Welcome Those Who Will Participate In a Fundraising Event • Example Letters, Guides and Samples

Guides

In this letter, express your sincere appreciation to those who have volunteered to participate in the fundraising campaign. This letter can also include the bulk of the information telling donors about the fundraiser and the role they will play in the event.

How to write this fundraising letter:

  1. Thank those who have accepted the invitation to participate in the campaign.
  2. Reiterate the need for the money that is being raised through their efforts and the good that will come of it.
  3. Give more detailed instructions on what participants should do or important tips to remember as they are doing their fundraising.
  4. Refer to any items that were sent with the letter (brochures or order forms listing the fundraising items, the products to be sold for the fundraiser, envelopes or packets in which to collect the money, etc.).
  5. Repeat all important dates and deadlines.
  6. Once again, thank the person for his/her willingness to participate in the fundraiser.

Example Letter #1

Copied

Thank you very much for agreeing to participate in this year's campaign to raise funds for (Name of Organization). Your commitment is an encouragement to our mission and a real contribution in the fight against poverty and homelessness.

As we stated in our earlier call for participation, the purpose of this year's drive is to raise enough money to build a much-needed shelter and soup kitchen in the (Name of Neighborhood) neighborhood of our city. Your job is to increase the public visibility of our campaign by distributing the enclosed fundraising materials to your neighborhood restaurants, cafes, and stores. To optimize our exposure and effect, the materials should be distributed throughout the city at approximately the same time. If possible, therefore, please identify your best neighborhood locations and distribute the enclosed materials within the next few weeks.

We deeply appreciate your support of our cause and your role in this year's fundraising campaign.

Example Letter #2

Copied

Many thanks to all of you who have committed to making our community "Exercise for Life" drive a success.

As you know, the city will match the money we raise to build a Family Fitness Center, where all Springfield's citizens, regardless of income, can participate in both fun and serious fitness activities.

For those of you who will be walking or running in the race, the deadline for turning in your sponsorship money, if you would like to be entered for the prizes, is the day before the race, 6 p.m. on May 15. We will accept money right up to the day of the race, however, but please turn in your money on time. We want every one of you to have a chance to win big! Don't forget--you don't have to be the fastest to have the most fun!

As you solicit sponsorships, remember to follow the enclosed safety rules. Also, please use the sponsor forms provided and ask each sponsor to sign next to the amount they give. This is for your protection!

We look forward to seeing you on Saturday, May 16. Registration will open at 6:30 a.m. at Springfield Elementary School. The race will start at 7:30 a.m., with the shorter course event starting at 8:00 a.m.

Once again, thank you! This is a step in the right direction for Springfield.

Write Your Letter Step-by-Step

1 Thank those who have accepted the invitation to participate in the campaign.

Sample Sentences for Step 1
  • We want to sincerely thank you for your willingness to help us make this fundraiser a success.
  • I know, with your help, we will be able to make a great difference in our schools.
  • We're very happy you have decided to work with us to raise money for youth organizations in our community.
  • We would like to express our appreciation to all of you for your desire to aid us in this cause.
  • First, we want to tell all of our supporters that we are truly grateful for your help. We couldn't do it without you.
  • I just want to personally thank all of the many individuals who are sharing their time and talents to join us in this cause.
Sample Phrases for Step 1
  • grateful you have taken this opportunity
  • very happy that you will be
  • thankful for the support of those
  • want to express our sincere
  • know that the difference you will make
  • we need people like you
  • so glad you have decided
  • express our appreciation to those
  • say thank you to the many
  • tell all of our supporters that
  • express our gratitude to all of

2 Reiterate the need for the money that is being raised through their efforts and the good that will come of it.

Sample Sentences for Step 2
  • As you know, we plan to use the money raised to purchase materials and pay the labor to redo the roof of our local museum.
  • The fundraising donations will make it possible for us to purchase and send desperately needed books to schools in developing countries.
  • I know you are already aware of this, but I just want to reiterate the importance of what you are doing. The money you are helping us raise will be donated to our local children's hospital to help find cures for some of our most debilitating childhood diseases.
  • The money we raise will truly make a difference in the lives of the veterans who will be the deserving recipients.
  • The money raised from this special fundraising drive will be donated directly to the animal shelter to meet its urgent demand for increased funding.
  • So much good can come from the work you'll do, beyond meeting the immediate monetary needs of the Foundation.
  • The money raised during this annual fundraiser is what keeps our organization going--without it, and without the help of people like you, we would not be able to continue serving the great needs of the less fortunate in our community.
  • As we prepare for the upcoming fundraising auction, please remember that the funds we raise provide literally the only chance these children will have to gain the gift of an education.
Sample Phrases for Step 2
  • with the money that we plan to raise
  • just want to reiterate the importance of
  • will allow us to purchase
  • so much good can come from
  • fundraising donations will make it possible
  • fulfilling the dreams of so many
  • working to bring about
  • great cause that we are engaged in
  • makes it possible for us to
  • special donations to buy supplies for
  • make a difference in the lives of those
  • only chance that these children have to
  • money raised will be used to

3 Give more detailed instructions on what participants should do or important tips to remember as they are doing their fundraising.

Sample Sentences for Step 3
  • Remember, all donations should be collected no later than Friday, March 25.
  • If you have any questions, please don't hesitate to call Mary, our volunteer coordinator, at the number listed below.
  • Make sure to remember our coordination meeting for volunteers, every Wednesday evening until the night of the fundraiser.
  • Just as a reminder, all items collected for the dinner (decorations, food items, prizes, etc.) should be coordinated through John.
  • All flyers and advertisements for the charity ball will be available for pickup next Friday.
  • Just as a reminder, please no door-to-door solicitations.
  • As the day of the fundraiser gets closer, please remind the volunteers in your group to complete their final preparations.
  • Please have your donation letters ready and sent by next Friday at the latest.
  • All donated funds should be delivered by Wednesday, October 20, so that the necessary supplies can be purchased and shipped before the holiday season.
Sample Phrases for Step 3
  • please make sure that
  • all donations should be collected by
  • deliver the fundraising items
  • sale items will be shipped
  • ask friends and family
  • phone calls should be made
  • invitations need to be sent
  • prepare the tickets
  • flyers and advertisements will be ready
  • remind volunteers to
  • send out the
  • planning meetings are scheduled
  • no door-to-door solicitations should be
  • call the volunteer coordinator with questions
  • make sure to remember
  • all project coordinators should
  • all preparations should be

4 Refer to any items that were sent with the letter (brochures or order forms listing the fundraising items, the products to be sold for the fundraiser, envelopes or packets in which to collect the money, etc.).

Sample Sentences for Step 4
  • We have included in this packet 100 booklets, with corresponding order forms and envelopes.
  • By next week you will receive the free gifts that are to be sent to all those who make a contribution of $100 or more.
  • Please take a minute to review the items you've received and compare them with the inventory list. If anything appears to be missing, call and let us know ASAP.
  • Enclosed you will find our company envelopes and the letters and SASE to be stuffed and mailed to potential donors.
  • We have included the brochures telling about the fundraising dinner and the stamped envelopes, so please stuff them and send them to the individuals on your list by next Saturday.
  • You will find enclosed the names and phone numbers of the individuals we would like you to call during our telethon.
  • When you receive the order forms and catalogs next week, make sure that the names match those on the donor envelopes.
  • A box containing the products purchased by your donors will be sent as soon as all of the orders and corresponding funds are received.
Sample Phrases for Step 4
  • enclosed you will find
  • have included the
  • 50 order forms have been
  • have included the brochures
  • a box containing the products
  • please carefully review the
  • have enclosed the
  • enclosed the SASE and letters to be sent
  • packets for collecting the order forms and donations
  • will soon be sending
  • you will soon receive
  • by next week you will receive
  • take a moment to review
  • make sure that the inventory list
  • verify that all items have been included
  • a manila envelope containing
  • look over the fundraiser packets

5 Repeat all important dates and deadlines.

Sample Sentences for Step 5
  • Remember, the night of the dinner is next Friday, the 23rd, so mark your calendars if you haven't already and plan for a fun and meaningful night.
  • Keep in mind that all letters should be mailed by next Saturday.
  • The 5K run begins at 7 a.m., so any volunteers who can, please be there by 6:30 to help set up and make sure that everything is ready for the runners.
  • Just as a reminder, the day of the fundraiser is April 20, a month from tomorrow.
  • Items can be donated up until next Friday, so talk to your friends, neighbors, and family members, and find out if they would like to participate by donating to this worthy cause.
  • All those on the planning committee will be meeting every other Thursday at 10 a.m. until the day of the event.
  • Don't forget, we will be making the calls for the telethon the week of September 3.
  • We will only be meeting once before the fundraiser to plan everything, so please plan to attend on Wednesday, March 17, at 8 p.m.
Sample Phrases for Step 5
  • remember that the due date for
  • only three weeks left
  • day of the fundraiser will be
  • all details should be finalized by
  • tickets should be mailed by
  • by next Tuesday, the 29th
  • please have all donations returned by
  • the end of the month
  • evening of Saturday, June 23
  • morning of the run will be
  • all donations need to be received by
  • final preparations should be
  • phone calls should be made by
  • will verify that event details are finalized by
  • all letters should be mailed by
  • thank-you letters should be sent no later than
  • fundraiser will be the second Saturday in march
  • for the next two weeks
  • plan to meet every Saturday in October
  • schedule the final planning meeting for the

6 Once again, thank the person for his/her willingness to participate in the fundraiser.

Sample Sentences for Step 6
  • Again, we sincerely thank you for your desire to help us in this work.
  • I hope you know how very much we count on volunteers like you to make our program a success.
  • Thank you so much for helping with the fundraiser. I know it will be a great success.
  • We want to express our gratitude to each one of you for your help in bringing about this event.
  • You, and so many more like you, truly make a difference in the lives of the disadvantaged families in our area. We don't know what we'd do without you.
  • We truly appreciate your assistance in this fundraising auction. We know you will help to make it a great success.
  • I want to personally thank you for your continued support of our cause.
  • Thanks, especially, to those of you who are new to our organization. You help to keep our work alive.
Sample Phrases for Step 6
  • want to reiterate our thanks
  • very much appreciate
  • 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 pull this off
  • hope you know how very much
  • wish you to know that we really
  • 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 each one of you makes
  • without you we would never be able to
  • allow us to bring so much hope
  • appreciative of the support
  • looking forward to continued
  • recognize the important contribution
  • feel you have truly made a difference
  • wouldn't be the same without you
  • convey the appreciation
  • for you continued support of our
  • new members like you allow us

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