents can exchange information through the letter-box system.

Adopted children cannot use the letter-box system directly. All contact will be through their adopted parents. Children, particularly older children, may be encouraged by their adopted parents to participate but the correspondence will be primarily between the adults involved.

How does the letter-box system work?

The letter-box is managed by the Senior Practitioner Adoption who works in the Placements Team.

All information will be sent to this person, then forwarded to the appropriate person. The agreements will indicate when this information is to be exchanged.

Information will only be sent on when it has been requested. This is because we need to have confirmation of the current address before sending out such confidential material. Generally, the participants send a newsletter together with confirmation of their address and this enables the exchange to take place. Sometimes participants prefer to bring in their newsletter and discuss it with us. This can be done by arrangement.

All information, before being sent on, will be read by the Senior Practitioner. It will, therefore, be easier if information, cards etc are not sealed. This is because there may be times when the information could be distressing to the recipient and, on these occasions, the Senior Practitioner will contact the birth relative or adoptive family, before this is shared with them.

It is important to state all information sent to the letter-box is treated as highly confidential, as are all matters concerning adoption.

What can be exchanged through the letter-box?

Information exchanged will vary according to agreements made at the time of the adoption.

Usually, an annual or bi-annual newsletter is agreed and sometimes there may be an exchange of birthday and Christmas cards. The exchange of photographs will depend on individual agreements.

The letter-box system cannot cope with the exchange of presents. We realise that this may disappoint some people but hope that they will understand it is just not practical.

How do I become part of the letter-box system?

Before a child is linked with adoptive parents, we have a good idea of what birth parents, adoptive parents and child would like in the way of post-adoption contact. Looking at the wishes of all concerned is an important part of the linking process. However, it must be stressed that it is not always possible to meet all requests.

The child's social worker will draw up an agreement as to how and when the letter-box system will be used. Birth parents, adopters and any other participants will be asked to discuss this agreement, negotiate any changes, and sign it. The agreement made by all the participants will be sent to the Senior Practitioner Adoption who will ensure that the agreement is then activated. A copy of the agreement will be sent to all signatories as a reminder of what they have agreed to do.

Am I legally obliged to provide information?

Most letter-box agreements are voluntary and dependant on the goodwill of all those concerned. However, we very much hope that everyone will keep to the agreement they have made. By not doing so, considerable hurt and distress may be caused to other people, including the child as he/she grows up.

Occasionally, letter-box arrangements are set up under instruction from the Court in which case, the agreement in binding.

Will I be contacted if I do not keep the agreement?

We realise it may be quite easy to forget to send information to the letter-box at the time agreed. Adopters will be reminded to do this. Birth parents will be reminded for the first two years. Subsequently, if they do not make contact, the information sent by the adopters will be retained until the next contact is due. If no further contact is made, then the Senior Practitioner will return the newsletter and the agreement will be deemed to have ended.

A further agreement may be suggested by the adoptive family whereby they continue to send an annual letter to the Senior Practitioner indicating the child's current development. This will enable the Senior Practitioner to assist the birth parent should they re-contact in the future.

How long does the letter-box system last?

The letter-box system will offer an exchange of information until the adopted child is 18 years. At this point, they are able to make their own decisions about how or if they wish to continue with the contact.

What if I am not very good at writing?

Some people do not feel very comfortable in writing down information and do not know what kind of thing to share. Do ask you social worker for help in thinking about what to write. It may then be possible for a close friend or family member to help you.

Finally...

We realise that keeping contact through the letter-box is complicated. Do talk to you social worker about this or any other queries you may have.

All correspondence concerning the letter-box should be addressed to:

The Senior Practitioner Adoption Education and Children's Services Placements Team Jubilee House 655 Auckland Drive Smith's Wood Solihull B36 0SN

Contact Details

Adoption Team
Education and Children's Services
Jubilee House
655 Auckland Drive
Smith's Wood
Solihull
B36 0SN

Telephone: 0121 749 8100

Email: ssplace@solihull.gov.uk

For general information on Children and Family Services, please email childrensservices@solihull.gov.uk