Because you may only have a short time to get in touch with potential supporters, email may be a tremendous tool to utilize for communication. In addition to writing letters, send out emails. Email can also be a medium for distributing your letters electronically to some of your donors. Here are some suggestions for utilizing email effectively:
- Use email to update your supporters. Try to email a generic message to all your supporters immediately before you leave for the Program, once during the Program (if permitted by your Director), and immediately after you return from the Program. When sending the mass email, try to hide the address list (use “bcc”).
- Use email to follow up your presentations. Email to follow up with individuals from your presentations to large groups of people (i.e. churches). Often, they may remember your presentation, but just forgotten to send in a financial gift.
- Use email to set up face-to-face appointments. Email small groups of prospective supporters together to set up a group meal or a group presentation. Be up front in your message about the purpose of the meeting. If you’re going to ask for financial support, say so.
- Use email to get the word out. Personalize a short email message to the individual, and then attach your detailed prayer letter (a Microsoft Word document is preferable). Save deeper level conversations for face-to-face meetings, phone calls, or future emails.
- Email needs to be organized. Keep your address list updated. Copy yourself on all fundraising-related messages. Create an email folder titled “Fundraising” to hold messages from supporters and your own messages.
- Email should be efficient for the reader. Keep messages short. Personal messages should fit on one screen. Mass emails should be at most one printed page. (See Appendix 6.)
