Knowing how to write invitation letters for a fundraiser is a very important part of an event. It involves choosing the right words which can set the tone for your fund raiser, indicating to the guests the formality of the fundraising event being organized and what they should expect. The following are the steps that you should follow when writing a good invitation letter:-
Know your donors.
Having an updated list of past donors is very important - they are more likely to donate again and are likely to increase their contributions over time. When writing the invitation letter, make sure you get the name and credentials of the donor right.
Before people can read your letter, the envelope must first be opened. Include a teaser copy outside the envelope. A teas copy is a simple printed line which can read "We need your help" or any other appealing line.
Make your case known
Make your case known early in the letter. Introduce your organization or the project that requires sponsorship and get to the point without wasting time and ink. Also state how this project will solve the problem and the purpose of the project.
Appeal to the hearts of the donors, first with descriptions, then with facts and figures.
When writing to previous donors, first of all thank them for their generous contribution before asking them for more money.
Most people won't read everything you write, but the more you can tell that person about the benefits of donating, the better the feedback you will receive. Also, with a long letter, the invited donors can start reading the letter at any point and still know what it's about.
Ask for the money.
Remember not to forget to ask for the money. After telling them all about your program, ask directly for their assistance. Give them an idea of how much to give by telling them what the total amount needed is. Appeal to their sense of urgency by giving a deadline. If you don't compel them to do something right away, they probably will not act at all.
Include a return envelope for fast reply. Make it simple for people to donate. This can be done by providing a postage paid envelope and instructing them to enclose the check with it. It may sound unreasonable but people respond more to clear instructions.
Provide a contact address.
It's necessary to provide an address in the letter so that the donor can seek clarification about anything. It's also good to follow up with phone calls at least a week after you send the letter. Enquire if the letter was received or if you can answer any questions. Making a follow up greatly increases the chances of getting a donation.
Be aware that the invitation is the first thing that the invited guests will see to notify them of the planned event. Thus take time to carefully write the invitation and word it in a way that gives guests specifics on what they should expect. When thinking of writing an invitation for a fund raising event, always be mindful of the tone you would like to set for your event and reflect that tone in the words you use.
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