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The Letter / Email Writing Campaign

A letter writing campaign has been proven to be one of the most effective ways marathon members have raised funds. It is informative, yet unobtrusive, to your donors.

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Tips for an Effective Letter

Personalize Your Letter

How well do you know the recipient? You may want to have a few versions of your letter – one for those who know you well, another for acquaintances, and a third for business contacts. Tailor your message to your recipients. For email, don’t underestimate the power of writing to people individually. It will yield much better results than sending the same message to everyone

Keep it Short

Keep the letter to a page or less to keep reader interest to the end. Appeal to the Heart and the Head: Use quotes, anecdotes and descriptions that appeal to the emotions, then reinforce those emotions with Mass. Eye and Ear facts and statistics.

Include a Personal Story

Personalize your letter to include your connection to Mass. Eye and Ear, if applicable.

Personalize your Envelope

Address your envelope by hand instead of using labels. This will tell donors, at first glance, that this is a personal correspondence. 

Make it Easy for Supporters to Donate!

Clearly state in your letter how to get the donation to you. Include a return envelope to include with your letter for those who may wish to write a check along with your personalized Crowdrise web site address where online donating can be made easily and securely.

Follow Up

If you haven’t heard from people you thought would donate, call them and ask if they’ve received your letter, or mention your request when you see them. They may have misplaced your letter or simply not gotten around to sending your check. Email is a great way to follow up with people who haven’t donated and to keep your supporters informed of your training and fundraising progress. Include a link to your Crowdrise fundraising webpage with your follow up email to make it easy for your supporters to donate.

Show your Gratitude

Everyone likes to know that his or her efforts are appreciated. A formal thank you is a must, whether you acknowledge people as the gift is received or after the marathon. Ask your donors to extend the ask to their networks. Also, be sure to ask if their company matches donations. If so, provide them with any information necessary.


Some points to consider including in your letter or email:

  • What are you doing and why are you doing this?

  • Why is the cause important to you?

  • What is Team Eye and Ear / Mass. Eye and Ear?

  • What is your fundraising goal?

  • What is the status of your fundraising?

  • How will Mass. Eye and Ear use the funds it receives (did you specify using the funds for a particular use)?

  • How is your training going?

  • Why is it important to sponsor you?

  • How can a person sponsor you?
  • Has the person sponsored you in the past?
  • Say how much you appreciate the donor’s support!
  • Have you reached any goals or experienced any setbacks?

Download a sample Team Eye and Ear letter template here.