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Sample Fundraising Introduction Letters document sample
Sample Fundraising Introduction Letters document sample
ABCs of Proposal Writing GOODCITY August 31, 2010 6 to 8 pm Dr. Ileen E. Kelly firstname.lastname@example.org 773-473-4790, ext. 316 First Let’s Recap Last Weeks – Session #1 First Question – Is Your House in order ?? STEPS TO TAKE WHEN STARTING A NON-PROFIT Step 1: Vision Mission Name of organization Federal Employer Identification Number (EIN) Board of Directors Articles of Incorporation Register with State Attorney General as a Public Charity Step 1 (a) Bylaws Step 2 Internal Revenue Service Application for Tax Exemption (501(c)(3)) The Sustainability Cycle Evaluating Planning Reporting Tracking Step 1: Planning • Setting service goals • Grants calendar Evaluating Planning • Annual Fund • Program planning • Special events plans • Technology Expansion Reporting Tracking The BUDGET is an essential planning source Step 1: Planning (con’t) Evaluating Planning • Strategic Plan • Administrative Plan • Communications Plan • Marketing Plan • Program planning Tracking Reporting The BUDGET is an essential planning source Step 2: Tracking • Recording expenses Evaluating Planning • Recording donations • People served • Volunteers engaged • Programs presented • Proposals submitted • Fundraising events Reporting Tracking Comparing all of these to the BUDGET allows you to keep score Step 3: Reporting • Monthly P&L • Project reporting Evaluating Planning • Required reports to funders • Newsletters • Appeals • Board presentations • Dashboard reports on progress Tracking Reporting The BUDGET provides a frame for all of these and more The Sustainability Cycle Evaluating Planning Reporting Tracking Step 4: Evaluating • Did we meet our goals? • A surplus or a deficit? Evaluating Planning • What changes are needed? • Should we continue Program A? • How should we plan for next year? Tracking Reporting The BUDGET is the essential tool to calculate ROI! The Sustainability Cycle Evaluating Planning Reporting Tracking Now Begins Your Search for Funding !!! Current Funding Source(s) Budget Revenues Membership/Services Board/Pledge Grants Individual/Appeals Now Begins Your Search for Funding !!! (Let’s Look at the Budget Template ) Current Funding Source(s) Budget - Expenses Transportation Salaries/Benefits Supplies Program Expenses Review the Sample Fundraising Worksheet Current Funding Source(s) Budget - Expenses Transportation Salaries/Benefits Supplies Program Expenses Review the Sample Fundraising Worksheet Funding Search Cast the Net Work Sheet ABCs of Proposal Writing GOODCITY LEARNING OBJECTIVES Participants will learn how to: ________________________________________ • Understand what corporate and foundation funders are looking for in “partner” agencies. • Learn how to present an effective “case for support” to potential funders. • Recognize the importance of stating clear goals and objectives for their program or agency. WHAT FUNDERS LOOK FOR IN PROPOSAL CONSIDERATION: ________________________________________ • Is applicant a 501 (c)3 • Many, not all, are paying attention organization? to diversity in terms of composition of staff and board. • Is proposal within their giving priorities? • Plans for continuation of project after termination of grant. • Is the need statement compelling, clearly thought through, well- • Realistic objectives. documented with objective evidence? • Appropriate budget. • Organizational credibility in terms • Any unusually original of quality of service, caliber of methodology – a decided plus! staff, financial management, reputation in the community, board involvement. • Possibility of replication by others. THE BOTTOM LINE ________________________________________ • Funders are looking for a good investment – they are buying social change. • Which agency, which program will get them the most social change for their money? FOUR TYPES OF PROPOSAL ________________________________________ – Good Idea, Good Proposal – Good Idea, Bad Proposal – Bad Idea, Good Proposal – Bad Idea, Bad Proposal FUNDAMENTALS ________________________________________ 1. All requests should be fundamentally founded in YOUR ORGANIZATION’S PRIORITIES, not those of a potential funder. 2. Grant Writing requires ETHICAL behavior: • You must be open and honest in all dealings with donors. • Your organization must use gifts for the purpose (s) the grantor intended. • You must provide accurate information to the donor about your organization. WHY PROPOSALS ARE DECLINED: ________________________________________ 1. The foundation simply cannot afford it. 2. The proposal does not fit the funder’s guidelines or interests. 3. The project/idea is of inferior quality. 4. The proposal fits, but is not as promising as some of the competing applicants. ________________________________________ THE PROCESS _______________________________________ 1. Conduct preliminary research. 2. Prioritize your prospects: • Lapsed Donors • Prospects with whom you have a connection • “Cold” prospects • Existing Donors 3. Conduct in-depth research, (including calling for guidelines and application forms) 4. Try to talk with the prospect before submitting the proposal or letter of inquiry. 5. Follow the guidelines!! PROPOSAL OUTLINE ________________________________________ • Introduction – Request (the • Evaluation ask) and organizational information • Cost/Itemized Budget • Problem or Needs Statement • Proposed Project • Proposal Summary and – Goals and Objectives Grant Request – Methodology – Time Frame • Appendices INTRODUCTION ________________________________________ States purpose of proposal (what you’re asking for) and establishes credibility and image of a well- managed organization which meets critical needs of its constituency. • The “Ask” – “This proposal requests a grant of $10,000 from the XYZ Foundation in support of the ABC agency’s 2010 Annual Fund.” • Who is the applicant organization. • Its history. INTRODUCTION (CONT.) ________________________________________ • Significant events/track record. • Affiliations/accreditations/linkages. • Expertise in area of problem/need to be addressed through the grant. • Organizational structure. • Major sources of support. • Any uniqueness. STATEMENT OF PROBLEM OR NEED: ________________________________________ • Reason for writing the • Reasonable and proposal. achievable dimensions. • Condition or situation you • Consequences of wish to change: scope inaction. and magnitude, • Stated with focus on demographic and people to be served. geographic. • May be an opportunity to • Related to purposes and be seized rather than a goals of the organization. problem to be addressed. • Objective evidence of problem/need. PROJECT OVERVIEW ________________________________________ Starts with a brief summary of how you propose to address the problem or need you have identified, then covers: • Goals and Objectives • Methodology GOALS AND OBJECTIVES _______________________________________ GOALS are global statements of long range benefits and tied to overall mission of the organization. EXAMPLE: • Reduce smoking among 6-8 graders at Welbourne School. • Increase literacy in the children of Humboldt Park. • Reduce incidence of domestic violence in South Shore. GOALS AND OBJECTIVES (CONT.) ________________________________________ OBJECTIVES arise out of goals and provide a basis for evaluation. They are: • Measurable indicators of achievements or quantifiable outcome of the project. • Specific – define the target population to be served and when. • Specific – define the target population to be served and when. GOALS AND OBJECTIVES (CONT.) ________________________________________ To define your objectives, ask questions as: • What will our target population learn/do/achieve as a result of this project? • What percentage success rate can we expect • What changes will occur in client attitudes and/or behaviors? •How will our services change? • How many or what percentage of our clients will participate in the activity? GOALS AND OBJECTIVES (CONT.) ________________________________________ EXAMPLES OF OBJECTIVES: • By June 1, 2010, 70% of 8th graders at Welbourne School will state an intention not to smoke in the future. • After the project, 90% of law enforcement participants will be able to identify the signs of domestic violence. • Within 6 months of purchase of the new eye surgery equipment, mean time in surgery will be reduced by ½ hour. GOALS AND OBJECTIVES (CONT.) ________________________________________ Objectives may be: Short-term – for the immediate period; generally the end of the grant or project period. Example: 60% of nursing home residents who participated in the Tai Chi program will state an intention to continue with daily exercise program. Long-term – results achieved after the specified time frame and may require follow-up interventions and additional resources to achieve. Example: Over the following year, there will be at least a 20% reduction in fall incidence among nursing home residents who participate in a Tai Chi program. DO NOT CONFUSE OBJECTIVES WITH METHODOLOGY. METHODOLOGY ________________________________________ • Includes specific activities which • Includes only those activities must be performed to accomplish critical to interpreting objectives. achievement of objectives. • Indicates how objectives will be Example: accomplished. • Step-by-Step plan of action: who • By December 1, 2010, the will do what, how, where and community referral manual will when. be completed. • Includes credentials of key staff, • Within 6 months after special qualifications or job completion of the Stop description. Smoking program, the • Any special rational for selection instructor will have called all of unique methodology- has it participants to ascertain been tested or will it be pioneered smoking status. in this project? • In Month 3 of the project, a coordinator will be hired. METHODOLOGY (CONT.) ________________________________________ Consider issues of ACCESS in your methodology section. For example: • From where will you recruit your clients? • How will your clients get to your program? • Will they be able to afford your program? • Is your location fully accessible? • Is it safe? • Is there transportation? • Is the program offered in all appropriate languages? ANNUAL FUND REQUEST PROJECT OVERVIEW ________________________________________ • Goals for the year. • Brief program descriptions • Include sample objectives • Organizational issues such as change in leadership, new location, structural changes • General highlights • No methodology section PROJECT EVALUATION ________________________________________ • How will you measure your objectives? • How will you measure your methodology? • Who will measure it? • May include instruments to be used (actual or projected). COST OF THE PROJECT ________________________________________ • Summarizes itemized budget given on separate sheet. • States total cost of the project, amount to be contributed by applicant, amount and sources of funds already obtained, and amount to be raised. ITEMIZED BUDGET (attached separately) Includes: Expenses Income/Revenue In-kind contributions PROJECT SUMMARY AND REQUEST _______________________________________ Reiterate ask amount. • Identify what the funder gets in return for its investments: Recognition Benefits (tangible and intangible) Partnership • “Thank you for your consideration of this request” OVERRIDING PRINCIPLES ________________________________________ • Your proposal should be neat, clean and easy to read. • Do not use jargon. • Make it brief. • Be positive. • Avoid unsupported assumptions. • Have your grandmother read it! COVER LETTER ________________________________________ • Provides opportunity for personalization. • Written on organization’s stationery. • Probably signed by top official. • Addressed to a specific person in the foundation or corporation. • Tells who is making the request, for what purpose and for what amount. • Gives name, title and telephone number of contact person. • May list enclosures. Sample Opening: “ Per our discussion, I am pleased to present the enclosed proposal requesting a grant of $10,000 from the XYZ Foundation in support of the youth outreach project of the ABC agency.” PROPOSAL PACKAGE ________________________________________ • Cover Letter • Full Proposal • Requested Attachments: – 501 C 3 Letter from IRS – Financial Statement – Annual Report – List of Board of Directors – List of Major Donors – List of grants for this project – Brochures & Publications – Newspaper clippings – Letters of Support – Other LETTER OF INQUIRY ________________________________________ • Should be no more than 2 pages. • Is NOT a request for money, but a request for the opportunity to submit a proposal. However, it may include a dollar amount. • Should include – Brief description of organization. – Brief problem/needs statement. – Brief summary of project. – Overview of financial need. – Recognition opportunities if significant. MANAGING THE PROCESS ________________________________________ 6. Set regular meetings with 1. Start with a phone call or program staff to get internal letter of inquiry. updates and prepare for grant 2. Submit the proposal on time reports. with all appropriate 7. Invite funder to key events, materials. activities, performances, 3. Follow-up in a polite and programs, etc., if appropriate. reasonable manner! 8. Submit reports on time and 4. Acknowledge the gift provide promised recognition immediately. and benefits. 5. Keep a “tickler” file for when 9. Call funder immediately if all grant reports are due. anything changes. 10. Start talking about next request before this grant cycle is complete. HELPFUL “SYSTEMS” ________________________________________ • Keep a proposal binder. • Establish a “tickler” file with grant reporting and application dates. • Maintain a “making the case” file. • Have all proposal inserts in one place and keep them up-to-date. IF THE ANSWER IS NO…. What to do if a proposal is declined 1. Try to talk to your contact and determine. – What are the specific reasons the proposal was declined? – What were the foundation/corporation’s reactions to the proposal and how could it be improved? – What is the process and timeline for reapplication to the prospect? – When would it be appropriate to reapply? – Are there other foundations or corporations that might be interested in your project or organization? 2.Be tenacious Home Work • Prepare Your Organizations Boiler Plate • E-mail Your draft to me by Monday, September 6, 2010 – by 12 Noon • email@example.com • If you already have a boiler plate,send me a draft.
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