Helping Teachers Make a Difference in the Lives of Their Students

CFIS Philanthropic Society – The Journey – Part 4 – The Please-Donate-Letter

Setting up a fundraising event

I sent out my first “Please Donate” Letter.

Actually it was an email.

I am looking to get my t-shirt person to donate t-shirts for the staff. We have no budget, so if we are going to have t-shirts, they will have to be donated.

When I sat down to write the letter, I wanted to have a plan. I just didn’t want to ask for free t-shirts.

Here is what I wanted to do with  the letter:

1. Get to the point quickly.

2. Explain the purpose of the event.

3. Describe how he will benefit.

4. Answer his questions before he even asks. (How many? What size? What color?)

5. Ask for a quick reply.

6. Provide a web page where he can see the legitimacy of the event.

7. Include a final thank you.

Here is the letter:

Hello _________________________

I’m emailing you to see if you could help me out a little.

I’m looking to see if I could get some t-shirts donated for an event that we are having at our school.

On January 29, 2011, we are having a 5k Run to raise funds for a child who has been diagnosed with leukemia.

We would like to be able to provide those people (adults and students) who are going to be helping us with t-shirts that have the name ofthe event on the front.

I know it is a lot to ask, but here is what I am offering in return:

1. You can include your company name to the back of the t-shirt. Example: Shirts donated by _____________.


2. I will include your company on any promotional materials such as flyers or web pages that I create to promote the event.

3. I will make sure to mention your company during the part of the ceremony where I thank those who contributed to the event.

I’m going to need about 25 t-shirts (5 XL, 5 Large, 10 medium, and 5 small)

The color of the t-shirts is not important. I would like to stay away from white, however, but if that is all you can offer, we’ll take it.

I would greatly appreciate it if you could donate the t-shirts.

If you cannot, I totally understand, but please let me know as soon as possible, so I can look elsewhere for the t-shirts.

You can find more information about the event at the following web page:
http://www.teamc8.com/cfisps.html

Thank you again,

Sam Rangel
CFIS

Notice that I bolded the text that I wanted him to pay special attention to. I always assume that people reading my letters are like me – a scanner. Most people will not read every word first. They’ll scan the text, then if their interest is peaked, they’ll spend more time to read it in detail.
I haven’t received a reply yet, but when I do, you’ll be the first to know.
Wish me luck!
Oh by the way,

Merry Christmas!

Thanks,
Sam

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