Sample Annual Fund Letter - Part 1 - The Letter

Someone recently asked me for a sample Annual Fund Letter; so here it is!

Annual Fund Letters go to individuals.  Unlike grant proposals they should be personal.  While we stuck to the bare bone facts in a grant proposal here it is completely appropriate to strive for an emotional response from the reader.

We remind the reader what we can accomplish with their help.  We say thank you for past or (hopefully) continues support.  We use phrases like "join us" with the goals we are working on to make the reader feel a part of and connected to the cause.

So below is an example (and one specifically for Year End Giving as we are entering that time of year).  In Part 2 and Part 3 we'll look what else you send with an Annual Fund Letter - a return form and the donor benefits.  And of course send a return envelope too! 

Name

Address

City, State Zip

Dear Salutation,

Last season the Philharmonic reached over 33,500 members of our community through concerts in the Warner Theatre, Youth Concerts, the summer concert series, and Heritage Festival on the bayfront, as well as engagements in Edinboro and Meadville.  As a donor, your generous gifts are essential to our ability to continue to provide quality artistic programming and community engagement initiatives in the tri-state region.    

The Philharmonic has a strong commitment to educational and community activities.  Examples are the annual presentation of two sell-out youth concerts that attract a total of 4,400 school-age children, the many activities of the Junior Philharmonic, and maintenance of a volunteer chorus.  

To aid in impacting the social and cultural fabric of Erie, the Philharmonic has invested effort into collaborative partnerships.  In the last year, thanks to your support, these have included:

• Participation in Orchestras Feeding America resulted in the collection of 1,000 pounds of food to benefit the Second Harvest Food Bank.  The orchestra partnered with the Erie Playhouse, Erie Art Museum, Lake Erie Ballet, expERIEnce Children’s Museum, Eriez Magnetics, WQLN, the Montessori Regional Charter School, and Vernondale Elementary to collect food.
• Erie Downtown Arts & Culture Coalition partnerships included incorporating the Erie County Historical Society’s Planetarium in Mozart’s “Jupiter” concert, holding post-concert parties at both the expERIEnce Children’s Museum and Dafmark Dance Theatre, featuring Erie Playhouse performers on stage with our Youth Concerts and the James Bond Pops Concert.
• Partnerships were developed with the United Way; Multicultural Community Resource Center; Martin Luther King, Jr. Center; News Papers in Education; and the Sight Center each supporting various concerts.
• Through our Send-A-Senior Program, over 250 tickets were donated to senior citizens who could not otherwise afford to attend a concert. 
• Over 30 visits were made by Daniel Meyer to area senior living centers, schools, and service organizations.

The Philharmonic has been dedicated to enhancing life in the Erie region for the past 99 years and intends to for many, many years to come. 

More than 25% of our annual budget comes from the Phil’s Annual Fund Appeal and enables us to complete our mission: to strengthen the community by providing high quality, live orchestra programs to people of all ages across the region.  We truly hope that you will consider supporting the work of the Erie Philharmonic with a donation that will allow us to continue and expand the many ways we touch our region.  We also hope you will consider an additional donation toward our 100^th Anniversary Campaign.  Donations of all sizes make a huge impact in our ability to grow our activities and to celebrate our successes together.

Daniel and I thank you for your support as we look forward to a fantastic 99^th season and the growing excitement of our upcoming 100^th Anniversary!

 (real signature if possible here)

Audrey J. Szychulski

Executive Director