Solicitations

Solicitations — Comments Off on Thank You for Successful Campaign
01
Dec 10

Thank You for Successful Campaign





Guidelines : Thank You for Successful Campaign

Thank You for Successful Campaign

Guidelines and Alternate Phrases

  • Commend the organizations and/or individuals on their efforts, giving an overview of the success of the campaign.
  • We want to commend your efforts to….
  • You should be very proud. Together, you have just given more than $92,000 to….
  • You are a caring group. To date, your donations have just topped $92,000 to the….
  • Thanks to your efforts, the Natshu Foundation has just raised more than $92,000 to begin construction on….
  • You have responded in an overwhelming way. Thanks to your efforts, we now have the funds to….
  • You have been so generous with your time. During the past six weeks, you as members have contributed more than 1,600 hours on behalf of….
  • How can we express our appreciation for your efforts? In case you haven’t heard the final tally, you as a group have just contributed $92,000.
  • You have made a tremendous difference in our future here at the University. As a result of your generosity during this year’s annual fund drive, we have received more than $92,000 to fund our research, attract scholarship students, and….
  • You have shown your concern in a most tangible way. We have received $92,000 to date toward the restoration of the Nateson Building, and we are ready to begin work immediately.
  • Elaborate on specific benefits of the effort or on at least one future use of the donation.
  • Thank the reader for his or her support.
  • Thank you for your generosity of spirit and your contributions.
  • We appreciate your support of this worthwhile protect. Our community will be a better place because you gave.
  • We thank you sincerely for your gifts. The money has made possible so much more than what any one organization could do alone.
  • Your support has made the difference in several individuals’ futures.
  • Thank you for your sensitivity to a need and your generosity in meeting that need.
  • Thank you for caring and giving.
  • Your willingness to support these efforts will be long-remembered by the community.
  • On behalf of generations to come, I thank you for your help in seeing this project to fruition.
  • We appreciate your interest and your open hands. The generosity of people like you makes things happen.
  • Our community is a better place because you gave of your time and your love.
  • We appreciate your support in seeing this project to its ultimate goal–a new hope for the suffering.
  • Thank you for being a part of the good one community can do when its people pull together.
  • We’ve reached our common goal–better schools for a more educated workforce. We thank you for the role you played in this effort.
  • We appreciate your assuming responsibility for leadership and voluntary participation in this project. You and your colleagues have done something of which you can be very proud.
  • We commend you on the wisdom, foresight, and generosity your contribution represents.

Example 1: Thank you letter to donor

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Members,

Our fund-raising and tutoring efforts at Boys Country have been an overwhelming success. During the past four months, you have contributed $120,000 and donated more than 1,240 hours of volunteer time in helping the students master this semester’s studies.

With the $120,000, the 8,000 square-foot dormitory that houses from 22 to 26 boys can be renovated and expanded to include eight other badly needed bedrooms and a large recreational game room. The directors also plan to buy two personal computers for the boys’ use in their school work and as part of their own learning and entertainment.

We don’t have to tell you what the hours spent in personal tutoring meant to the boys’ attitudes about school work and to their own self-esteem. Ten of you spent two hours two evenings a week during the entire semester working one-on-one with these children. As a result, 12 of the 14 boys saw a drastic improvement in their grades. No less important than their academic achievement, their improved attitudes about themselves and their abilities can be attributed to knowing someone cares about them individually.

On behalf of Boys Country, thank you for expressing your concern for those less fortunate in such a memorable way. Your efforts will bear results in the lives of these boys for years to come. We hope that brings you great personal satisfaction.

Sincerely,

Example 2: Congratulation letter for campaign

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Ms. Charbonnet:

We just wanted to commend you on the excellent work you have done in our recent campaign for our new edition of the HiTower Graphic package.

Your hard work, your enthusiasm, and your perceptive analysis of every problem area as we worked to bring this project to completion helped to make this campaign such a tremendous success.

Thank you for everything that you have given to this campaign, and this company.

Yours Truly,

Example 3: Thank you letter for successful campaign of fund raising

Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip

Dear Christopher:

We are indebted to you for the remarkable job that you have done with the Conrad Campaign. Your organization of the information and materials from all of the involved departments, and your impressive presentation of the suggested plan of action were instrumental to the acceptance of our proposals.

You should be proud of your accomplishments—we certainly are. Congratulations!

Regards,

Solicitations — Comments Off on Responding Positively
01
Dec 10

Responding Positively







Guidelines : Responding Positively

Responding Positively to Solicitations

Guidelines and Alternate Phrases

  • Express interest in and appreciation for the organization and the cause.
  • Through the years, we have encountered many success stories from those you’ve helped to find life-changing skills.
  • The name of your organization is certainly on the lips of anyone who has followed the plight of the homeless in our community.
  • Because of agency efforts like yours, we as citizens can be proud of our community.
  • You’ve done an admirable job through the years of providing relief for local disaster victims.
  • Morris Chapman, one of our employees, speaks very highly of your efforts toward the prevention of drug abuse. Upon his suggestion, we are enclosing….
  • We are pleased to know your organization is directing its attention toward the need for better mental health care in our community.
  • Thank you for contacting us about the opportunity to help in the restoration of such a rich cultural site as the Nateson Building.
  • We appreciate the attention your organization is focusing on literacy. The plans you describe in your letter will be a welcome relief to many who have difficulty functioning in our complex world.
  • We appreciate the fine work you’ve been doing in our community–for the friends and families of our employees and our corporate neighbors.
  • Your cause is a worthy one that deserves attention from all corporations interested in an educated workforce for the future.
  • State what amount you are pledging or forwarding. If you’re contributing time, be specific about the hours you can volunteer on what days of the week or month.
  • We are enclosing our check for $500 in support of your cause.
  • We are pleased to present to you our $1,000 check for underwriting your efforts with the hospices in the region.
  • Our check for $1,000 will, we hope, help you in supplying the necessary medical equipment.
  • We hope you can use our contribution of $1,000 (enclosed) to alleviate the suffering of some individual with this dread disease.
  • We are pledging our donation of $1,000 to fund the restoration project.
  • For your expansion plans, you can count on our support in the amount of $1,000. We’ve gladly signed the enclosed pledge card.
  • I will be happy to donate a half-day (four or five hours) on the third Saturday of each month.
  • I can volunteer to work the hotline in the early morning hours any time between 5:00 a.m. and 7:00 a.m. Tuesdays.
  • I will be happy to help serve on the project committee with the duties you outlined in your letter.
  • Distinguish between a personal contribution and a corporate one.
  • Although my company cannot contribute at this time, please accept my personal check for $50.
  • My organization is pleased to enclose a check for $500 toward your worthy efforts.
  • On behalf of our organization, I am enclosing our corporate check for $375.
  • Wish the organization success with the campaign for funds or volunteers.
  • We wish you every success in meeting your goal of $1 million.
  • We commend your efforts and wish you success in raising the funds.
  • We appreciate your organization and the fine work you as staff do there. God grant you success in this most recent effort.
  • Thank you for your commitment to eradicate drugs from our schools.
  • Thank you for caring about the plight of our homeless citizens. We wish you success.
  • We wish you success in getting the dollars and donated time you need to carry on this important work.
  • Your efforts deserve our support–both monetary and otherwise. Thank you for your successes.
  • We appreciate your work toward this goal. May you be successful in all you attempt for this worthwhile cause.
  • For all your efforts on behalf of the homeless, we thank you. We wish you success in this current fund-raising project.
  • We have every confidence you’ll meet your goals.
  • We wish you every success in these efforts.
  • Thank you for your commitment to this project; I wish you success.

Example 1: Reply positively to solicitations request

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Johnson:

Your efforts to raise scholarship funds to help young people interested in the social sciences reflect a growing awareness that not all the world’s problems can be solved through scientific or mathematical formulas.

We are happy to enclose our check for $2,000 to the scholarship fund. Thank you for giving us the opportunity to contribute to this educational effort and the long-term mental and spiritual health of our community. We commend your foresightedness and work.

Sincerely,

Example 2: Accept letter for donation,

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Sanders:

We are very pleased about your establishing the Echert Scholarship Fund. Such an effort accomplishes two wonderful purposes: a memorial to a marvelous civic leader and a method to contribute to the education of deserving students.

Our company check for $1,000 and my personal check for $50 are enclosed. We sincerely thank you for the opportunity to contribute to someone’s life in this way.

Best wishes in building the program and providing greater resources for future years.

Cordially,

Example 3: Accept request for donation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Alvarez:

You should be very proud of the tremendous work you do for the people of Chicago. Young Minds Literary Program is one of the most innovative literacy projects in the country today.

To show our support, 16 of our partners and associates have each agreed to spend ten hours volunteering to help train youth tutors at Chicago Public Library on weekends. We have enclosed a list of names, phone numbers, and dates of the volunteers available.

We wish you the very best in expanding your adult literacy program and your English language classes. Young Minds fills a great need in our community using one of our greatest resources—our young people.

Sincerely,

Example 4: Positive response to fund request

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Cappelli:

We were pleased to receive your letter detailing the efforts of the Clean Break Foundation to fight drug addiction. We agree that one of the best ways to keep people off drugs is to give them other viable options. Your job training and placement program is accomplishing just that. And your ultimate goal to have participants run a cleaning business shows a real commitment to making your program an asset to the community.

It is our pleasure to support the Foundation with the enclosed check for $2,500. We hope this will help get your project off the ground and move you toward self-sufficiency.

We admire your dedication and energetic efforts you have displayed to the Clean Break Foundation. You have an excellent plan, and we are confident you will meet your goals.

Sincerely,

Example 5: Solicitations letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Marsh:

We commend Wakefield Little League Association for providing the city’s youth summer recreation for so many years. Learning to be a part of a team is an important part of growing up. In fact, several of our employees learned that lesson as members of a Wakefield baseball or softball team when they were youngsters.

Marion Technology would be proud to sponsor two teams, one under-15 hardball and one under-15 softball, for the upcoming season. Enclosed is a check for $500 to cover the costs for both teams.

Thank you for teaching our children the joys of learning good sportsmanship. We look forward to rooting for Marion Technology’s teams this summer.

Sincerely,

Solicitations — Comments Off on Responding Negatively
01
Dec 10

Responding Negatively







Guidelines : Responding Negatively

Responding Negatively to Solicitations

Guidelines and Alternate Phrases

  • Begin with a neutral opening, stating you have considered the request.
  • We have received your letter about support for the local YMCA summer program.
  • Thank you for writing us to present your fund-raising goals for the rebuilding of Hague Street.
  • Thank you for letting us know of your needs for funding further research.
  • We thank you for writing us about the opportunity to contribute to the Maxim Foundation for Social Research.
  • The project for restoring Milton Square to attract tourists has interesting possibilities.
  • We admire your dedication and tenacity in your ongoing efforts on behalf of the local Heart Fund.
  • Agree on the worthwhile efforts of the organization making the request, if possible.
  • The museum project you contacted us about sounds wonderfully educational.
  • The work you are doing with the Boy Scouts sounds both fascinating and educational.
  • We have received your letter about expansion at the children’s home; your plans sound exciting and will obviously afford the needed room to house more abuse victims.
  • We hear from time to time about the successes you are having in your counseling centers.
  • We agree these people are very deserving.
  • We are happy to learn your organization has taken on the responsibility to see something is done about these community problems.
  • Your efforts with these deserving groups should be appreciated by all of us who want our children to grow up in a safe, healthy community.
  • Begin with your reason, and then state your decision not to contribute on this occasion.
  • We have asked our committee to review all the requests we have received from excellent organizations such as yours, and the members have chosen to support those they feel most worthy. We regret we have contributed our available funds elsewhere this year.
  • As you are probably aware, so many fine organizations such as yours come to us for financial help each year, and we find great difficulty in deciding which causes are most deserving. This year we have allocated most of our funds to the three local drug-rehabilitation facilities.
  • Because we’ve already overextended our budget for charitable causes this year, we simply cannot help you out this time.
  • We’ve found our own funds for worthwhile causes such as yours have had to be directed to helping some of our own employee families through this difficult economic time.
  • As you can probably imagine, we receive hundreds of requests for funds each year, and, as much as we’d like to, we simply cannot respond to all of them.
  • Our committee for earmarking our charitable contributions has directed our funds toward different organizations this year.
  • Our policy is to contribute five percent of our profits to charitable contributions, and we already reached that point earlier in our fiscal year.
  • We don’t mean to offend you and your noble intentions, but our organization simply does not agree with the tenets of your organization and its programs.
  • We wish we could feel more positively toward your fund-raising efforts, but I’m afraid we disagree with the organization’s philosophies and basic interests. Therefore, we must decline to underwrite this current effort.
  • In our organization we have a policy to match every employee’s personal donation with one of our own to the same organization. Therefore, the list of those who receive our contributions is determined by the wishes of our employees individually in their personal giving.
  • We wish we could contribute to your cause, but we simply don’t have funds available this year to do so.
  • Express your good wishes for the organization and the successful fund-raising/volunteer campaign if you agree with the cause.
  • We wish you the best in your efforts.
  • We hope you meet your goal; your cause is entirely worthwhile.
  • You have our best wishes for raising the funds to meet this literacy need.
  • We wish you success in soliciting the volunteers who can help you meet this great need.
  • We appreciate all you’re doing on behalf of the community, and we wish you success in this most recent undertaking.
  • Your organization meets a great need in the community; we wish you success in your fund-raising efforts.
  • Your organization can make a big difference in the lives of the needy; we wish you success in this effort.
  • You have our thoughts and prayers in your efforts.
  • Your plan sounds feasible and sound. We wish you success with it.
  • Yours is an excellent organization, and we wish you every success.
  • Thank you for contacting us about this opportunity; we hope to help you out at a later time.
  • We wish you the best in your fund-raising efforts. Yours is a worthy project.
  • We know many benefit from your services each year; we hope you’ll continue to be able to keep up the excellent work.
  • Thank you for spending such time and effort in improving the community. We wish you success.
  • Without organizations such as yours, our community would not be the nice place to live that it is. We hope you will have every success in meeting your service objectives this year.

Example 1: Reply negatively to solicitations request

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Cantelloni:

We have received your letter about the scholarship funds now being established at ACL University. With the high cost of education nowadays, such scholarships can really make a difference in a young person’s direction and later contribution to society.

As you may know, our organization established a committee several years ago to consider and evaluate each request we receive for donations and personal involvement. Our policy is to contribute three percent of our gross sales each year to charitable causes such as yours. This year the committee has decided to contribute our funds to other organizations and their programs. We certainly wish we had unlimited funds to donate to the many needs we see around us, but just like the family budget, ours has its limitations also. Perhaps in other years we can be more positive in our response.

Thank you for letting us know of your efforts toward the scholarship funds, and we wish you every success in meeting your goal to help deserving students further their studies. Education truly demands our attention in corporate America.

Sincerely,

Example 2: Refuse letter for donation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Coats:

Thank you for contacting us about your efforts in establishing halfway houses for abused spouses and their children.

With all of the requests for donations, some time ago we established a comittee to consider all corporate giving and to administer our approved budget for charity. The committee members have reviewed our corporate charitable decisions for the year and find it will be impossible to contribute to your organization at this time.

We want you to know, however, we think you are doing very commendable work in the community. We often feel frustrated by the impossibility we face here in not being able to contribute to every worthwhile opportunity, such as the one you are chairing. We wish we could have had a more positive answer for you.

On behalf of the community as a whole, thank you for the help you are giving these abused families.

Sincerely,

Example 3: Decline request for donation

Company Name or Letterhead
Address
City, State Zip

Date

AddresseeAddress
City, State Zip

Dear Mr. Ivee:

Thank you for notifying us about the good work the Virginia Children’s Fund and Camp Blue Sky do on behalf of diabetic children. You certainly seem to be filling an important need within communities across the state. We know how important it is for diabetic children to become comfortable with managing their health and to feel like normal kids at the same time.

We spend four percent of our revenues each year on charitable donations. According to a policy we instituted three years ago, we distribute the money set aside for charities to the same four organizations in Richmond each year. With our commitment of long term support, those organizations have the benefit of being able to make long-term plans. It also helps us avoid agonizing decisions about who to select from the many worthwhile organizations that request our support. Because of this policy, we regret we will not be able to contribute to your worthy cause.

We thank you for introducing us to your efforts to aid diabetic children. We wish you the best of luck in achieving your ambitious goals.

Sincerely,

Example 4: Negative response to fund request

Company Name or Letterhead
Address
City, State Zip

Date

AddresseeAddress
City, State Zip

Dear Mrs. Lauder:

We appreciate your letter about the efforts of the Concord Art in Public Spaces Foundation. Your interactive sculpture across the street from our office has been a delight to our employees since it was erected. I was pleased to read that you are also planning to place several sculptures in Hyde Park City Gardens.

We usually make our decisions regarding charitable donations for the year by the beginning of March. While we would like to support the Foundation’s contributions to the community, our funds have already been allocated to other charitable organizations.

We would be happy to consider supporting you next year if you could contact us toward the beginning of the year. Until then, we will be watching the City Gardens area for more public art. Thank you for all you do to bring art into our everyday lives.

Sincerely,

Example 5: Responding Negatively

Company Name or Letterhead
Address
City, State Zip

Date

AddresseeAddress
City, State Zip

Dear Ms. Gardner:

We received your letter regarding the wonderful projects the Community Health Initiative has planned for next year. In particular, the plan to build a free clinic on the west side of the city is long overdue. The unavailability of affordable health care in that area in the past has been a detriment to many low-income residents.

We have read recent newspaper coverage about recent troubles your organization is experiencing with excessive spending on administrative procedures and unaccounted funds. Donating our limited charitable funds to local organizations is the primary way we as a corporation help the community. I am sure you understand we are extremely careful about the organizations we select. Until we can be certain your current problems are resolved, we are afraid we cannot make any contributions to the Community Health Initiative.

Nonetheless, we applaud your plans to improve medical care for residents on the city’s west side, and wish you every success.

Sincerely,

Solicitations — Comments Off on Making
01
Dec 10

Making











Guidelines : Making

Making Solicitations

Guidelines and Alternate Phrases

  • Use an attention-getting opening appropriate to your cause. Don’t make this a “routine,” business-as-usual memo.
  • Would you help us improve our schools so your children get the education they will need to make their way in the world?
  • Does it disturb you that…?
  • Are you one of the group who thinks somebody ought to do something about…?
  • These statistics don’t lie:…
  • Within the next two months you will be hearing an announcement that…. And here’s what you can do to help:….
  • Elaborate on your organization and be specific about what you want from the reader.
  • We need your contribution immediately.
  • We ask you appoint two volunteers from your organization to join our committee….
  • We want to add your company’s name to our list of contributors of $1,000, a list that will be going out with our letter to ask for….
  • Can you send us something, anything, today–$100? $25? $10?
  • Point out either personal or corporate benefits from involvement if they are not apparent.
  • Today’s students adequately trained become your future employees.
  • Our children deserve to live in a community that protects their rights to participate in sports events and other extracurricular activities in order to learn the basic skills of life.
  • We think such a contribution will enrich your own life. In buying food for at least one child for a month, you perhaps will be better able to instill in your own children gratitude for what parents such as yourself routinely provide for their loved ones.
  • Support your request with testimonials from prominent people who have endorsed your cause or even with comments from the “average” recipient of the money or services you’re soliciting. In other words, make the reader hear firsthand the good that can come from the donation.
  • Our cause is a worthy one, as any of the people in our shelters will share. One 22-year-old woman commented to us recently, “….”
  • Many of our finest citizens have been personally involved, from our mayor to the president of our local chapter of….
  • If these victims could talk with you one-on-one, they would share what a critical difference this mission made in their turnaround….
  • Bob Jones and Art Wilde have asked me to express their personal appreciation for your help in this way.
  • A recent unwed mother who stayed with us until after the birth of her baby had this to say about what the center meant in her life….
  • Mention your hopes for a specific amount (of money or time) from each contributor if you have a certain goal and are trying to raise the money from a limited number of large corporations or wealthy individuals. When that’s not the case, let the reader know that any amount or donated time will be welcome.
  • We want to limit our sponsorship to about 20 corporations. If you would like to be one of these 20, we need $10,000 toward the construction of….
  • With our membership of more than 12,000 individuals, if we receive just $10 from each member, we could meet our goal to….
  • Someone has suggested we should make this effort an entirely local one–something “we as a community do for our own.” To make that a reality, we’ll need approximately $1,000 from each organization.
  • With our active membership, we could provide 24-hour coverage of the hotlines if each individual could contribute four hours per month.
  • We will appreciate any amount you can contribute and can assure you of its wise use.
  • We hope you can contribute $100 to our cause. If not, we welcome any amount you feel you can afford.
  • Any size gift is appropriate–$5, $10, $25. Simply do what you can to help.
  • Express appreciation for the contribution in a summary statement of the benefit.
  • Thank you for helping with this important research.
  • We appreciate your considering our request for help in providing shelter for these homeless victims of abuse.
  • Thank you for your foresightedness in contributing to this project, one that will put us on the tourists’ agenda for future vacations.
  • We appreciate your sensitivity in contributing to this seldom-mentioned, behind-the-scenes effort in our community.
  • How can we thank you for your help? We hope your own satisfaction will come in knowing that you’ve fed and clothed a hungry, cold child today.
  • On behalf of those your money will help, we appreciate your caring concern.
  • Your contribution will make a lasting difference in educating our young people here in Britely. We thank you on their behalf.
  • Your money–and, most of all, your time–are a constant reminder that there are those who care.
  • The citizens of Dunsburg will enjoy and appreciate your contribution for years to come.
  • Your money can save a life.
  • Your help with these data may be just the impetus our institution and our governmental agencies need to take action.
  • My heartfelt thanks for your support.
  • We will appreciate whatever you can give to help these mentally handicapped people lead self-supporting lives.
  • Thank you for your help in this way. Without your contributions, many abused teenagers would be on the streets tonight.
  • Please accept my personal gratitude for a generous gift toward the day we will conquer this dreaded disease.

Example 1: Sample letters for making solicitations

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Human Resource Director:

We at Samson University are evaluating our programs to determine if we are providing the skills needed by the workforce in your industry. The results of this important study can help you with training, retraining, and other organizational development tasks. Additionally, knowing more about your specific needs will enable us to:

• Minimize your initial training costs for new employees
• Reduce your upgrading and retraining costs
• Tain a ready pool of individuals within your specific hiring area

We are requesting a list of all the job titles and job descriptions for your company’s workforce. The data will be analyzed to determine if our training programs are providing the skills needed for the positions listed in our immediate community. The information collected will be kept strictly confidential and will be used for educational research purposes only.

Your providing us with these research data can mean significant dollar savings to you over the years in helping us train now the individuals you will hire tomorrow.

Sincerely,

Example 2: Request for solicitations

Memorandum

TO:

FROM:

DATE:

SUBJECT: Flower Fund

If you’re reading this, you’re not laid up in the hospital and next in line to receive a nice fragrant bouquet of flowers to say you’re missed while away.

But just in case–the flower fund needs to be replenished. All contributions are voluntary, of course; but if you wish to donate, contact Sandy Sherron, who holds the money bag. Two dollars per person should hold us in the black for a while longer.

As a reminder, let me again mention departmental policy is to send flowers to an employee or his/her spouse when confinement exceeds four days. Also, a memorial gift or flowers are sent to the family in the event of the death of an employee or a member of his immediate family.

Come on, gang, let’s chip in to be that “extended family” that means so much in time of sickness or death.

Example 3: Making

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Keystone:

As you know, in July Houston will host the 16th Annual Economic Summit to be attended by the leaders of the world’s seven leading industrial democracies. With the changes that are sweeping the world today, the importance of the Summit cannot be overstated. We are writing to ask your company join with others in the corporate community in contributing toward the success of this momentous event.

At the Summit, President Bush will welcome to Houston the leaders of the democratic world: Margaret Thatcher (United Kingdom), François Mitterand (France), Helmut Kohl (West Germany), Brian Mulroney (Canada), Toshiki Katfu (Japan), Giulio Andreotti (Italy), and Jacques Delors (Commission of European Communities). These leaders will discuss and take action on critical global economic and security issues. Thousands of foreign diplomats and journalists will also be here, and the world’s attention will be sharply focused on our city.

The Houston Economic Summit Host Committee has been formed to help prepare for the Summit and to ensure we take full advantage of Houston’s time in the international spotlight. Civic, social, and entertainment events are being planned for Summit participants and a number of companies have already stepped forward with financial support for these important activities.

A total of $2.5 to $3 million will be needed to underwrite Houston’s Summit role. To date $1.2 million has been pledged or already paid by Houston companies, including Exxon, Shell, and Conoco, which have each committed $250,000. In addition, $150,000 each has been pledged or already paid by Pennzoil, Tenneco, and Enron. We hope that Booher Consultants will join with these other corporate leaders by pledging $10,000.

All contributions and donations to the Houston Economic Summit Host Committee may be deductible under the Internal Revenue Code to the extent allowed by law as an ordinary and necessary expense of conducting a trade or business. However, such contributions and donations are not deductible as a charitable contribution. The Houston Economic Summit Host Committee has been determined to be exempt from federal income tax under section 501(c)(6) of the Internal Revenue Code. Please consult your tax advisor regarding the deductions, if any, allowable under the law in connection with your contributions and donations.

This is a once-in-a-generation opportunity for Houston to shine in the eyes of the world’s most powerful leaders and the international media. We hope you will be able to participate, and we very much appreciate your consideration of this request.

Sincerely,

Kenneth L. Lay

George W. Strake, Jr.

Reprinted with permission by courtesy of Houston Host Committee, Economic Summit of Industrialized Nations.

Example 4: Letter to participation

Memorandum

TO:

FROM:

DATE:

SUBJECT: AVA Symposium Participation

The fall 19– symposium of the AVA has been scheduled for September 23 and 24 in Kansas City. With great anticipation, I’d like to ask you to be a part of that symposium by presenting a 45-minute talk on product packaging. If you agree to participate, I’ll be forwarding a complete program of topics and times in a few weeks.

With your expertise developed over the past 10 years, we feel you’re well qualified to speak on the subject, and we more than ever need to hear what you have to offer us in the way of packaging guidelines. Additionally, I might add this forum is an excellent one to promote your division’s views on all our products and packaging. We expect approximately 50 representatives companywide.

Other speakers include T. A. Smith, Y. E. Yates, J. H. Hilton, and M. K. Chu. Topics have not yet been narrowed down clearly; however, all will revolve around the theme of targeting the proper market. Of course, AVA will cover your expenses; they will not be billed back to your own department.

I look forward to your answer as soon as possible.

Example 5: Making a donation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Friend:

AIDS continues to ravage many of our citizens and touch all our lives in significant ways. In our city alone, someone is diagnosed with AIDS about every 10 hours; someone in the city dies from the disease every 14 hours. These statistics shock us. But do they shock us into caring? Into easing the burden for those suffering and for their families?

AIDS Foundation, Inc., continues to make education and social services its priority. Informed citizens run less risk of contracting the disease. That’s why Mayor Wright and city council representatives Cecil Seaman and Greg Barber have given of their personal time in this volunteer educational effort.

We are asking you volunteer a day or a week of your time to hand out brochures to schools, churches, clinics, and other community groups. We also need volunteers to speak on a variety of civic occasions about the disease and its prevention. Our hotline, which responds to more than 3,000 inquiries every month, needs volunteer coverage. Volunteers also help victims and their families get Social Security benefits and avail themselves of the temporary shelters and food pantries stocked by other concerned citizens.

To keep this ray of sunshine in a dark, diseased corner of the world, we need people like you who care. With your help, there is more hope than ever before. Please call 304-889-7632 to volunteer your time–a few hours a week or a day or two a month. You personally can make a difference in an individual’s life.

If you can’t volunteer your time, would you consider making a donation so we can hire the help we need? Any amount ($500, $100, $50, $25) will be welcome. (You may use the enclosed envelope.)

Sincerely,

Example 6: Fundraising letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Departmental Publication

Have you ever wondered what supervisors Jack Bright and Sarah Gomez do in their spare time? You might be surprised to find out while reading a new monthly departmental newsletter, Tales-N-Techniques, to make its first appearance in June.

Tales-N-Techniques is designed to keep employees informed about departmental issues as well as each other. In the “techniques” section of the newsletter, we hope to discuss current technical problems and offer suggestions for their solution. In the “tales” section, we’d like to feature various employees who are involved in volunteer civic activities.

Here’s how you can help: When you stumble onto a problem and work out a solution with the new equipment or discover a new application that has significance for the department as a whole, let us know. Also, keep your ears open for tales of employees in this or other locations who are involved in volunteer programs like Big Brothers/Big Sisters or Meals on Wheels. Please forward these feature tips on techniques or people to our new editor, Larry Sanders, at extension 4670.

This is your newsletter; we want it to serve your interests. Help us help you stay informed, solve problems, and get to know the person at the next desk.

And stay tuned for the latest developments on Jack and Sarah….

Example 7: Letter of solicitations

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Friend:

Truly exciting things are happening on this campus:

• Establishment of a $1 million endowment for BCU student career testing and educational loans
• Development of a master plan for the campus
• BCU’s first Celebrity Golf Tournament
• Top rating of BCU’s baseball team
• Record enrollment for our spring semester

We invite you to help make possible yet another exciting event: meeting our annual gifts goal for the 10th consecutive year! We have received $2,500,000 toward our goal of $3,500,000 for the fiscal year ending May 31.

Your gift–any gift of $15, $40, $100, $500 or more–will be so very helpful; it will be an investment in the lives of today’s BCU students and tomorrow’s work force.

Please accept our gratitude in advance for your generosity.

Sincerely,

Example 8: Solicitations letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Chamber of Commerce Member:

How would you like to take three of your favorite friends, business associates, and employees to see Mike Scott and the Houston Astros five times next season? Suppose you love the idea but would prefer going to five Houston Oilers games instead?

Suppose we threw in a fabulous dinner for you and your guests either before or after the game? Suppose you and your guests got to meet, obtain autographs of, and have pictures taken with your favorite Astros and Oilers? Suppose the entire program was a business deduction?

Suppose you could enjoy all of the above and, also, strike a blow against our nation’s number one genetic killer of children and young adults–cystic fibrosis?

Well, “Have we got a deal for you!” We at the 65 Roses Sports Club, in conjunction with the Houston Astros and Houston Oilers, are very pleased to offer you this wonderful, unique, and somewhat priceless opportunity. For a contribution of $1,200 you will receive either an Astros or Oilers package.

More importantly, you will take pride and pleasure in the fact that you are an active member of the nation’s most successful nonprofit sports-related activity, the 65 Roses Sports Club, benefitting the Cystic Fibrosis Foundation.

Each 65 Roses Sports Club membership is limited to 65 members and will sell out quickly. Memberships will be sold on a first-come, first-served basis. To reserve your membership, call the 65 Roses Sports Club at 731-523-9044.

Sincerely,

Reprinted with permission by courtesy of the Cystic Fibrosis Foundation.

Example 9: Solicitations letters to donor

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

To All Faxton Employees:

Through the United Fund campaign you and I have the opportunity to voluntarily support over 160 human-care services that help to make our city and county a better place to live.

The United Fund activity most familiar to us is the annual campaign, but it is important to realize the United Fund does far more than just raise money. Through volunteer efforts from your fellow citizens, the United Fund ensures services and funds are adequately administered and your contribution goes as far as possible.

The importance of the United Fund in our community hasn’t lessened. People still need emergency aid in time of crisis and support throughout ongoing hardship and handicaps. No matter how much government does, there still is and always will be the need for voluntary contributions. The United Fund is one of the best ways I know to ensure the volunteer voice is strong.

The amount you give and how you give is a personal matter–something only you can decide. For your convenience our company provides a payroll-deduction option each pay period.

Giving to the United Fund is a community responsibility in which all of us with jobs should share. I want personally to encourage and thank you for your decision to support this effort in the most generous way possible.

Sincerely,

Solicitations — Comments Off on Honorary Use of Name
01
Dec 10

Honorary Use of Name














Guidelines : Requesting

Requesting Honorary Use of Name, Testimonial, or Chair Position

Guidelines and Alternate Phrases

  • Give all pertinent background information about your cause or group if it is not well known.
  • State clearly what will be involved in the use of the name, and assure the reader no personal effort will be expected.
  • We can assure you your name will be more than adequate to support our effort, and, of course, we expect nothing further than your reputation.
  • There’ll be no meetings, phone calls, or dollars requested from you. Your best wishes and name will add all the prestige necessary to make our project a total success.
  • Be persuasive about why the reader should lend his or her name to the cause.
  • Make it easy for the reader to reply positively.
  • Simply sign the enclosed letter granting us permission to use your name in the way we’ve outlined.
  • We’ll be eager to receive your phone call (345-8233) permitting us to name you as our honorary leader.
  • Would you write us with your “yes” so we can go to work making Dallas a better place to live and do business?

Example 1: Solicitations letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Lomax:

As chairman of the St. Agnes Foundation, I am writing to ask your help. A friend has suggested you might be willing to let us use your name as honorary chairman of our upcoming fund drive.

Our foundation, a Texas nonprofit corporation, was founded in April 19–, for the advancement of health care in Dallas. Since its beginning, the foundation has become one of Dallas’ most respected charitable organizations.

In order to maintain this status, we must continue to ask individuals like you for help. Your name will lend us the influence and prestige we need to call once again on corporations for their help in maintaining adequate health-care service in the central city area.

We sincerely hope you will honor us and your friends by granting this request. The extent of your involvement will simply be your name on printed letters of fund solicitation. I’ve enclosed drafts of three letters we plan to use in our efforts.

Leo Harseton will phone you in a few days to see if you can help us out in this way. Thank you for your consideration.

Cordially,

Example 2: Honorary position letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Grafton:

Do you belong to a college or university advisory board? A mutual friend of ours, Hugh Shaffer, recommended I extend an invitation to you to join our Harris College advisory board in an honorary capacity. Perhaps you know of some others in Colorado who have agreed to serve–Dr. Carolyn Fullerton, Mr. Matt Johnson, and Dr. Bruce Wellenberg.

Until recently our advisory board has been small, but if we are going to continue to grow, we need to add people of your stature to help us.

I’m sure by now you are wondering what will be expected of you. I want to assure you that as an advisory board member you will be required to give very little of your time. All of our board business will be conducted by mail, unless you want to attend some of the college’s functions. About every three or four months I will write you and your fellow board members with a couple of questions about various issues here at the college. We will be most grateful if you can either write or phone us with your opinions.

Also from time to time, we will be sending out brochures about the college and would like to be able to list your name as a member of our advisory board. If we have your permission to do that, would you please let me know by signing the attached form?

Should there be any specific questions I can answer about our success record, expansion plans, or anything at all, feel free to call on me. Your name would greatly benefit our efforts to educate tomorrow’s workforce.

Sincerely,

Example 3: Requesting

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Meadows:

Together with my co-chairman, Mayor Henike, I would like to invite you to join an honorary committee being formed to assist the Governor’s Club of San Diego in the celebration of its 30th anniversary.

Founded in 1958 to advance the economic, civic, and social well-being of the people of San Diego, the Governor’s Club has been closely identified through the years with the city’s successes in these areas. We want to make the 30th anniversary a memorable tribute to San Diego and to those who have served our city with devotion and zeal.

The celebration will be held on Thursday evening, March 4, in the Grand Ballroom of the Hilton. On this occasion, the Governor’s Club will pay special tribute to a selected group of Californians and the institutions and achievements they represent.

Proceeds will benefit the Governor’s Club of San Diego to strengthen their efforts to secure permanent good government for the city and for the state.

Would you please write or phone us (123-456-7899) with your answer? I assure you no obligations of your time or money will be involved. The mayor and I hope you will join our honorary committee because your name will ensure the success of our anniversary tribute.

Sincerely,

Example 4: Requesting

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Davenport:

I am writing to ask you to do something that will require very little time and no money on your part, but will pay big dividends in the lives of young cancer patients here at St. Agnes Children’s Research Hospital. Would you allow us to use your name as the honorary chairman of our fund-raising drive for cancer research?

When I first opened this hospital in 1955, the survival rate for our children was 6 percent. Today, we save more than 60 percent, and many are completely recovering from diseases once thought incurable. Still, we can’t accept losing 40 percent of our children. You may have recently seen the KHRV cable TV program about the Stringer family. Last October, they lost their four-year-old girl to leukemia. Now, their 18-month-old son has been diagnosed with the same disease. At St. Agnes, these children and others get the best possible care while they’re fighting for their lives. Our doctors become more optimistic with each advance in our knowledge about the diseases.

On the average, the first year for a child’s treatment costs about $35,000. Each year after that costs about $20,000. Our fund-raising effort to the general public will help us defray the high costs no family alone can bear. Our research costs, of course, are ongoing.

Specifically for this campaign, we’d like to use your photo and name as honorary chairman for our fund-raiser on the appeal letter (enclosed for your review). Someone of your community stature will certainly lend the necessary credibility for our efforts. That’s the entirety of your involvement.

Please write or phone us (320-499-5789) with your answer. Your support can literally make the difference between life and death for someone’s precious child.

Sincerely,

Guidelines : Accepting Request

Accepting Requests for Honorary Use of Name, Testimonial, or Chair Position

Guidelines and Alternate Phrases

Accept the invitation graciously.

  • I am delighted you have asked me to serve.
  • I sincerely appreciate the confidence you’ve shown in choosing me for this honorary position.
  • I am always pleased to help out the community in small ways such as lending my name to an excellent cause.
  • Thank you for expressing such trust in my endorsement of your cause. I’m very pleased to accept your invitation.
  • Verify that your personal involvement is unnecessary.
  • I understand no time or travel on my part will be involved.
  • Because my schedule is already so full, I’m counting on your assurance no time will be required of me in this effort.
  • As I understand from your letter, no personal appearances or telephone meetings will be expected of me. It all sounds easy enough to me; the real contribution to the community will be made by you and your staff. On their behalf, I thank you.
  • State any personal or business goals you may have in the outcome of the organization’s efforts.
  • Yours is a worthwhile, respected organization, and I’m proud to be associated in this small way.
  • Our company has reaped tremendous rewards because of your past help to our employees. We know our people can continue to look forward to improved schools in their neighborhoods because of your efforts in fighting drug abuse.
  • Wish the organization success in its efforts.
  • I wish you great success.
  • Best wishes to you in this effort.
  • Your organization deserves all the help that may come its way during the days ahead.
  • We hope your fund-raising effort is hugely successful.

Example 1: Sample letter of acceptance for honorary position

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Howard:

Thank you for the invitation to become the honorary chairman of the CISC. Also, I appreciate the invitation to join you and Bill Jamieson for lunch.

I will be delighted for you to use my name in promoting your organization. One of the main thoughts contributing to my decision is my understanding your headquarters will eventually be relocated to our city.

Bob Shearers, my assistant, will be in touch with you about the details. I understand from your letter all you need from me is a recent photo and a facsimile of my signature.

All of our staff wish you great success with the 19– plans for community involvement.

Sincerely,

Example 2: Acceptance letters for honorary position

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Winchell:

I was pleased to receive your offer to make me an honorary board member of Community Action Now (CAN). It would be a privilege to have my name associated with such a worthy organization.

My own neighborhood benefited from your revitalization efforts with the renovated Youth Club. It is rare that a privately funded organization can sustain the strength needed to affect such tremendous change in Boston.

As I’m sure you can appreciate, my busy schedule limits the time I can contribute to CAN. I understand my obligation is limited to approving several fundraising and volunteer recruitment letters to be mailed with my signature.

Thank you for this opportunity to contribute to all the great work you do.

Sincerely,

Example 3: Accepting letter for chair position

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Butler:

I would be delighted to act as honorary president of next year’s city-wide blood drive. Over they years I have developed a tremendous admiration for the skill and kindness of your nurses and volunteers.

If I can lend my support simply by allowing you to use my name, signature, and picture, I will be happy to do it.

I wish you the best.

Sincerely,

Guidelines : Declining Request

Declining Requests for Honorary Use of Name, Testimonial, or Chair Position

Guidelines and Alternate Phrases

  • Give the reason you cannot accept the invitation.
  • While I understand your dedication to the cause, I hold totally opposite views on the issues involved.
  • My family members have very strong feelings about the related issues, and, therefore, out of concern for their feelings, I’m afraid I can’t accept your invitation.
  • I’ve always been the sort of person who brings great enthusiasm to her interests; I’ll have to be honest enough to say I just do not feel that strongly about the illiteracy matter. I suggest, therefore, you find others who would have much more success for you.
  • Thank you for your confidence, but I simply do not feel I have the broad appeal such an issue deserves.
  • I’m sorry to say I cannot lend my name to such a project unless I can actively participate in it, and such active participation is out of the question for me at this time because of health problems.
  • In other instances, as you may be aware, I have permitted my name to be used. Unfortunately, some groups made decisions and used advertising methods of which I did not approve. Because of those situations, I simply have decided I must refrain from such use. I hope you understand.
  • I’ve already permitted two other groups this year to use my name in their efforts. Therefore, I fear “overkill” for the public. Please forgive me for not agreeing this time.
  • Express appreciation for the honor shown by the request.
  • Thank you for the invitation, and I hope you understand my concern.
  • I appreciate your thinking of me, and I’m sorry I cannot help in this instance.
  • Your request is a compliment, and I appreciate your thoughtfulness in contacting me.
  • Receiving your request has been an honor that I appreciate. I know others will be eager to help you in this way.
  • Thank you for the confidence you have shown by this request. I’m flattered.
  • Extend best wishes for the project’s success if you can do so sincerely.
  • I wish you overwhelming success in your efforts.
  • May you have the best of success in this matter.
  • I commend you on your enthusiasm and efforts.

Example 1: Decline request letters for honorary position

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Jones:

I appreciate very much your extending to me the invitation to participate in the President’s Tutorial Program. My associates and I think this would be a marvelous opportunity for a young person in today’s business world. In fact, when I look back on the matter, I would like to have had the opportunity myself in my earlier career.

Unfortunately, however, we cannot grant the use of our name to your organization. Because of past experiences, we have established a policy against such use.

We hope you understand our position, and we appreciate the recognition your request implies. Best wishes for every success with the student program.

Sincerely,

Example 2: Declining Request

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. McAlister:

Thank you for your offer to make me an honorary member of the board of trustees of Urban Health Initiative. I respect the work your volunteers accomplish despite limited funding. In particular, I admire your recent efforts to provide AIDS education to the homeless people of Newark and New York.

While I am flattered by your interest, I am afraid I must decline your offer. However worthwhile, your organization’s stance on needle exchange programs is very controversial. Associating my name with it so publicly will adversely affect other organizations and businesses with which I am involved.

I am sorry I cannot offer my public support at this time. I wish you the best.

Sincerely,

Example 3: Declining Request

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Chamberlain:

I appreciate your interest in making me an honorary Global Forest activist. I wholeheartedly agree with your conviction that we must work with world governments to improve forestry and industrial practices. Unfortunately, my beliefs are not in line with the methods Global Forest employs to affect environmental change.

I believe the most substantial change can only take place through education, diplomacy, and legislation. In my experience, holding disruptive protests only antagonizes the people who have the power to implement new policies.

As I’m sure you understand, I only put my name behind organizations I can support without reservation. Thank you for the offer. I hope you can appreciate my concerns.

Sincerely,