[tab name=’Guidelines’]

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.

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[tab name=’Example 1′]

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,
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[tab name=’Example 2′]

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.
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[tab name=’Example 3′]

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.
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[tab name=’Example 4′]

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.
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[tab name=’Example 5′]

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,
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[tab name=’Example 6′]

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….
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[tab name=’Example 7′]

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,
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[tab name=’Example 8′]

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.
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[tab name=’Example 9′]

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,
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