Fundraising for Volunteer Petèn Made Easy
I recently completed a fundraising project for Volunteer Petèn that successfully raised $2,160 CAD to create a computer lab. I would like to share the email templates that were created so that others (like you) might do the same, and save some effort in the process.
What took the most effort for me was creating the email message that I sent out to friends and family, asking for donations. It probably took me a couple of months to get my thoughts on paper and have friends help me edit. Once that was done however, fundraising was as easy as hitting the send button. After that I basically just had to collect donations and track the results. Virtually no in-person canvassing was necessary.
Here’s the secret: Volunteer Petèn sells itself. It’s a small organization with low overhead costs creating big results in an area of the world where big results are needed.
STEP 1: CHOOSE A PROJECT
STEP 2: ALTER EMAIL TEMPLATES
STEP 3: HIT THE SEND BUTTON…
STEP 4: COLLECT DONATIONS
STEP 5: TRACK DONATIONS
STEP 6: SEND REMINDER EMAIL
STEP 7: MAIL DONATIONS TO VOLUNTEER PETÈN
STEP 8: SEND UPDATES TO DONORS
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STEP 1: CHOOSE A PROJECT
If you go to the Volunteer Petèn website you will find a list of projects that require financial support:
http://www.volunteerpeten.com/Donations.htm - if you scroll down this page you will find a list of projects that need financial support.
http://www.volunteerpeten.com/schoolnaturalresources.htm - this page details the new School of Natural Resources program and lists a number of students that need financial support.
Decide on the amount of money you want to raise, and choose a fundraising deadline. A deadline will work as a motivator for both you and potential donors. I recommend giving yourself one month for fundraising goals of less than $2,000.
I created a project to raise money for a computer lab because I saw lots of young people reading outdated computer manuals when I was in San Andrès, and because of an experience tutoring a local youth on how to use MS Excel. I ran the idea by Mateo and he was on board.
If you have your own idea and are unsure if it’s an appropriate one, you can send an email to Mateo (director of Volunteer Petèn) – volunteerpeten@yahoo.ca - to ask for his opinion. Keep in mind that he is very busy and does not have regular access to email, so his response may be slow.
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STEP 2: ALTER EMAIL TEMPLATES
I have already created email templates which you will find below. Simply take your idea and alter the templates accordingly. Feel free to change things, although I would recommend keeping the basic structure with the first email at least. It took me two months and the help of some talented fundraising professionals to create it using proactive phrasing.
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STEP 3: HIT THE SEND BUTTON…
Send your email to everyone you know that might support your project. I sent my email out to about 80 people, 40 of whom donated.
Other ideas:
a) Create a web page. Check out www.synthasite.com – you can sign up for a free profile and start creating a web page right away. My web page is here – www.paulthorne.synthasite.com – to give you an idea what you can do. You can include a link to the web page in your emails.
b) Use Facebook. I changed my status to “Paul is trying to raise $2,000 for a small not-for-profit in Guatemala. Can you help? www.paulthorne.synthasite.com”. A few donations were made in response to this.
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STEP 4: COLLECT DONATIONS
I gave donors the option of giving directly to Volunteer Petèn online, or giving cash/cheques/money orders to me.
IMPORTANT NOTES ON NON-USD DONATIONS:
1. You will need to convert donations USD before sending to Volunteer Petèn (otherwise they have to pay a fee of $5 USD for each Non-USD personal check received).
2. Best donation scenario: ask donors to make checks out to you, deposit them into your personal bank account and then make up a USD money order for the total amount.
3. Provide email addresses to Volunteer Petèn if donors would like to receive a thank you note by email (this will spare them the cost of postage)
4. Thank you cards / receipts received by mail are not valid as tax receipts outside of the US.
Be sure to send a thank you email for all donations. I have provided a template below.
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STEP 5: TRACK DONATIONS
To make life easier for yourself and Volunteer Petèn, it is necessary to keep track of donations. I did this by using an MS Excel spreadsheet with the following information for each donation:
Donor Name
Status (ie, donated, not donated, no response, expressed interest, etc.)
Amount of Donation
Currency Type
Date of Donation
Method of Payment
Mailing Address
Email Address
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STEP 6: SEND REMINDER EMAIL
After a week or two send a reminder email to anyone that hasn’t given or responded to say they will not be giving. People get busy… I found that some people didn’t open the first email. A number of people expressed interest and then didn’t follow through. Some people told me they wanted to donate but forgot until I sent a reminder.
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STEP 7: MAIL DONATIONS TO VOLUNTEER PETÈN
Once your goal has been reached, update your tracking sheet and move all the non-donors to another tab or worksheet. Send the donations by priority mail to:
Volunteer Petèn
11 Kenny Drive
Mohnton, PA 19540
USA
Include a printout of the tracking sheet as a reference and email a soft copy to volunteerpeten@hotmail.com and lamorenana1@verizon.net.
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STEP 8: SEND UPDATES TO DONORS
Send an update or two to let your donors know the results of your fundraising. They will want to know whether or not you reach your financial goal, and that their money actually reaches Volunteer Petèn. Send info about the organization as well – this might inspire someone to send more money or to volunteer.
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That’s all there is to it.
If you have any questions or suggestions to improve on this formula please send an email to tallpaulthorne@yahoo.ca. I am willing to answer questions and provide support.
As well, please post the details of any success stories or challenges you experience here on this Facebook page.
Good luck,
Paul
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TEMPLATE #1: First Email
Subject: School of Natural Resource
Hello XXXX,
I’m seeking your assistance to help a small ecological not-for-profit organization in Guatemala, called Volunteer Petèn. Volunteer Petèn is unique in that it is a very small yet effective organization with a committed staff and very low overhead costs. Volunteer Petèn has done some very positive things in the small town of San Andrès - they have built a number of schools and a library, created an ecological park for local children, and provided employment opportunities for local families among other things. I volunteered with them this past summer and was very impressed with the positive impact they have had in San Andrès. My personal experience with Volunteer Peten was very rewarding; I was able to share my skills and learn some new ones as well. I stayed with a local host family and learned how to speak some Spanish, helped to build a new pre-school, organized the library and cut paths in the ecological park. One of the most rewarding aspects of my experience was that I was able to teach Excel to a local youth named Victor. By teaching Excel to Victor it became apparent that there is much more assistance required for Volunteer Petèn and San Andrès. One specific need that I would like to address, along with your help, is access to a proper education and the tools necessary to manage what is left of the natural rain forest in Guatemala. My idea is to raise $1,000 for Volunteer Petèn ‘s School of Natural Resources, in order to purchase text books, school materials, start a scholarship fund, recruitment of volunteer teachers from abroad, field trips, and school projects. Please consider making a gift directly to Volunteer Petèn - a U.S. based 501(C3) registered charity - to help make this vision a reality. A donation of $25, $50 or more will help to reach my $1,000 goal by November 30, 2009. I will update you on the progress of the School of Natural Resources project in the new year with pictures and stories from the directors of the organization. I would be more than happy to speak of this project, my experience in Guatemala or Volunteer Petèn specifically if you have any questions. Thanks, Paul P.S. If you know of anyone else that might be interested in supporting this project please pass this email on.
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TEMPLATE #2A: Thank you email (for cash, cheque or money order donations)
Subject: School of Natural Resources – Thank You!
Hello XXXX,
Thank you very much for your donation of $30 to the School of Natural Resources
I will send you updates to let you know about the progress being made on the School of Natural Resources in the new year. I hope to have some pictures and stories to share with you.
I will be collecting donations and sending them all at once after November 30th. You should receive written confirmation of your donation from Volunteer Petèn by the end of December.
Thanks again for your support - I am excited to see the results of this project.
Paul
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TEMPLATE #2B: Thank you email (for online donations)
Subject: School of Natural Resources – Thank You!
Hey XXXX,
Thank you very much for your donation of $25 to the School of Natural Resources for San Andrès project.
I will send you updates to let you know about the progress being made on the School of Natural Resources in the new year. I hope to have some pictures and stories to share with you.
You should receive written confirmation of your online donation from Volunteer Petèn in the next week or two.
Thanks again for your support - I am excited to see the results of this project.
Paul
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TEMPLATE 3: Reminder Email
Subject: School of Natural Resources – Update
Good Morning,
Thanks to everyone considering supporting this project. Good progress is being made but I still have a long way to go to reach my $1,000 goal by November 30.
In my previous email about the School of Natural Resources for San Andrès project I informed you that following your donation you will receive a thank you card that can be used as a tax receipt. I have just been informed that a tax deduction is only available for those who file taxes in the US, as Volunteer Petèn is a US organization.
I do apologize for any confusion or inconvenience this may have caused. If you have any questions or concerns please feel free to contact me.
Thanks,
Paul
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TEMPLATE 4A: Update #1
Subject: School of Natural Resources – Fundraising Results
Hello again,
The goal for the School of Natural Resources for San Andrès fundraising project has been reached. A total of $1,250 USD has been raised. The money has been sent and materials and supplies will be purchased this month.
Thanks again for your generosity. I had some doubts that the $1,000 goal would be reached, but you helped make it happen.
Thanks,
Paul
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TEMPLATE 4B: Update #2
Subject: School of Natural Resources – Fundraising Results
Hello,
The school of natural resources is up and running. Thanks to your help, dozens of Guatemalans are receiving the education necessary to help save and manage their natural resources. They are currently focusing on five core classes (biology, chemistry, math, language, and history) and on four core projects (agriculture, reforestation, trash management, and public speaking). Please take time to look at the updates and photos at;
http://www.volunteerpeten.com/schoolnaturalresources.htm
I have been given an article and video about the director of Volunteer Petèn, Matthew Peters, that I would like to share with you. Matthew is an example of someone who has followed his heart. He didn't have a plan when he first traveled to Guatemala as part of the Peace Corp nine years ago. However in that time he has managed to create big change with the help of hundreds of volunteers.
I hope you will take a moment to watch the video below. At a time when it is very common to see negative stories in the news, I think it's important to see positive stories like this.
http://www.volunteerpeten.com/bctv/
As well, I have attached a PDF version of a newspaper article about Matthew, for those who don't have 45 minutes to spare.
I will be returning to San Andrès for two weeks in March with the intention of teaching MS Office in the new computer lab. I will share stories and pictures of the experience when I return.
That's all for now...
Thanks,
Paul
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