Things You'll Need:
- Fundraising letter
- Envelope
- Stamps
- Mailing list
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Step 1
Plan before writing. What is the purpose of your organization? Why are you soliciting money now? What new programs have you recently introduced? What success story or upcoming challenge do you need to share with your members? Write a single-sentence mission statement before you start work on your letter.
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Step 2
Gather your mailing list. Whether it is past supporters, alumni, magazine subscribers or a generic mailing list, you need to identify your audience. Know to whom you are writing.
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Step 3
Keep a specific person in mind when writing your letter. If you are writing to alumni, recall a specific alum and address the letter as if you were writing solely to him. Keep the tone conversational and casual as you answer any question he might have, recall memories he shares and put forth the challenges you share together. Make the reader feel as if you are writing a personal note to him.
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Step 4
Focus on the benefits they receive by giving money to the cause, rather than why you need the money. Is their health or community being benefited by your organizations services? Will they become part of an exclusive donor's group if they give a certain amount? Give them a vested interest in participating in the fund drive.
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Step 5
Write with emotion in simple-to-read English. Use underlining, highlighting and handwritten notes sparingly, drawing attention to the most important parts of the letter. Utilize bullets, headlines and sub-heads rather than long, drawn out sentences. Assure that your letter is easy to scan. Few recipients read the whole letter but instead scan over the letter and read only snippets. Make sure your most important points are easy to find.
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Step 6
Create urgency within your letter. Set a time limit so the reader knows he needs to act quickly. Tie the time limit to your cause.
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Step 7
Ask for a specific amount of money. Explain your cause's needs and set a suggested limit. Make it easy to offer a lower amount but ask for a reasonable amount so the reader doesn't have to guess how much to send.
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Step 8
Assemble a direct mail package by creating not only the fundraising letter but also a stamped response envelope, reply card and any necessary chart, financials or contact sheet. Make the package cohesive and seamless by using the same font, graphics and colors. Providing a response card and envelope makes it easy to give.
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Step 9
Thank patrons for their support. Send a thank you note or a form letter with a handwritten signature when you receive their donation.
