About that graduation letter again!

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I'm not sure how to categorize this (question, idea, problem, or praise? maybe a little bit of each?), so I picked question, since it makes me wonder what happened and whether you should update your system. :)

Anyway, yesterday I finally received a letter alerting me to the "upcoming" graduation of my beautiful Juliet on Nov. 1 and a congratulatory card to send to her! The letter was dated Oct. 15. I wasn't able to find a postmark date, so I don't know when it was actually sent.

I just wanted to let you know that I did receive the letter, and to point out that if it is normal for something like this to take a month to get to the sponsor, you definitely want to get the news sent out earlier! Also, it says several times in the letter that I would receive a phone call when her graduation date was confirmed. She was taken off my online account about a week ago, so I assume she has graduated, but I haven't received a phone call about it. (I don't need a phone call, but I just wanted to let you know so that you can continue to work to make sure your systems are implemented correctly.)

I plan to get some fancy stationary for a final letter to Juliet instead of sending the congratulatory card and send it with the response form for a graduation gift. I hope that's okay!
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tbmgvd

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Posted 5 years ago

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Susan

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tbmgvd, I sincerely apologize for the delay in this letter reaching you. I can imagine that this was quite confusing! 

The "upcoming graduation letter" or what we call the "child nearing completion letter" is supposed to be mailed to sponsors approximately eight months prior to the anticipated completion date. It looks like Juliet was anticipated to complete in November 2014 (she was right on time!) so you should have received this letter around March of last year. She officially completed just five days after you received this letter. Then we sent you another letter letting you know that she had completed so you should be getting that shortly. I am looking into what went wrong in your case and we will see if a process needs to be tightened somehow. Thanks for letting us know! 

Also, we enclose the congratulatory card just for convenience for sponsors so please don't feel obligated to use it. :)
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tbmgvd

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Thanks! I've been keeping a close eye on my online account and received a letter from Juliet herself about her graduation in November, so it wasn't actually too confusing, but something did definitely go wrong in the system. I've been watching the mail to see if there would be some official notification other than her disappearing from my online account, and I admit I was surprised to get a letter announcing her upcoming graduation rather than a letter announcing that she had graduated. :)

... I'm just wondering, what do you mean about her officially completing five days after I got the letter? It came in the mail yesterday, and I don't think you mean to tell me that she graduated this coming Monday ... :)

Sorry to always be bothering you with questions! Thanks for assuring me that sending the card is not necessary (especially since I already cut it up to put in my Compassion scrapbook!). When I send a final letter, can I send something else with it? Or several things? I was thinking of sending a recent family photo, and my kids want to send drawings, and I was also thinking of making a little collage of pictures of Juliet over the years to give her as a kind of keepsake about how I've been with her through the years and she will always be in my heart. Would those kinds of things get to her along with the final letter?
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Emily

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Hi Tbmgvd! Sorry about the confusion on the dates as I do see you received this notification letter yesterday. We received information in our office on November 5th stating that your girl had officially completed the program. Again, I apologize for the delay in this letter as you certainly should have received the notification about her completing much early than you did. However, you can still expect to receive the letter in the mail very soon announcing that she is graduated from Compassion's program.  

In regards to your final letter, the same guidelines apply as your normal correspondence to your children :). You are more than welcome to send more pictures of your family and drawings from your children! I know that a special gift like this will mean the world to her and she will be able to keep them for years to come! 
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tbmgvd

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Thank you!! We'll look forward to the official graduation announcement, and put together a package of things to go with our final letter.

Just to continue the theme of weird mailings, I thought I should let you know that today I received a letter confirming our acceptance of Mercy as our new sponsored child. She is the adorable one who appeared on our online account last weekend when Juliet disappeared. I right away posted to ask that Mercy be made available to another sponsor, because we wanted to pick a different child to sponsor, and Susan responded this past Monday that she had taken care of it. So we have never actually heard anything official about Mercy, and we didn't accept her, so I'm not sure why we got a letter confirming our acceptance? Is that normal? Just thought I should let you know, in case it indicates some problem! (Everything is as we want it according to our online account, so no worries there.)
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Susan

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Hello again! Yes, I had made the other child, Mercy, available for another sponsor on Monday. The issue was that when Juliet left the program, there was a note on your account to automatically accept a child from KE211. The representative who processed this request apparently saw the automatic accept comment but missed the part about KE211. Again, I sincerely apologize for the error on our part in this. Thankfully, you have precious Susan from KE211 and we will pray that Mercy is sponsored by someone else very soon. :)
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tbmgvd

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Well, that makes sense!  :) Thank you for patiently answering all my questions! You guys are amazing!

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