Fundraising Letter Format

Let's face it - letter writing is becoming a lost art. We are here to help with the fundraising letter format you need.

Fundraising letters are one of the most popular and cost effective ways to raise money. They are successful for a wide variety of groups and also for individuals raising money to participate in a charity walk, run or other sporting activity for a cause. And, you don't have to SELL anything - just your passion and desire to make a difference.

**Also, most of these tips apply for email as well. Your fundraising letter format is outline below.

The Return Address: The address and logo should be at the top of the page (either left, right or centered). If you are an organization you may also have designed special letterhead for this appeal or event which sets you apart. Often times nonprofits organizations will provide online templates or letterhead for your use. Fundraising letter format tip: make your letter look professional (but not too slick) so that the donor feels that his/her investment will be utilized correctly.

Addressee: The name and address of the person who will receive your letter.

Salutation: This is the name of who will receive the letter. It is always best if this part is personalized. "Dear Susie" or "Dear Mrs. Jones" is always better than "Dear friend of the Opera" or "To whom it may concern".

A simple word processor makes this activity easier but be sure to double check your word for weird spaces or mistakes before you hit the print button!

Fundraising letter format tip: make sure that your salutation is appropriate for who you are addressing. It would be inappropriate for a teenager or child to address an adult by their first name - a little respect goes a long way.

Opening Sentence and First Paragraph: Here is where you need to GRAB the reader so they don't toss your letter! Use a bold statement, question or attention grabbing opening followed by a few short sentences will establish the context of your ask. This step in your fundraising letter format is critical.

Body of the Letter: Ask yourself these questions to help begin to write this part of your fundraising letter format:

• What is the organization you are representing? This is a good place to mention the mission of the organization (in other words, why it exists and what need it is trying to fulfill).
• What are you trying to achieve? Remember, be specific here. If you have a personal story (and hopefully you have a great one to share!) this is exactly where you should put it.
• Inform your reader of the desired deadline for their response. Donors want to make a difference. If you can quantify what their donation "buys" or "enables to happen" - all the better! You can also mention the different gift levels you are seeking in the letter or include a response card. Indicate if there is an alternate way to make a donation; either via an online option or calling a phone number and making their gift with a credit card. Offer a phone number for them to call with questions.

It is also important if this is a fundraising event that the volunteer chairs (and co-chairs) sign the letter. The signature or signatures at the bottom of the letter inform the reader about who is involved with the project and their interest or connection to this person or group of people is important.

P.S. "This is important!": Don't forget the importance of the postscript at the bottom of the letter. Many people forget this vital (and easy!) part of the fundraising letter format. Use this place as an opportunity to remind your reader of any number of things: One more time to ask, a specific ask, the action you would like them to take, and your gratitude for their consideration of your request. This little extra touch is often times what the reader's eyes fall to and then hopefully spur them on to really read what you have written.

Elements of a great response card:

• Donor's name, address, phone number, email address. Don't forget to give the donor room to write.
• Gift levels. Enter the various gift levels for your solicitation. As a rule of thumb, most people will gravitate toward the lowest level or the level you indicated in your donation request letter. So if you indicated that $50 would enable the purchase of emergency first aid kits for your organization then make sure that is the lowest level. Always remember to put an "other" section as well. Make the levels realistic. Generally, $50, $75, $100, $150, etc. up to what you feel is possible for your prospect pool.
• Method of Payment. Cash, check (indicate how the check should be written - the name of the organization, etc.), credit card, etc. You can use check boxes for each. Remember to include a line for the "verification code" for credit cards. This is the code that all credit card companies now require as an added measure of security.
• Recognition. Allow the donor to mark a box to have their gift remain anonymous or how they would like their name publicly recognized. Everyone is different. Some people are motivated and appreciate public recognition and others do not - remember to honor your donor's wishes.
• Where to send the donation. You should include a return envelope with your organization's name on it but it is also important to put the mailing address on the response card to make it easy on your donor.
• Thank the donor again at the bottom of the response card. "Thank you", "Your gift does make a difference", "We appreciate your generosity", are all examples of this important sentiment.