No problem. This’ll be a bit of a long answer. I’ve done this for years but it does take a certain method to actually get money back from people and not get left to the side. Now with the poor economy it might be a bit harder but heck it’s not hard to do so might as well try, lol.
So basically the method involves writing a fundraising letter. It’ll be two pages long.
The first page should be set up similar to this:
– You need to introduce yourself and what you are about. Be sure to include details like the populations you are serving and who this is going to benefit. But keep it simple and one paragraph.
– Then you need to introduce what you want from them. You want a donation. Be specific about what kind of donation you are looking for. Financial, In-kind, or both. We always ask for both because in-kind (supply) donations help reduce financial costs. In this paragraph it is very important that you say that any donation amount will be accepted and appreciated. You also need to state that you will give them something in return. This usually includes a sentence stating that you will have a page of donators available who all attend the event, or better yet a billboard of donators for everyone to see. You also want to include the note that since this is a tax-exempt non-profit organization all donations are eligible for tax deductions.
– At the end of the first page you want to say that you have included a seperate sheet of paper with an itemized budget, your tax ID number, and information on where to send donations and how to contact you further.
The Second Page:
– On the second page the most important piece of information (what gives you credibility and gives you money) is the itemized budget. So if you don’t have one already you should make one out. Itemized budgets are a pain in the butt to create but they are so important to receiving funds. Here are two examples:
example one
example two
The more specific the better. So that means more time creating it. Yuck. Lol
– After you create the itemized budget make sure you include the following:
—a line stating your tax id number
—a line stating who checks can be made out to and where in-kind donations can be sent
—a line stating how to contact you
—a note stating if they need a receipt you are happy to provide but they need to contact you and let you know
And always in the letter invite them to your event! (if it is an open event).
So after creating your letter there are still more tedious steps. Haha.
You then create a database of local businesses that may donate to your cause. I prefer to use excel but you can use pen and paper, doesn’t matter. I usually do this from my mind and then through the phonebook. So it is important you target the right kind of businesses. Here are types of businesses in order of those who are most likely to donate:
1. Local businesses related to your cause (vets associations, anyone involved in storytelling or cultural arts etc..) If you are looking for in-kind donations as well this could also be shops say like photocopiers who may give you a free photo card to make advertising fliers etc..
2. Local businesses unrelated to your cause. This being mom and pop shops. Local book stores, local retailers, etc…
3. Local University/College. You must send a letter to each department independently. Start with departments that are somehow, even by a stretch, related to your event.
4. All other businesses. Stores like Safeway etc.. do donate on occasion. Also shops that make a lot of money like car shops or shops that never get asked to donate like pawn shops may give.
After you create the database you stuff envelopes and mail out letters. You can get a bulk mailing rate at the post-office but it can be a pain to get sometimes. Otherwise this will be your biggest expense, postage. The more letters you send out the more responses you will get. Estimate that 1–10% will donate. I usually send around 2,000 letters.
Then if you are not getting any response you start making phone calls, asking if they got your letter. They’ll always say they lost it and ask you to fax another. I hate this step and usually do not need it. But if you have volunteers this is a great thing to have them do. Also going in person and asking about the letter (with another copy in-hand) can be quite useful as people are less likely to say no to your face.
Oh and a tip I forgot. Checks should not be made out to an individual. If you say that you won’t get positive responses. They need to be made out to the event name or organization name.
I hope this helps. Feel free to ask questions.
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