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Letter Writing How To's

Its SUPPORT raising…not just fundraising

When you let your friends, family, church, and community know about your upcoming mission trip, you are support raising, not just fundraising.  Writing support letters means that not only are they supporting you financially, but they are also getting the opportunity to travel with you & learn alongside you on this trip as you prepare, go, & return to share your experiences with them.  Open yourself up to the idea that this trip experience can & should move beyond yourself & the people you will be serving.  Allow people here to journey with you, invest in you, & learn from you as you go. 

 

Letter Writing in six simple steps!

Step ONE: Read the Fundraising 101 packet! (Yes, the whole thing!)

Step TWO:  Begin gathering your list of supporters NOW!      

  • Start by brainstorming & writing down a list of family, friends, church members, teachers, etc. who you think would enjoy partnering with you in this experience. (Your church directory, Christmas card list, the list of people to whom you sent graduation announcements…all are good sources for names.)
  • Next, go back through this list & narrow it to about:
    • 10-20 names (if raising $200-$300) 20-30 names (if raising $400-$600), etc.
      • Note to self: don't expect to get all your fundraising from letterwriting...this is just one of MANY ways you should be ACTIVELY seeking supporters for your trip
  • Then, make sure you have everyone’s addresses with you when you get ready to address envelopes & write your letter.
Step THREE: Write an awesome support letter! (Sample Idea)

There is no magical formula for writing a support letter. But there are some special touches and must-have information to make your letter a must read this holiday season!

Stuff to write about:

  • Where & when you are you going?
  • Who is going with you (What team are you on) ?
  • Who is the sponsoring organization? (BU Missions)
  • What are you going to do there?
  • How will the individual’s support help you/your team?
  • What are some other needs, besides money, that supporters can help with? (materials, medicine, etc.)
  • How & where can they send support to you or your team?

All tax-deducible team donation checks should be addressed to Baylor University and sent to the address below along with a donation card. Be sure to include it in your letter! (*note: if the check has your name on it anywhere, it becomes a PAYMENT, rather than a donation)

Send checks & donor cards to:
Baylor University: BU Missions, One Bear Place #97013, Waco, TX  76798

  • Option two: You can have them send money to you (personally) at your address…then YOU will be responsible for getting that money to Baylor. This money would not be tax-deductible, but rather serve as a payment
  • Option three: Donate ONLINE! Direct them to the www.baylor.edu/missions website and click "give to BU Missions" and find your team!

  • Thank them for their support & let them know how they can stay up to date on your missions journey (ex. are you or your team keeping a trip blog? Facebook notes? Tumblr?)

Awesome Letter Writers….

  • Keep it short & to the point (your goal should be a 1 page MAX…it’s a LETTER, not a NOVEL!)
  • Don’t use CrAzY fonts or abbreviations. Be professional.
  • PROOFREAD! Ask your team leader or a Baylor Missions staff member to proof your letter before you send out 100 peaces of mail…see what I mean?
  • Make it personal: Write in the person’s name rather than Dear Friends & Family. Also, handwrite a little note on the bottom to the person. Example: Dear Becky, Looking forward to seeing you during Spring Break! I look forward to telling you more about my mission trip in person!-Holly

Step FOUR: Print @ Home OR on campus (thank you PawPrints!)

Step FIVE: Address & Stuff Envelopes
  • Personalize your letters and hand write your envelopes…that special touch
  • Make sure that every letter includes a Donor Card that should be returned to BU Missions with the donation or payment.
  • We'll also provide you with this handy info card on Online Giving to put in your letters
  • if you want to go ABOVE & BEYOND, include a small pre-addressed envelope in the envelope (but you have to bring those yourself)

Step SIX: Seal & Send!

So you’ve written a gazillion letters…now what? Follow up! Next time you see the person, as them if they got your letter; write them a Facebook message; call them.  Don’t let your letter get lost in a pile of bills or junk mail—remind them about it!


Got questions about letter writing? Contact Holly Widick, Assistant Director for Missions for helpful How-To's :)