IFMSA Leadership Training Program

Fundraising Strategies

Step 5: Following up Your Appeals

Keep an inventory of mailings
Phone after a week
Always confirm!
Keep them coming back...

Keep an inventory of mailings Be tidy, keep records. This is vital to be able to follow up many appeals you will be sending out. For each and every appeal keep the record of following information: Appeal: Letter date, reference number, addressee, annices included Appeal reply: Letter date, reference number, one-line summary Other correspondence: Letter dates, reference numbers, one-line summarices, annices (if any) Phone conversation: Time, date, caller, contact person, one-line summary of discussion, any appointments made, any promises taken or made (separate checkboxes to tick when promises are honoured) Appointments: When, where, with whom; when is it made; any notes (changes, etc.), result summary, any further appointments made, any promises taken or made (separate checkboxes to tick when promises are honoured) Phone after a week You are to call your potential donor during the "Hot Pursuit Phase", which is defined as the period between your appeal is received and a decision in made. This is mostly about a week in the European countries. To see how it works in your own country, send some friends or peers a letter asking assistance of any kind. If it is a kind of assistance that will make them consult others, it would provide more realistic results. When you receive an answer, contact the person to ask when he received your letter and how many days it took him to reply. Your aim with the call is both to check if all the documents are received in good order; and to seek for making an appointment with the potential donor. Try not to engage in negotiation on the phone; face to face communication is always better. However, if you believe that there will be a definie positive answer, or it will not be possible to make an appointment, try negotiating on the phone. Be prepared for it! (See face to face negotiations section for how to prepare yourself) In case you engage in negotiation, number one rule: Ask a specific amount! Avoid saying "We need you to give anything you can." Ask a specific amount and don't lowball... Always confirm! If you get an oral promise of any nature (including an appointment), confirm the call in writing. Just write a simple letter referring to the date of conversation and what has been agreed or promised. This might later be important to remember what was said, and double as a reminder for your poenial donor about the appointment or promise made. It is also a good sign of a well organized project. Keep them coming back... All sponsors should be provided with detailed progress reports and a balance through execution of the project. At the end of the project, a report should be prepared with a detailed financial section, and few copies should be supplied to each sponsor. Unless requested otherwise, sponsors should be acknowledged in the report. This would provide a continuous feedback to the sponsors, which would make them get acquainted with how the project proceeds and evolves and how their money is spent. In turn, this would help to keep them as donors in future. Continuity of regular contacts with donors is vital. Many sponsors start to consider donations seriously only after they get acquainted with your organization and projects.