Remind Participants That the Fundraiser Is Approaching or That the Drive Is Ending Soon • Example Letters, Guides and Samples

Guides

This letter should generally be sent a week or two before the date of the fundraiser or the end of the fundraising activity. It is appropriate to reiterate important details, including necessary dates and other information.

How to write this fundraising letter:

  1. Tell participants that the deadline for the fundraiser is approaching, and encourage them to complete their fundraising efforts if they have not done so.
  2. Thank those people who have already completed their fundraising efforts.
  3. Mention again the benefits that will come from the fundraiser and from participating in the fundraising event.
  4. Again, thank readers for their willingness to participate in the fundraising campaign.

Example Letter #1

Copied

This year's fundraising campaign has resulted in significant public response, and we are very grateful to the people who've helped us achieve this success. We still have some distance to cover before meeting our financial goals, however, and although the fundraising period is drawing to a close, we feel that one last push for exposure would draw the final response we require.

Therefore, if you have not distributed the previously sent fundraising materials, now is the perfect time to do so. Please identify your best neighborhood restaurants, cafes, and stores and distribute the fundraising materials within the next week. Your participation is an essential element of our drive to raise the funds for a new shelter and soup kitchen in the (Name of Neighborhood) neighborhood of our city. We sincerely appreciate your vision and support.

Example Letter #2

Copied

It's countdown time, with just one week to go before Springfield Middle School's Fall Family Festival. It's time to bring in those donations for our silent auction, and to rummage through your bookshelves for the book swap!

Thank you to all those who have already donated and to all who have already put in hours of time and effort to make this year's festival the best ever. We will have something to offer everybody, aged nine months to ninety--nine years.

As you know, this is the only fundraiser the PTA holds each year, and we rely on the money generated to support all of our programs.

Thank you for your donations and your participation. We could not do this without you.

Write Your Letter Step-by-Step

1 Tell participants that the deadline for the fundraiser is approaching, and encourage them to complete their fundraising efforts if they have not done so.

Sample Sentences for Step 1
  • Hello, everyone! I just wanted to write a little note to remind you that the day of our fundraiser (can you believe it?!) is fast approaching.
  • As you know, we only have one week left until the day of the auction.
  • Our Run for Life is this upcoming Saturday!
  • As we enter the last week of our fundraising drive, I just wanted to mention a couple of things.
  • Remember, the night of the fundraising dinner is next Tuesday at 6 p.m.
  • I just wanted to mention that your children need to collect all of their donation money and turn it in by this Friday.
  • I'm looking forward, as I'm sure you are, to our fundraising bazaar this Saturday.
  • I just wanted to send one last letter reminding everyone that our charity ball is this Thursday.
Sample Phrases for Step 1
  • just wanted to remind you that
  • wanted to remind you to
  • wanted to bring to your attention
  • our fundraiser will soon be
  • deadline for the fundraiser is fast approaching
  • please complete your fundraising efforts
  • finish your fundraising endeavors and
  • collect all of your donations and turn them in
  • need to have the money by this Friday
  • our fundraising event is this weekend
  • remind you that this Thursday night
  • bring all fundraising items to the
  • drawing to a close
  • only a couple of weeks until
  • one week left before
  • if you could finish by the
  • remember to return all of your
  • before next Friday
  • if you have not yet returned
  • now is the time to begin
  • please return the donations and extra envelopes
  • final meeting before the fundraiser
  • take a moment to

2 Thank those people who have already completed their fundraising efforts.

Sample Sentences for Step 2
  • I want to thank all of you parents who have already turned in the money raised by your child.
  • First, I want to thank all of you who have already brought your items for the auction.
  • We truly appreciate all of your efforts during this campaign, and we're especially grateful to those of you who have already completed the tasks you volunteered to do.
  • Please accept our heartfelt thanks for the hours of work you have put into this project.
  • To those who have already made your pledge calls, thank you!
  • We are grateful to those of you who have already delivered your donated prizes or refreshments for the event.
  • I wish to congratulate all those who have already stuffed and sent all of their donation letters. Well done!
  • We want to sincerely thank all of you for your willingness to help us in this work.
Sample Phrases for Step 2
  • want to thank those of you
  • very much appreciate all those
  • grateful to those participants
  • thank those individuals who have
  • express our appreciation to the many
  • truly appreciate the efforts of those who have already
  • to those of you who have already
  • for those of you who
  • please accept our sincere appreciation
  • want to sincerely thank
  • wish to congratulate those people who have
  • wish to express our gratitude to those individuals
  • heartfelt thanks to the volunteers who have
  • truly grateful to all of you who
  • very appreciative of the hard work
  • thank all of you for your hard work
  • sincerely wish to thank all of those
  • appreciate all of the efforts

3 Mention again the benefits that will come from the fundraiser and from participating in the fundraising event.

Sample Sentences for Step 3
  • As you know, all of the money raised will go directly to help the children at the hospital who most need it.
  • One hundred percent of the proceeds will go to help build affordable housing for our deserving veterans.
  • The money you helped raise will be used to do important research to find effective treatments for the many maladies that still have no cure.
  • Remember, all those who have helped us so much in this campaign will receive a gift certificate for $30 to a local restaurant of their choice. It's our way of showing how much we appreciate all of your help.
  • Don't forget, we will be holding a recognition dinner for all of you wonderful volunteers who have helped so much to make this fundraiser a success.
  • But most important, of course, is the feeling you'll get knowing that you helped to give the gift of literacy to one of your faraway brothers or sisters.
  • By donating money to our local chapter of United Giving, we'll be helping to feed and clothe some of the county's most needy families.
  • And, to show you our appreciation, we're going to send you a pair of complimentary tickets to the first performance--yours, absolutely free!
Sample Phrases for Step 3
  • know that the money that we raise
  • will help so many people
  • bless the lives of the children
  • allow us to purchase the books
  • provide the opportunity for more than
  • can finish the important work
  • how good you'll feel to know that
  • know you played an important part
  • change the lives of the thousands of people that
  • help fight the debilitating disease
  • give much-needed aid to those
  • will send to you your free gift
  • send your complimentary tickets
  • receive your free newsletter
  • send your quarterly magazine
  • don't forget your free CD compliments of
  • remember to attend our recognition dinner
  • will be holding an appreciation banquet
  • made an important contribution
  • will change the world for

4 Again, thank readers for their willingness to participate in the fundraising campaign.

Sample Sentences for Step 4
  • Again, we are grateful to all of you for your efforts to make this endeavor a success.
  • Once again, we truly appreciate all of your hard work. Keep up the good work!
  • Thanks so much to all of you for your help--we couldn't have done this without you!
  • In closing, I just want to personally thank all of you for your assistance in this year's fundraising campaign. You're wonderful!
  • I've said it before and I'll say it again--we couldn't do this work without you!
  • We truly appreciate each one of you for your hard work. Thank you so much!
  • Thank you again for all you have done, and if you have any questions or if we can be of assistance in any way, just let us know.
  • We want you to know how much we truly appreciate your contribution.
Sample Phrases for Step 4
  • again, thank you for
  • very much appreciate
  • thank you for the part you have played
  • grateful for all of the help
  • appreciate your hard work
  • thank you for helping us to
  • very appreciative of the effort
  • want to reiterate our thanks
  • very grateful for your willingness to
  • couldn't do this work without you
  • again thank you for the wonderful
  • express our appreciation for the
  • play a very important part in
  • wouldn't be able to accomplish
  • hope you know how very much
  • want you to know how much
  • want to express our gratitude
  • take the opportunity to
  • very appreciative of the help that
  • truly grateful for all of work that
  • know that you make
  • without you we would never be able to
  • appreciative of the support

Recommended Articles