New Site Selected Email template for NHS and Health and Social Care sites
The Health Research Authority (HRA) has published a new Site Selected Email Template for sponsors (or their delegated agents) to use when confirming site selection with NHS and Health and Social Care (HSC) organisations in commercial contract clinical trials or clinical investigations
The template has been developed to promote a consistent and standardised approach to communication following site selection, providing clarity for NHS and HSC sites.
The template should be used to formally confirm that an NHS or HSC organisation has been selected to participate in a study. It can be used instead of the Site Selected Letter of Intent.
The email serves as the official notification of site selection. It confirms that based on the information provided during the site selection process, that the sponsor and site are aligned in their assessment that the site and proposed Principal Investigator have the capability to deliver the study.
Receipt of the email means that the set-up should now progress in accordance with the agreed study set-up plan.
Use of the template is not mandated. However, it has been co-developed alongside sponsors and sites to help give clarity to everyone involved in site set-up when set-up should formally begin.
Alongside the template, the HRA has also published user guidance to support sponsors, NHS and HSC organisations, in understanding when and how the template should be used. The guidance outlines the purpose of the Site Selected Email Template, the expectations for its use, and the actions required by recipients, helping to ensure a consistent understanding and application of the process.
This template represents an abbreviated version of the Site Selected Letter of Intent. However, the HRA will continue to explore whether its shorter format provides a sufficient level of information, or whether the more comprehensive information contained within the full letter adds greater value.
Any feedback on the email or letter template should be provided to research.agreements@hra.nhs.uk.
Publication date: 31st August 2026
