- When asking for payment, get straight to the point. However, make sure that the message should be respectful, yet short.
- Remind the member that the deadline for payment is nearly due, and he or she needs to pay it. Tell him or her the exact amount that he/she needs to pay.
- Instruct the member the steps in making the payment.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thank you for pledging $200 for our Feed-a-Child-this-Christmas program. Please send us your check in the enclosed envelope. Thank you so much for your kindness.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample of a follow-up letter reminding member of pledge.
Further things to consider when writing follow-up letters to donors
Follow-up letters are letters you write after business contracts, job interviews or business meetings to show that you are still interested in the recipients and that you are willing to build a relationship. Follow-up letters provide a platform for continued communication and are an effective way of consolidating a real relationship between you and the recipients. A follow-up letter is important in the early stages of a business relationship as it gives you an opportunity to reintroduce yourself and reconnect with the recipient. It also gives you a chance to address a concern that was raised at the previous meeting or give additional information to the recipient.
Well written follow-up letters can make a great difference in your success. These are letters sent during the early stage of the relationship, and therefore the writing style should be fairly formal. Make sure to write the letter as soon as possible after the meeting to keep things fresh. Explain your point clearly and avoid making unnecessary assumptions. Try as much as possible not to convey any negative sentiments. Where necessary, remind the recipient of any deadlines as well as date and time for the next meeting. Close the letter positively.
Letters to Donors
Letters to donors are letters written to people who have donated something, especially money, voluntarily to a fund or charity. Usually, these are fundraising letters to invite donors to fundraisers or thank-you letters to express gratitude and appreciation for donations. Whatever the reason for your letter, writing to donors maintains a great relationship and can help you secure future funding. This simple gesture shows them that you can be trusted and that you are doing something that is of benefit to the community. It also shows the donors that your cause is worthy of their money and time.
When writing letters to donors, it is important to know the exact message you want to convey. Most letters to donors can be tricky to write, especially those asking for donations. You don't want to write something that the recipient will give a cursory glance and carry to the trash! Grab the recipient's attention from the start. For fundraising letters, clearly state how the donation will be used. If you are writing to thank the recipient for a donation, let him/her know how the donation helped. Be brief and straightforward. End the letter on a positive tone.