---
title: "Notification Email"
url: https://eagleboards.page/docs/templates/notification-email/
site: Eagle Boards (https://eagleboards.page/)
last_revised: 2026-09-28
html_version: https://eagleboards.page/docs/templates/notification-email/
description: "The email sent to every Scout on the roster about three weeks before the event, telling them what to bring for a project proposal review or an Eagle Scout board of review."
---

# Notification Email

> The email sent to every Scout on the roster about three weeks before the event, telling them what to bring for a project proposal review or an Eagle Scout board of review.

Send this to each Scout on the roster, with their unit leader copied, about
three weeks before the event. Paste the event's roster at the bottom so
Scouts can confirm they're on it.

---

**Subject:** Eagle boards on [date]: what to bring

Life Scout/Eagle Scout Candidate,

You have indicated your interest in achieving Eagle Rank within Scouting
America. To attain this rank in Scouts BSA, you must attend both a Review
Board for your Project Proposal and a final Eagle Rank Board of Review. Your
slot is reserved for [day, date]. Please bring [3] adult volunteers with
you; they will assist with Project Review Boards and Eagle Boards of Review
for fellow scouts.

Here are a few items to help prepare you for your upcoming appointment:

* Your slot is only a reservation. You will be seated only if the materials
  submitted for the Board are complete and meet the requirements defined by
  the Scouting America Guide to Advancement.
* Boards will commence at [7:00 pm]. Arrive at [6:30 pm] to check in. If we
  have enough adult volunteers, we may start early.
* Boards will take place at [venue], [address].

**Before your Project Review Board:**

* Use the current Eagle Scout Service Project Workbook provided by the
  Scouting America National Office. Projects submitted using any other
  version will not be approved.
* Ensure your project meets 5 tests for an Acceptable Eagle Scout Service
  Project. Routine maintenance must have sufficient impact to qualify.
  1. The project provides sufficient opportunity to meet the requirement.
  2. The project appears to be feasible.
  3. Safety issues will be addressed.
  4. Action steps for further detailed planning are included.
  5. The Scout is on the right track with a reasonable chance for a
     positive experience.
* Obtain all necessary signatures (beneficiary, unit leader, and committee)
  prior to submission for a Project Review Board.
* Prepare [2] copies of the Service Project Proposal for the Project Review
  Board to use.
* Bring any additional materials that you wish to include (e.g., prototypes,
  drawings, photographs).

**Before your Eagle Rank Board of Review:**

* Submit a completed Eagle Scout Rank Application on the current form,
  signed by the Eagle Candidate, Unit Leader, Unit Committee Chair, and
  [council name] verification approval. [Note any recent change to the
  application form.]
* Provide a completed Eagle Scout Service Project Workbook with all
  sections, approvals, and signatures (Eagle Candidate, Unit Leader, Unit
  Committee Chair, Project Beneficiary).
* Request references from the four people listed on your application, and
  follow up to confirm they have responded. Responses go to your
  Scoutmaster, Committee Chair, or a designated adult such as a Life to
  Eagle coach who can bring them the day of your review; if you carry
  them, they must stay sealed and unread.
  * If after diligent effort four recommendations are not received, the
    board of review can go forward without them, though it may ask what
    efforts you made.
* If your project raised funds from outside the approved sources, bring the
  signed Fundraising Application.
* Bring [3] sets of the Eagle Scout Rank Application and Eagle Scout Service
  Project Workbook for the Eagle Board of Review to use.
* Bring additional materials that you wish to include (e.g., prototypes,
  drawings, photographs).
* Decide whether your Unit Leader will introduce you, and invite anyone
  you'd like present for photos.

**Throughout the District Eagle Rank Advancement process, remember:**

1. Scouting gives you the chance to practice written communication. Do your
   best to make your materials legible and coherent to the reader.
2. Dress for your Board in formal Scouting attire. Wear your Scouting
   America Uniform (Class A), merit badge sash, and neckerchief, if you have
   them.
3. Bring [3] adult volunteers with you to help with Project Review Boards
   and Eagle Boards of Review for fellow scouts.
4. Everyone on the District Advancement Committee is a volunteer. Please
   keep that in mind if something goes wrong.
5. We expect you to handle your own communications about your advancement.
6. Boards run back to back through the event, so there may be some
   waiting. Thank you for your patience.
7. Be Prepared! And enjoy the experience!

If you have decided not to attend this month's boards, please reach out as
soon as possible if you are on the list below.

**Proposal Review**

[names and units]

**Final Board of Review**

[names and units]

**Adult Volunteers**

[names]