- The purpose of the letter is to build or strengthen the relationship. Thus, the tone should be uplifting and nice rather than grumbling or hard to understand.
- Present the objectives of the letter, referring to the exchange of letters, and giving the recipient an excuse for not replying or sending back a message. Do not use an angry tone.
- Highlight the significance and urgency of the letter and elaborate the need for his/her immediate response. Let him feel at peace in writing a reply.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Hi! A few months ago, we talked about doing a fundraising activity together for the repair of the orphanage in our community. As President of our Youth Organization, you are the perfect leader for this activity. You can encourage the teenagers in our town to help us in our drive. Now is the perfect time since, in a few weeks, it will already be spring break so the kids in this town can help.
If you are still interested, just give me a call at 454-3636. We can discuss what fundraising activities we will be doing whenever you are ready.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample follow-up letter to potential fundraiser head.
Further things to consider when writing follow-up letters to fundraisers
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 Fundraisers
Letters to fundraisers are letters sent to people who seek financial support for charities, institutions, and/or other enterprises. If you have been requested to donate something to a fund, there are times when you may find yourself writing to the fundraiser. It could be to seek some clarification about the donation, to inquire about the venue and date, or even to cancel the invitation to the fundraiser. In all situations, letters to fundraisers should be sent well in advance so that all the involved parties can be on the same page.
The best letters to fundraisers are short and to the point. Start the letter with the proper salutation making sure that it is addressed formally and to the right person. Clearly mention the purpose of the letter. If you are writing to cancel an invitation, for instance, state so and give the reason for cancellation. In instances where you are writing to request some information, mention exactly what you are requesting. Include any other details that you think could be of help to the recipient. Be polite and maintain a professional tone. Conclude on a positive note and with a statement that calls the recipient to action.