FundRaiser Blog

The FundRaiser Software Blog is an excellent resource for nonprofit organizations looking to learn more about fundraising, donor management, membership management, and much more.

Two Ways to Entice Lapsed Donors With Your Letters

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Now that the busy holiday giving season, as well as end of the year tax letters are completed, it’s time to look at ways to bring donors back who perhaps missed out on giving during the past year (or longer). Even if your organization doesn’t consider a donor lapsed until they haven’t given for a much longer time frame than 12 months, it doesn’t hurt to put some enticements into your letters to bring these donors back.

Once you’ve identified your lapsed donors, it’s time to contact them. A primary reason why organizations may not reach out to lapsed donors is an uncertainty about what to say. There are two things that you can do to help entice these donors to return to your organization.

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Identifying Lapsed Donors

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The goal of a nonprofit organization is to acquire and keep a stable, and growing, donor base. Preferably these donors give often, at least once a year, if not quarterly, or even monthly. And yet, in the day to day operations of the organization, it’s easy to lose track of the donors who simply have stopped giving.

Donors stop connecting with your organization for many reasons, but probably the two largest are either due to financial circumstances changing or it simply slipped their mind. In our busy lives, “out of sight, out of mind” happens all too often, and not just with the causes we want to support. Before we can reconnect with our donors we need to identify who has lapsed.

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Looking Deeper Into the Donor Period Comparison Report

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The Donor Period Comparison Report (available on FundRaiser Select and Professional) provides a powerful way to receive an overview of your donors’ giving over several set time periods. From monthly to quarterly, semi-annually, or yearly, this report allows you to see a list of all your donors (or just a selection) and the totals of their giving for each period. In one glance you can chart trends, view donors who haven’t given and even see percentage and dollar amounts of the increase or decrease in giving.

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Using Reports To Set Fund Raising Goals

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With the start of a new year, there’s a good chance that you’re already well into strategic planning for 2019. No doubt you have a list of goals to achieve such as a certain number or percentage increase in new donors, more consistent donor acquisition, and an increase in total giving or perhaps getting your major donors to increase their giving by a certain percent. No matter your goal, FundRaiser Software has reports which will help you track and reach these goals. 

Increasing the Overall Number of Donors and Prospects

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Using Merge Fields for a Special Touch in Letters

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What happens when saying thank you isn’t enough? Your donors love to receive acknowledgement of your gifts, and these letters often include the phrase (or something similar) “thank you for your generous donation”. And yet, there are times, especially in the case of major donors, when you want to say more. How do you handle it?

On every gift within FundRaiser, there’s a “Letter Notes for Merging” field. This field is designed for you to type additional notes which can be inserted into a letter, such as the thank you letter. In this way, you can type a personalized note that will appear on the letter and customize it for each gift.

You’ll find the “Letter Notes for Merging” field on the notes tab of the gift. This field differs from the “in house” notes, which will remain within the program and cannot be merged into a letter. The field provides unlimited space for you to type a personalized note, and while this isn’t designed to replace the thank you letter, it can certainly provide a way to share appreciation. I wrote about this field when I recently talked about auction gifts.

However, there may be times when you want to put an additional post script or personalized note in your appeal, end of year, or other correspondence. For example, if someone had been a volunteer at an event last year and you wanted to invite them back or even provide a welcome message when sending out a first appeal or welcome kit if someone signs up at an event, this field would provide a place to do so.

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New Organization? Creating Your First Thank You Letter

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When you’re new to using donor management software, one of the things you will do is create your first thank you letter. Even if you’ve been using the software for a while, you’ll probably create new letters, so a lot of what we’ll cover will apply to long-time users of the software as well. One of the biggest tasks of writing a thank you letter is deciding what to say. You want to strike a balance between conveying your organization’s mission and thanking the donor, while being personable, yet professional.

Within our software we provide a template to get you started. While we call this our “Generic Thank You Letter”, there certainly will be nothing generic about it once you’ve followed our lead. We provide the template, including automatically adding in merge fields for the gifts and the donor’s address. And more importantly, we provide pointers to give you an idea of what to write.

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Handling Holiday Auction Gifts

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Auctions are a popular part of holiday fundraising and festivities. People are often looking for gifts and a charitable donation while they’re marking off items on their holiday list creates a great way to raise funds and provide value to your donors. Auctions also provide a way for local businesses to promote themselves and do good in the local community. Once the auction is over, how do you enter in the money raised from the auction?

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Thank Your Donors With Pictures

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When creating your thank you letters, telling your donors about your mission helps to convey the appreciation you have for their gift, as well as the good work their gift will do. Showing them with a picture or two will provide a powerful reminder of the transformative nature of your organization’s work.

When including a picture in your correspondence, you want to choose one that conveys your mission and the work you do. Too many pictures will clutter the letter. A single picture in a thank you letter will provide a visual reminder to your donor and help them see that their donation has gone toward a good cause. I’ve seen this work very well in animal rescue or children’s organizations, where the picture completes a very personal thank you. For example, a picture of a cat and a message that, “Fluffy thanks you for your donation to keep her purring with good food and care.” will help bring home the thought that the donation went directly toward the organization’s mission.

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Making the Most of Donor Preferences

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As part of donor management, being able to mark your donors as inactive or deceased, or even making note of mailing preferences (email vs. paper mail, for example), plays an important role. Not only can good preference management save your organization money by moving more of your donors to email, but it can also ensure that you’re contacting the donors when and how they wish to be reached. Within FundRaiser Software, our preferences tab places all of this information in one handy location, as you can see in the following screenshot:

The Preferences Tabbed Page is broken down into four sections. The first involves mailings and gifts, with an option for excluding from general mailings (newsletters and appeal letters), sending end of year letters if that’s not done automatically by your organization, as well as not sending thank you letters (for frequent donors), and the ability to completely block the addition of gifts to a record (for deceased donors).

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3 Ways To Target Your Giving Tuesday Donors

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As we draw closer to Giving Tuesday, you may be thinking about how to make highly targeted appeals to your donors based on information like their giving history or other factors. Luckily, FundRaiser software makes it easy for you to select groups of donors and then send them correspondence based on your selections. Let’s look at three different ways you can target your Giving Tuesday prospective donors.

Based on past giving

A motivation code tracks what motivated your donors to give a specific gift. This could be an appeal letter, a campaign, an event, or the fact that they gave to Giving Tuesday last year. Perhaps you want to reach out to donors who haven’t yet given this year or ones who have lapsed. Use your criteria to target your communication directly to these donors.

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Three Tips for Managing Your FundRaiser Codes

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When you’ve used a database for any length of time it’s easy to become overwhelmed by the amount of codes you have. The power of codes is that they’re what the system uses to show you data. Too many, and you won’t know what information you can obtain or how you’ve coded your donors to get it. Just like we do “spring cleaning” at home, it’s a good idea once or twice a year, usually spring and fall, to do a review of the codes in your database. These three tips can help.

1.  Use the Code Listing Report (Reports > Code Listing) to see what you have

When running this report, check the box that says “show inactive codes” so you can see every code in your system. Then review the report to see what codes can be marked as inactive (or hidden) so that you don’t see them during day-to-day data input or if you have duplicate codes which need to be merged.

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Short take: Making Event Participants into Regular Donors

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 Your event was a smashing success and you raised a lot of money. After entering the participants into FundRaser, you might be wondering what the next steps are. How do you convert them to prospective, and hopefully future, donors?

First, make sure you’ve coded them as having been a participant at the event. This could be using the motivation code from their gift or ticket purchase to attend or even just a category code. If you have FundRaiser Professional, our Campaign Management Module is a great way to keep track of complex events and their participants.

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Solicitor Codes & Reports: Not Just For Major Donors

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When it comes to solicitors, most organizations think of them as something only major donors have, and if the organization works primarily in smaller dollar donations, then they might not use solicitors. However, solicitors are an excellent idea if you like to track your donors’ influencers. Our solicitor code and report will make it easy.

The Donor Solicitor Code can be found on both the Codes tab as well as the Name Details > Misc. tab and is traditionally thought of as a way to show which volunteer or board member is assigned to solicit, or encourage, donations from that particular donor. Because most organizations don’t have someone working with each and every donor, the donor solicitor code is often used only for major donors.

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Short take: Using Category Codes For Better Donor Targeting

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Most organizations deal with a range of donors and sometimes clients who may be interested in different things from your organization. A nonprofit healthcare clinic, for example, may have physicians and staff (even if they are all volunteers), patients, friends and family of patients, as well as those who simply wish to sponsor free or affordable healthcare.

Each group will respond differently to appeals. For example, patients may wish to “pay back” some of the care that was received. Friends and family may give so that those they care about continue to receive care, and sponsors may want to know how many people their dollars helped.

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Short Take: Tracking Commemorative Donations, Part 2: Period & Misc. Codes

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In the first blog about commemorative donations, I talked about how to use notes to document elements of the gifts such as inscriptions or even the specific reason for the gift. If your organization uses FundRaiser Professional, you have two additional tools at your disposal: Period and Miscellaneous codes.

These additional codes can be found on the “Edit Other” tab of your gift entry, right next to the information where you would note any non-tax deductible portions of the gift. FundRaiser doesn’t provide any sample codes for these two items, because they’re designed to be customized to meet the organization’s individual needs.

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Short Take: Tracking Commemorative Donations Part 1: Notes & Inscriptions

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Often when organizations undertake a building or other special project, they sell “bricks” with inscriptions as a way to quickly raise funds. These bricks or stones can also be inscribed with the names of major donors. Organizations need a way to not just recognize these donations, but also note the inscription if provided at the time of the donation or if they need to obtain it later.

While we often recommend codes such as a motivation or purpose code to mark such gifts, when it comes to inscriptions, you may need additional space. It’s also quite possible that your organization has set a specific motivation code, of which the bricks will be a part, so there’s a need to further designate those gifts. One way to do this is through the Gift Notes field in FundRaiser. When entering in the gift a specific phrase such as “BRICK” or “INSCRIPTION” could be placed in the notes field.

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Short Take: Variations on LYBUNT/SYBUNT

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As we move into the second half of the year, it’s a good time to start thinking about donors who have given last year, or even some year, but not yet this year. Built into the FundRaiser reports are options for LYBUNT (Last Year But Not This Year) and SYBUNT (Some Year But Not This Year). These are both great tools to determine donors who have given during your last calendar (or reporting year if it’s different) year, but not this one, and begin to extend your outreach to those individuals.

However, did you know that in our groupings options, we offer even more variations on the traditional LYBUNT/SYBUNT criteria?

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How FundRaiser Helps You Track Awareness Day FundRaising

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Nearly every day on the calendar, and certainly every month, has an Awareness Day attached to it. For example, did you know that not only is May Zombie Awareness month, but also Fibromyalgia and CF/ME Awareness month? Depending on the work your nonprofit does, awareness days, such as those related to families, children, or certain illnesses, can be excellent fundraising opportunities.

Not only is it important for organizations to use awareness days in their fundraising, but also to be able to track where those donors and gifts come from. FundRaiser Software will allow you to do so.

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Short Take: Get Reminded

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When you create a “tickle” or reminder in Fundraiser Software, it will show up on the Task List when the program opens if it is due, or overdue. However, with the release of 5.20, we have an even more visible way of being reminded. Now, when a tickle is due, a reminder will show in the upper right-hand corner of the program until the reminder is marked completed.

When you click on the reminder button, the task list will open and show you how many reminders you have outstanding.

Screenshot of task list reminder window
task list window 

 

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Short Take: Spare Fields for Follow Up

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A common question that I am asked is whether there a good way to track follow up within FundRaiser other than through the notes tab. You may want this when, as in the case of the American Rescue Workers highlight, you have donors that don’t make any commitments as concrete as a pledge or recurring gifts, but who do send in major gifts at least once a year.

Utilizing spare fields within FundRaiser to track this information is perfect. Spare fields are configurable fields within FundRaiser that you can customize to track the additional information that’s important to your organization and your donors.  FundRaiser Spark has 3 spare fields; FundRaiser Select has 5 of them; Professional has unlimited spare fields.

In FundRaiser Select and Spark, you’ll find the spare fields at the bottom of the Codes page. FundRaiser Professional has its own dedicated Spare Fields page.

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