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Step 4
SECURE RESOURCES
Request and secure significant resources such as space, food, and entertainment. Seek out large gifts and/or sponsors as appropriate.
A. Develop appeal letter content
An appeal letter may be used to request resources and monetary support and may be used in addition to (or instead of) a promotional flyer. (If the use of a flyer is preferred to request donations, go to Step 6.)
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Appeal Letter
(document)
File Size: 27 kb
B. Develop a donation form
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Donation Documentation Form
(document)
File Size: 37.5 kb
A separate form may be attached to the appeal letter and/or flyer for the donor to document information about the donation (person or organization donating the item, value and description of item, date it was received, etc.).
Volunteers may want to track donatied items per date received and per individual and/or business donor.
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Donation and Silent Auction Tracking Form
(document)
File Size: 27.5 kb
Donations to an individual/family fund are not generally considered to be tax-deductible gifts. Therefore, it is not necessary to send a receipt to the donor. However, it is always advisable to send a thank you letter on behalf of the volunteer committee.
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C. Develop mail/e-mail listing for appeal letter distribution
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Review individuals and organizations affiliated with the person(s) in crisis (see Affiliation Worksheet, Step 1), as well as those affiliated with volunteer committee members, that may be willing to:- distribute information about planned activities,
- volunteer to decorate, prepare or serve food, collect donations, assist with clean-up, etc., and
- donate food, supplies, paper, decorations, advertising, talent, auction and other items.
Complete the listing with appropriate mailing and/or contact data.
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D. Distribute appeal letter and donation form as soon as possible
Note: It may be beneficial to use a promotional flyer instead of or along with an appeal letter. See Step 6 - promote activities.
As a committee, divide the listing and/or develop a subcommittee to distribute appeal letters. Attach a donation form.
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E. Acknowledge and record donations
Send out thank you letters and record donations on donation report.
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Donation Acknowledgement Template
(document)
File Size: 26.5 kb
Note: Donations made to individual/family benefit funds at bank/credit unions are not tax-deductible gifts so it is not necessary to receipt the donor of the gift, however, providing a thank you note/letter is appropriate.
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