This is a template that can be used for a letter of intent from an organization that wants to join a codebase community. Before deciding to use a letter of intent, decide what you want this to achieve.
In general, having a letter of intent from each participating organization is powerful since each commitment is public. This means that the new organizations that wants to join can see what level of commitment exists in the community. That builds trust and a more appropriate level of expectation can be set. It can also invoke a feeling of having to contribute on a certain level which both have advantages and disadvantages. The benefit is that a new contributing organization may make sure to make resources available when they join, but it might also scare some off.
The letter of intent can also be used in the GOVERNANCE as the minimum limit to be able to join a product steering committee.
The limit can even be set to include a minimum commitment.
If you want a minimal version, the paragraph about budget can be skipped.
Skipping it makes it weaker, but it has the advantage that it can be easier to sign off on.
Template
Dear Mr/Mrs/Ms/Mx. NAME OF RECEIVER:
This letter declares COLLABORATING INSTITUTION’S intent to collaborate on the codebase entitled “TITLE OF CODEBASE,”.
COLLABORATING INSTITUTION intend to start using CODEBASE for CAUSE by DATE.
NAME, TITLE AND DEPARTMENT is the primary contact for COLLABORATING INSTITUTION.
Attached is a description of the effort and resources that COLLABORATING INSTITUTION will commit to the codebase, along with a budget. The proposed budget is divided by the implementing phase and the operational phase. The total budget for COLLABORATING INSTITUTION is € X, for the implementing phase and € Y, per year in the operational phase.
The programmatic and administrative personnel of COLLABORATING INSTITUTION that will be involved in the codebase are aware of the CODEBASE’S policies and are prepared to align all work to be consistent with those policies.
Sincerely,
AUTHORIZED OFFICIAL, COLLABORATING INSTITUTION
Attachments: Statement of Work, Budget