How to Write Fundraising Letters That Work 

Writing compelling letters is said to be a dying art. With the onset of electronic communications, people have become used to simply shooting out emails or posting messages on social media.

However, when you are requesting support for your charity auction event or any other fundraising program, it is still best to put words on paper. Show your sincerity and gratitude by writing engaging letters that move your intended recipients to act in favor of your goal.

Make Your Words Count

People receive a lot of mail these days. From sales and marketing collaterals to other forms of printed communication, they are bombarded with written content at every turn. Whether these are sent through the post or received through electronic means, there are simply more than enough letters for people to sort through.

You write fundraising letters to earn as much support for the cause that you are championing as possible. Still, however passionate you are about your foundation’s goals, you cannot expect everyone to be as invested in it as you are. 

That is why it is crucial that you make your letters as convincing as possible in the most succinct way. This way, your letter won’t get lost in the sea of mail that your intended recipients may regularly wade through, and you improve your chances of engaging an audience that could support your advocacy.

Even if you hire a reputable and reliable auction management team, it is important to reach out yourselves as an organization and speak on behalf of your cause. Because of this, you should also learn how to write effective charity auction letters to further your cause. Here are some simple tips for making your fundraising letters work:

1.     Identify Your Audience 

Just as there are many different types of fundraising events, there are also different types of people you want to send letters to. One of the most important steps in writing an effective fundraising letter is to properly identify your recipients.

You may want to list down groups of people that you want to talk to. For example, you can segment your recipients as those who have donated before and those to whom you are writing for the first time.

Recipients can also be grouped according to industry, location, or affiliations. For instance, you can send letters to a group of doctors for a cause that benefits children with cancer, or you can send them to a number of yachting associations to help raise funds for fishing boats.

Identifying the audience that you want to talk to will enable you to personalize your letters. You can adjust the tone of voice and message according to each audience’s personality and background to make it more relatable and engaging.

You should also remember to use the word “you” when writing your letter to make a more personal impact. Using this word will let the reader feel that you are directly appealing to him or her rather than to a nonspecific entity that you sent a mass-produced letter to.

2.     Tell Your Story

Open your letter with an impactful story about your cause. A catchy anecdote or account regarding your fundraising efforts has a higher probability of being read compared to a run-of-the-mill greeting. 

Give your recipients a glimpse into your world and the cause that you are trying to convince them to support. Define the problem or challenges you are facing or cite previous efforts. You can provide statistics, but make sure not to drown the reader in graphs, charts, and a string of numbers that may bore or tire them.

3.     Present Your Goal and Ask for Assistance

Instead of confusing data, it would be better if you can paint a clear picture of what or who needs their help, or why they are needed to advance your cause. Explain the situation and describe the ways they can make a difference, such as by making a donation or participating in an auction. 

Be straightforward when asking for assistance. Do not just ask for support in a vague manner. If you need financial assistance, say so. If you need them to donate auction items, ask. This is not a time to dance around the subject. Inject a sense of urgency and be clear that any donations they extend are crucial in helping other people in need.

4.     K.I.S.S., But Make It a Package

While you may want to elaborate further regarding your cause in the letter, it is best to keep it short and simple (K.I.S.S.). As mentioned, time is very valuable, especially if you are writing to movers and shakers whose every minute translates to something that could help you and your fundraising efforts. 

Make your messages as concise and precise as possible. Highlight the most important parts and be very clear about what you need. Include important information such as the key person to get in touch with and hotlines through which your potential donors can easily contact you. 

While you want to keep it as crisp and to the point, you must also remember to send the letter as a pretty parcel that contains more than just your letter. Include a reply card with a stamped reply envelope. It would be best if you can send an attractive package complete with an outer envelope with a catchy teaser to readily grab the attention of the recipient.

5.     Be Polite

Yes, we’ve talked about being straightforward when it comes to writing the letter. However, this does not mean that you need to come off as rude and overbearing. 

Make sure that you still write with a polite and respectful tone. You may be in a time-bound project, but this does not give you the freedom to become overly pushy and demanding in your letter. There is always a proper way of saying things.

 For example, instead of saying “Donate $50 now and we’ll send you a T-shirt,” you can say: “Your $20 donation will help send one child to school for a year,” or “Donating a fabulous dress from your latest collection will help attract more bids for the auction that will help raise funds for survivors of natural disasters.”

Another important factor to remember is to always send your gratitude. Say “Thank you for your time,” as they have taken time out of their day to read your letter. Also, remember to send a letter of thanks for every donation that you receive. This gives your donors the confidence to trust you again should you send them a fundraising letter in the future.

Letters That Inspire Generosity

Your charitable efforts start the moment you speak sincerely about your cause. As you put pen to paper, remember to be genuine with your words as this warmth will be conveyed to your recipients.

Take note of the points presented above and you can be well on your way to a successful charitable effort. Write your fundraising letter with heart and soul and a sincere goal of extending help and compassion, and you will reap the rewards.

Talk to our team at Go Charity today and discover how we can help your fundraising event succeed.