Washington/Alaska

Checklist for Fundraising 103

Here's a method one of our top fundraisers shared with us. To follow along, check these steps off as you go:

• Determine which people in your donor network will appreciate and respond to a letter
• Use the sample letters, helpful hints and suggestions from your mentor to write your personal fundraising letter
• Don't forget to mention matching gifts - ask your donors if their company matches.  It's a great way to double the power of their gift!
• Ask mentor to read your letter and make suggestions - not only can your mentor help make the letter even stronger, but it's also great practice for sending it out to your network!
• Buy stationary and envelopes - bright colors are best, but please don't use red as it makes it impossible to postmark the envelope.
• Stuff and address your envelopes - make it a party and ask friends and family to help!
• Turn in your letters to your team manager before the postage deadline to receive free postage on your first 100 letters.
• Do a reminder postcard or follow up letter after your initial response deadline to update your donor network on your progress and remind procrastinators that it's time to give!

Your First Letter Send within a week of joining the team

With donor network in hand, you're ready for your first letter! Start right away so you can focus more on training as your event nears.

What to include (check these off as you go):

• The cause. Talk about LLS, include some encouraging research statistics, note how far we've come, etc.
• Why the cause is important to you. Your network and donors are supporting YOU in this adventure. With each donation, it is YOUR effort, passion and inspiration that is bringing them to support you. Few of the donors that contribute to you will have contributed to LLS this year without your help. Make sure you show your friends and family why you are passionate about this cause and why it's important to you.
• What you are doing. The event, distance, type of training, etc.
• Your personal connection to the cause. Write about a personal honoree or your team honorees.
• Ask them to join you. In the first letter only, ask your potential donors to join you on the team. If you can ask for then to join first, asking for a donation next can feel less intimidating.  If they join, think about how much more the team will raise because you recruited this once person!
• Ask directly for money and suggest how much to give. If you write with the intention of raising money but don't explicitly ask, your letter will confuse the reader.
• How to donate. Include a link to your eFundraising webpage and give instructions for donating online or via postal mail. Be sure to include matching gift information as well.
• Give a deadline. Within two to four weeks is good. This will help prevent your potentials from "forgetting" to donate.
• Self-addressed, stamped, return envelope. If you're mailing your letters via post, this is a must!

Things to consider (check these off as you go):

• Use individual salutations. Don't write "Dear Friends"; write "Dear George". Use a mail merge program to facilitate this.
• Keep the text punchy. Readers have short attention spans. Keep your writing concise.
• Use anecdotes. What made you want to join TNT?
• Thank previous donors. People want to join a successful campaign. Thank previous donors not only to show appreciation but also to convey a sense of growing support.
• Use an effective P.S. The P.S. is usually read first. Make it important!
• Emphasize important points to keep readers' eyes moving down the page.
• Write a note on each letter. Handwriting is a good way to customize each letter, and it provides additional emphasis.
• List names. Naming your honorees makes the cause more real.
• Photos. Everyone likes pictures!
• Other ways to support. If they can't donate, can they offer something for a raffle party or watch your kids while you train?

Tip! Time your mailing.
Send emails as early in the day as possible. Get your email ready to go the night before, then hit "send" when you wake up. Many people are more inclined to pay attention to emails in the morning. Time your emails and letters to arrive around payday. People are more generous when they have fresh money in the bank!

Round Two: Use Email or Mail Send this halfway through the training season

Time this with a personal milestone: "Today, I ran/walked/biked/hiked further than I've ever gone before!!"

What to include, in addition to all the points listed above for the first letter (check these off as you go):

• Talk about how your honorees are doing, and include new statistics that speak to the success of LLS.
• Talk about how you're doing: "Last week, I applied chamois butter for the first time. So far, you've helped me raise $2,000!"
• For everyone who has not yet donated (you should send two versions of this letter): "Don?t worry, it's not too late!"
• For everyone who has already donated: Thank them again (because you already sent a card, right?), ask them to forward your letter to their friends, and include a reminder about matching gifts.

Tip! Revisit your donor network.
Are you surprised at this point by who has or has not donated? Go back to your donor network and check it out: did you leave anyone off the list because you thought they wouldn't donate? Add them to the list and make sure they get your second letter!

Letter Number Three: Use Email or Mail Send this about ten days before your final deadline

What to include, in addition to all the points listed above for the first letter (check these off as you go):

• Say something new about your honorees, and include new information about the success of LLS.
• Talk about how you're doing. "It's been an amazing journey with TNT. I can't wait to stand at that starting line!"
• For everyone who has not yet donated (you should send two versions of this letter): "It's still not too late."
• For everyone has already donated: Thank them again (because you already sent a card, right?), ask them to forward your letter to their friends, and include a reminder about matching gifts. "My fundraising deadline is right around the corner."

Tip! Raise over-and-above your fundraising total with your third letter!
If you think sending three letters seems like a lot, take note: with this third letter, many participants have raised 30% of their personal fundraising goal!

One More Go: Post Event Letter Send within two weeks of completing your event

What to include, in addition to all the points listed above for the first letter (check these off as you go):

• How did your event go? What did you learn? What made you laugh?
• Give a fundraising update. How much have you raised? If you're only a few hundred dollars away from your goal, your donors will want to help you make it all the way there.
• Again, write two versions of your letter using the same criteria as the first three letters.

Tip! Send postcards from your event.
In your event weekend suitcase, pack postcard stamps and address labels for all your donors. When you get to your hotel, grab a stack of postcards, write your thank you notes, then drop them off at the hotel's front desk. Postcards are nurturing - they give your donors an extra incentive to donate again and again.

Notes: Thank You! Thank You! Thank You! Send as soon as you receive a donation

Keep a box of stationery or cards handy so you can hand-write a note that day, and mail it the next morning. If you don't acknowledge your donors right away, they'll feel unappreciated.

What to include (check these off as you go):

• Thank you!
• Tie it back to the honoree you mentioned in your letters. This donation has helped your honoree and millions of others living with blood cancers.
• Stretching your donations is easy! Once again, remind your donors to find out about their company's matching gift policies.
• Encourage donors to help spread the word by sending your letter or eFundraising webpage address to their friends.

Tip! Make it easy, make it happen!
Buy thank you cards before you send your first letter. Sometimes it can be hard to find time to acknowledge all your donations, but you can make it easier if you keep cards in your desk at work and at home. Take a five-minute break every now and then to write one or two notes - your donors will appreciate your effort.

Sample Letters and More Information

Below you will find examples of creative and compelling fundraising letters written by past participants. We welcome you to use these letters as templates to create your own. Ask your mentor to see copies of their fundraising letters. Many of our mentors have completed several events with Team In Training and have truly mastered the strategy of letter writing.

Fundraising Letter Sample 1

Fundraising Letter Sample 2

Fundraising Letter Insert with Alaska Airlines Incentive