Your newsletter: The most powerful way to report

Now is a great time for you to report back to your donors and show them how their recent donation was used to make the world a better place. Your primary aim when reporting is to close the loop with the donor and show her how the problem you presented to her when you asked her for a gift has now been solved.

Reporting can take various forms including, but not limited to, in-person visits, phone calls, personal notes, letter from the executive director or video update.

Even with all of these great resources at your fingertips, your newsletter is still the most powerful way to report. It is a proven vehicle for delivering completed stories. If designed correctly, it will send a strong message to your donor that she made a big impact on your beneficiaries.

Without a doubt, delivering a donor-centric newsletter is the key to reporting success. Here’s why:

  • It puts the spotlight on the donor and the role she played in helping someone in need. When you write about your donor and tell her how great she is, her level of trust and connection with your organization increases.
  • Now that her trust and connection has increased, she is more likely to give you another gift and in some cases increase her giving. Increased retention and increased giving is an outcome of great reporting!
  • We know that donors are busy, so sending them a newsletter that is easy to read and full of great pictures and picture captions, is an efficient way to report back to your donors. They don’t need to wade through a long, detailed report. In a matter of seconds they feel great about their past giving.

The big picture thinking here is donors want to be reminded they made a good decision by giving to you. The most powerful and proven way for you to remind them is to send them a stream of great communications, including a donor-centric newsletter. Publishing them on a regular basis will send a strong message that you care about your donors, that you have good news to share, and that there is more work to be done.

Your newsletter is the most powerful way to report back to you donors, so do all you can to create and deliver the best newsletter possible.

5 Ways To Report Back To Donors With Newsletters

When I was a young fundraiser, over two decades ago, I thought fundraising was sales. I had to sell major donors the case for support and do my best to move them to give a charitable gift.

I quickly realized this was a negative equation. I was taking from the donor but never really giving back. It was then I felt the need to report back to the donor, telling them how great they were for making the world a better place, but I didn’t know how to deliver this content.

Over the years I have found the best vehicle for reporting back to donors is your organization’s newsletter. If your newsletter is designed with the donor in mind and it communicates a strong sense of how important her role is in changing the world via your organization — magic happens! Your donor feels great about their recent gift and deepens their trust in you and your organization.

When using newsletters to report to major donors, I try to leverage these five elements. They have worked really well. Here they are.

  1. You don’t need to create a separate newsletter or report for your major donors. Use the same newsletter you create for your mass donors. This will save you time and money.
  2. Show your major donors that you spent time preparing the newsletter and outer envelope. Don’t fold the newsletter. Larger packages gain attention in the mail. Since you didn’t fold the newsletter you can deliver it in a large outer envelope. Hand address the envelope and use a real stamp to deliver it!
  3. You aren’t going to send a special newsletter (point #1) but you can draft a special, custom cover letter to include with the newsletter. Address the letter to your donor, tell your donor how great you think they are, and thank them for making the world a better place.
  4. If there is a special article or section of the newsletter you want to bring to their attention, then use a post-it note, paperclip, or highlighter to mark that section of the newsletter. In your cover letter, tell the donor why you marked that section for them.
  5. As a major gift fundraiser you are always looking for a good reason to contact the donor, so call them prior to the newsletter being delivered to let them know it is on its way! During your call you can say the same things you say in the cover letter.

Just know that your major donors are people that care deeply about your mission. They care about your work and the people you serve. They care about all of this so much that they are even willing to send you money so that your good work can continue! They deserve something in return for their gift and the newsletter is the best vehicle I know of to deliver good news and appreciation to your donors.

Your Newsletter: What To Leave Out

It is newsletter season!

I’m hearing from lots of organizations who are working on their next newsletter. Either all these folks are upstanding and know their donors deserve to be Reported to, or they are smart because they know they’ll raise money and retain more of their donors if they Report. Hopefully both!

In a slight departure from the norm, this is a list of what not to do. Because sometimes knowing what not to do is more helpful than knowing what to do. So here’s a list of things to leave out of your newsletter.

Will any one of these things kill your response and drive donors away? No. But if you want to make a newsletter that more donors will read, and help you get future donations, you’ll eliminate as many of these as you can …

What to leave out of your newsletter

  • Photos of people giving or receiving big checks.
  • Photos of more than 3 people.
  • Any articles about: how great your organization is, awards won, certifications garnered, or statistical comparisons. There is one exception: if you can frame the story around a donor benefit, then it can be helpful for donors. For instance, the headline of a story about “Our Programs Among Most Effective In Nation” could be reframed to say “Proof That Your Gift Is Effective.” It’s that way of thinking that can take your newsletter from self-congratulatory advertising to a donor-retaining and money-raising publication.
  • Any articles about the organizations that you partner with.
  • Stories where there’s more information about your program or staff than about the beneficiary.
  • Any article or story that doesn’t mention the donor.
  • Type that’s too small to be easily read by a 70-year-old.
  • Anything written above a 10th grade level. (This isn’t about donor intelligence, folks. It’s about ease of readability. Because ease of readability is directly related to fundraising results. Easier to read and understand quickly? Raise more. More complex writing with a light sprinkling of jargon? Raise less.)
  • The word “we” and; “us” and; “our.” (You can actually have a couple of these, but try to have one of them for every three times you say “you” and; “your.” Remember, the most effective newsletters are about what your donor did, not what your organization did.)
  • The words “partner” and “partnering.”
  • Headlines that don’t tell your donor anything useful. (Most people will only read your headlines and picture captions. Make sure those two things communicate the message you’re trying to send!)

The pushback, and the answers

When we work with our clients, or speak at conferences, there are two pieces of pushback we get all the time from this list. Here they are, along with our responses.

“But wait, how will our volunteers/clients/partners know about the volunteer opportunity/where to go to sign up/how to work with us?”

The answer: If you want your newsletter to be worth the time and money to create, it needs to be only for donors. Most likely, you need a different publication for your non-donor audiences. Over time, we’ve seen that newsletters that are aimed at donors AND other audiences do not effectively Report to donors (and tend to harm overall fundraising). So you have to make a hard choice and make your newsletter about your donors. And only send your newsletter to your donors.

“But wait, if we don’t tell them in our newsletter, how will our donors know how great and effective we are?”

The answer: an effective newsletter absolutely tells your donors how great and effective you are, it just does it differently than most organizations are used to. Here’s why. Most donors are not asking themselves if your organization is great and effective. (Are some foundations and some major donors asking that? Of course). Most donors are asking a much simpler question. They are wondering, “Did my gift make a difference?” We’ve done hundreds of newsletters and the results are really clear. Showing your donor how her gift made a difference is FAR more effective for fundraising results (both short- and long-term) than showing her how great and effective your organization is. Because for a donor, showing her that her gift made a big difference is how you show her how great and effective your organization is.

Short, sweet summary

Your newsletter should be an exercise in giving credit away. Focus on what your donor did, not on your role. It works in friendship, and it works in fundraising!

Five Tips for the First Sentence of Your Next Newsletter Article

The first sentence of every newsletter story is really important.

Don’t do what most nonprofits do. They assume that all donors read to the end of all articles. I routinely review newsletters where the most powerful parts of the stories are in the last paragraphs – where very few people will see it. Because all the eye-tracking studies show that most donors don’t “read” your newsletter. They scan it.

So, you want to work hard on the first sentence of your newsletter articles and stories. If the donor likes your first sentence, she’s more likely to read your second sentence, and so on.

And you don’t have to be a “writer” to make the first sentences of your newsletter sing. But you do have to think about them differently. I have 25 years experience that testifies that the following ‘ways of thinking differently’ about how your start your newsletter articles will help you raise more money.

Keep it simple

Make it short and easy to read. No long sentences. No complex sentences with multiple clauses. Your reader should be halfway into the second sentence before she realizes it.

Now you have momentum. Now you have a greater chance your donor is going to get the message you’re sending her.

Good Example: “Ebola took everything Elisabeth had.”

It’s not about your organization

The first sentence of any newsletter article should never be about your organization or staff.

The most successful newsletters are written with the purpose of showing your donor what her gift accomplished. Not to talk about all of the things you’ve been doing or have coming up. Because more people are reading your newsletter wondering “I wonder if my gift made a difference?” than are wondering “I wonder what the organization has been working on?”

So, your first sentence should be about the donor, or about a beneficiary.

(And remember: as your donor is deciding whether to read your story or not, she is in a hurry and has other things asking for her attention. So, if your first sentence is about your organization or staff, she’s just not as likely to keep reading.)

After all, would you be more likely to keep reading if the story was about something amazing you helped do, or something an organization you support is working on?

Bad Example: “After landing in the capital city of Kinshasa, The Democratic Republic of Congo, our team traveled inland to a village outside the town of Kivuvu.” Why would a busy donor keep reading?

Good Example: “Thanks to you, Sarah’s life turned completely around.” Bonus points for including the donor and a beneficiary in the very first sentence!

It’s the start of a summary

I need to do an entire post on writing newsletter stories. But here’s one of my tricks; the first paragraph is often a summary of the whole article.

Why? Because most people are not going to read the whole article, but you still want them to get the message you’re trying to send. So if you summarize the message in a compelling way two great things happen:

  1. More people get the message you’re sending
  2. More people will read the whole thing

Good Example: “Your gift did something simple but life changing for a mother named Teri Maes, and you might have saved the lives of her two sons.” This one is a little long, but it summarizes the whole story AND includes the donor!

Don’t start with a statistic

In a nutshell, experts love statistics. But donor’s don’t.

Experts like you, your staff, and your incredible program people love statistics. Statistics are meaningful to experts because they provide context, show progress, and show expertise.

But that’s not what most donors are looking for. They are looking for a quick, easy way to know whether their gift to your organization made a difference. That’s usually a story of a beneficiary, with a little editorial content for how the donor’s gift helped the beneficiary.

Starting with a statistic immediately reduces the number of people who will keep reading because it asks the donor to understand something new and then understand why it’s important or helpful. That’s a lot to ask of a non-expert donor who is moving fast.

She’d rather read a story, my friend. So start with a story.

Bad Example: “Only one in nine children in our great state will ever go to a symphony.”

Drama! Action! Peril!

I’m going to quote my post on appeal letters on this one:

“Fill it with drama or make it interesting to your donor. Drama and tension are two of the best tools you have for engaging their interest. Or make it something that would be interesting to your donor – which is likely something different than would be interesting to you!”

My best one-liner about this is, “You want to write like the National Inquirer, not National Geographic.” That probably over-dramatizes it, but drama and emotion catch people’s interest. Most nonprofits assume they have their donor’s interest – and that’s a bad assumption.

Bad Example: “Drs. Martha and Robert Bryant strive to use their medical practice to make an impact.” Who are those people? Why should the donor keep reading?

Good Example: “The first night Jacqueline went to community theater, her life changed in the second act.”

So as you go to work on your next newsletter, here’s what I hope you’ll remember:

  1. Very few people will read an entire newsletter article. So get to the point very quickly, summarize it, then tell the full scope of the story.
  2. To increase the chances that your donor will read more, make your first sentence easy to read and interesting to her!

What I Wish I Knew Then

Note from Steven: This is a guest post from Lisa, an experienced Development Director who is on the Better Fundraising team.

When I was a new development director, there never seemed to be enough time, money or man power to get everything done. It was overwhelming. Sound familiar?

I knew I needed to prioritize . . . but even that was hard.

As you sit in your seat today, wondering how you can have the biggest impact possible, take this advice from a person who played every role in her development department. Here are three things I wish someone would have told me right at the beginning . . .

Make it clear what the donor’s gift will do

Specifically, make it clear enough so a donor could easily repeat it to their friends.

Your organization probably does a lot of great things, but you need to focus on just one powerful thing. It’s ok if what you ask donors to do is only part of what your organization does. I’ve noticed that most donors respond better to one simple thing than having to learn about all your organization does.

Always have a system to thank your donors promptly

Donors should be thanked and receipted 24-48 hours after you receive their donation. If they give online they will get a digital thank you right away, but follow that up with a thank you in the mail. For larger gifts, you may want to call and personally thank the donor.

As I built relationships with donors over the years I learned that you cannot thank a donor too quickly. But, thanking a donor to slowly is a surefire way to losing donors over time.

Show each donor the difference their gift made

People give because they want to make a difference. So let them know how their gift made a difference! For most of your donors, this can be done in your organization’s newsletter. Or an e-update, but in my experience e-updates aren’t nearly as good at engaging donors as a printed newsletter.

And for major donors, do whatever it takes to show them.

Take them on a site visit, prepare a special report just for them, whatever it takes to show them how their gift made a difference!

Do these three things and you WILL see improvements in your program. Better Fundraising gets this. Their Ask, Thank, Report, Repeat formula teaches and emphasizes the fundamentals of fundraising, helping you prioritize and work on the things that really matter!

​Improve Your Fall Fundraising the charity: water Way

Had the pleasure of interviewing Scott Harrison, the founder of charity: water for the Fundraising Is Beautiful podcast.

There’s a TON of tips you can use to improve your fall fundraising results! You’ll hear Scott talk about:

  • How important immediacy is
  • How to take your donors on a journey with every piece of donor communications
  • How charity: water “productizes” what they do to make it easy for donors to understand and then do something meaningful with each gift
  • How he’s comfortable sharing bad news with donors, and why that ultimately helps his organization.

I really encourage you to go take a listen. (And even subscribe!) I’m a better fundraiser for having listened to Scott, and you will be too! Here’s the link.

How To Write This Fall – Tips For Fundraising Success

An old typewriter sits on a wooden desk

Fundraising Season is beginning . . . and you’re going to write to your donors a LOT in the next few months. And I have an important tip for you.

Don’t assume your donors will read what you write.

Donors are moving fast (especially in their inbox). They are busy. They support multiple charities. And they don’t have to read your organization’s communications.

Right? Nothing bad happens to your donors if they don’t read your stuff. Their life just goes on. And as a matter of fact they’ve saved themselves some time.

So what is a nonprofit writer to do?

In almost all cases you have to earn their attention by being relevant and getting to the point quickly.

So pay special attention to your first sentence. Think of it this way: your first sentence has to earn your reader’s attention enough so that they want to read your second sentence.

I use two main strategies to get more people to read our clients’ fundraising materials:

#1 Very quickly state the point of your letter/email/brochure. Why are you writing the donor today? If you want the donor to do something, say it clearly right away.

We’ve improved the fundraising results for hundreds of organizations just by helping their fundraising materials get to the point faster. Because most nonprofits seem to assume that their donors will read the whole thing. So, they take a long time to get to the point, and then they only mention the point once.

My operating principle is that maybe 10% of donors will read it, but 50% of people will skim it IF you give them something interesting/urgent/valuable enough to skim.

Note those percentages don’t add up to 100%. That’s because no matter what you do, a significant percentage of donors are either going to miss or not read each message you send out. And that, my friend, is why nonprofits need to communicate more often than they think they do. Because most nonprofits assume every donor receives and reads every message. That’s a long way from what actually happens.

OK. The second way I get people to read is to use drama and tension.

#2 Write such a drama-filled first sentence that the reader really wants to know what the second sentence says.

Pick right up in the middle of the beneficiary story you’re telling. Or summarize the most drama-filled moment. But use emotion to get a reader curious about what happens next.

Here’s a great example, “When the police rang the doorbell, Gloria didn’t know what she was going to do.” This works for even the most boring subjects! “Our fiscal year end is approaching and I don’t think we’re going to make budget” is the opening line of one of the most successful letters I ever wrote.

So when you’re writing this fall, remember that your donors are busy and moving fast. Pay special attention to the very first sentences of anything you put out there. And I guarantee you that if you earn your donor’s attention, you’ll earn more of their donations!

Why Your Donors Deserve Ask, Thank, Report, Repeat

You’re no doubt familiar with Ask, Thank, Report, Repeat, the fundraising rhythm we teach here at Better Fundraising.

There are two equally strong reasons you should follow this approach to fundraising.

It probably won’t surprise you to hear that we arrived at it because it raised our clients the most money and retained their donors the longest. Both Jim and I come from competitive fundraising environments where we were pressured to raise money in the short term AND to set organizations up for long term success. And when we looked at what worked and what didn’t in fundraising — really getting deep in the data — it was clear that Asking, Thanking, and Reporting were the key elements for fundraising success.

And that Repeating the rhythm (and some of the messages) helped organizations grow over time.

So we developed Ask, Thank, Report, Repeat simply as a way to help organizations raise more money.

But there’s another line of thinking that leads you to the same place. We call it ‘treating your donor the way she deserves to be treated’ . . .

  • You honor your donor by sharing the problem your organization is working on, and asking your donor to help solve the problem.
  • You honor your donor by thanking her like crazy when she gives a gift to help.
  • And it’s really honoring her by showing her what happened because she gave a gift. To Report.

You could argue that it’s a moral imperative to Report. She gave you a gift in faith and received nothing in return but a hit of dopamine. How can you in good conscience ask her to give another gift without showing and telling her that her gift made a difference?

This is one of the reasons, by the way, that fundraisers don’t like their jobs. They have to ask and ask and ask. They know in their hearts that donors get tired of being asked! But the fundraisers who work in environments where their donors are honored with regular reports? Those fundraisers enjoy their jobs much more. And their donors enjoy the fundraising much more.

This is the heart of donor centricity. It’s acknowledging that the donor is central to the process of philanthropy, charity and your organization. It’s acknowledging that her role is not just “supporter” or “partner” but as central as your organization’s.

So ask yourself, “Have we Reported to our donors lately? Do we deserve to ask them for another gift?”

When you’re great at reporting you’ll notice three things: you’ll raise more money; you’ll keep your donors for longer; and you LOVE knowing that you’re treating your donors the way they deserve to be treated!

Get Storytelling for Action eBook Now!

If you’ve read our blog over the last few years, you’ve heard us talk a lot about storytelling. We’ve written about it, we’ve spoken at conferences, and we share tips about storytelling with our clients.

This summer, we decided it was time to pull everything we’ve learned over the years into one place, so fundraisers like you can benefit.

That’s what we did with our new eBook: Storytelling for ACTION

Three Big Ideas That Nobody Told You

It’s easy to say that storytelling is important. It’s more difficult to use stories to raise more money. That’s why we’ve shared three big ideas in this new eBook:

  1. Your donor should have a role — and see herself — in every single story you tell.
  2. How you tell a story is less important than what story you tell and when you tell it.
  3. You have a Big Story you need to constantly tell your donor.

Sound interesting? We promise it’s more than that. It’s also actionable and proven. Download your copy of the free eBook now.

Practical Advice You Can Use

One of the things that we focused on in Storytelling for ACTION is actionable advice. We didn’t want to just share concepts — we want you to equip you with the tools to start telling better stories for your organization right away. That’s why we’ve included the following tools in Storytelling for ACTION:

  • A matrix to help you to decide what story to tell at what time
  • Easy-to-use checklists
  • Real-life samples
  • Our 3 Big Ideas Cheat Sheet

Market-Tested And Proven

The ideas in this eBook are market-tested and proven to increase how much money you raise. They will help you get more new donors and keep your current donors around for longer. And they will even— if you let them—help you love your job qand fundraising more than you thought possible.

These ideas are not fancy. They are not just for the “big” organizations and “seasoned” fundraisers. They are for you.

Download your free eBook now.