How much information..

There is always the exception, but for the most part, what we would do is send an idea---an outline---and we would say that we would follow-up at a given time (at a period in about two weeks), and we would follow-up at that time without fail.

Perhaps in the meantime, we would be contacted, one way or the other---but hopefully to hear from the prospect saying, “tell us more.” Failing that, our phone call follow-up was made at the time we said for us to get what direction might be given.

Naturally, we did our homework to know as much as possible about the foundation (or corporation) regarding their guidelines, giving focus, amounts generally given (as related to our ultimate ask), using any board member link available to us, etc., etc.

You are indeed correct---when we say we “look forward to hearing from you soon,” the forward becomes quite a backward move in any solicitation process where we are seeking someone else’s money.

And I would review the key elements which should be at work in your inquiry/preliminary letter such as,

(1) We know exactly what the required established eligibility requirements are.

(2) If there is a “bigger picture,” we try to intimate how the proposed project fits into it.

(3) Whomever they are, try to show that others are committed to the project.

(4) We make certain that we direct our proposal to the proper person.

(5) We do not make similar “scattershot” inquiries to other foundations simultaneously.

(6) As succinct as we are in describing the problem, we are equally clear and concise in citing the solution.

By their very nature, such inquiries/preliminary letters take on an informal air. Thus, we were even more alert to avoid the traps which could come with such preparations. Therefore, we:

-- proofread carefully, knowing that spelling and grammatical mistakes will not make a good first impression.

-- avoided jargon and used simple, straightforward English.

-- did not overstate our case or make unsubstantiated claims.

-- included a brochure if we had one but did not attach every publication ever created by our organization.

-- asked at least one other person to read the letter before we dropped it in the mailbox.

I hope that some of this helps, though you have already received a number of excellent responses to your query.

Best regards,

I agree with the other respondents that there are no hard and fast rules, but having said that, the one rule to apply is to do your research and absolutely go with the guidelines laid down by the particular trust. That is, if they ask for a letter of application, do not send a large and detailed proposal, but if their guidelines request specific and detailed information then that is what you must send. I ususally do ask for a specific amount which looks in the region of the awards the trust has made to similar organisations and projects and is something which looks realistic in terms of the overall budget for the project.

Thank you that is helpful :)

You have all been helpful, much appreciated :)

I'll endorse what everyone else has said on this.

Specifically on those trusts where you cannot get the more detailed information, a simple letter, no more that 2 sides of A4 (well spaced, 14pt type), would be my recommendation.

I would always include a specific amount, but, especially where the information available is thin, I would include an invitation to enter a dialogue, to visit the Charity, or otherwise engage with the cause.

You should include a copy of your latest Annual Report, and maybe a sheet about the project and its budget, provided that it is short!

Cheers

Gerry

Thank you for your reply as well.

Sorry to go on about this but am quite new to fundraising!

The thing is is that some trusts simply say "apply by writing to the correspondent", and dont specify how much information you should put in the letter when you write to them, so I am still confused about this..as you say some of them are really clear and give you forms to fill out or state what info they need and others are alot more vague, which are the ones I have difficulties with.

As David says, there are NO hard and fast rules, except maybe that you need to do as much research as possible. That way before you make an ask you'll know whether they have forms, are open to solicitations and if they want a 1 page summary or a 10 page detailed project description. It's much harder work than simply doing cold approaches, but you will get much better results.

Thank you for your information its helpful :)

Again no two trusts are alike! If they have their own forms it prompts you for the information they want.
I have sent fairly speculative one page `asks` to Trusts when I know we meet their criteria - and been successful, but it does pay to do your research!

David

(Yes DM is Direct marketing)

Thanks for your reply, does DM mean direct marketing?

when u write a preliminary letter to a trust or foundation do you state the amount you want on the preliminary letter? if so, has that approach worked?

I'm not sure there is any simple rule! How many trusts are there that we apply to? If we use the same principles that we use in DM we should know that every one is different, and the more personalised the approach the better
Of course that means more research - Sorry

David