Business Writing/Request for Donation

This isn't quite Charity Ride material so I figured I'd put it in OT.

I recently adopted a cat from a no-kill shelter. The shelter, when realizing where I work, wanted to know about the possibility of a donation for their annual fundraiser/ball. I am highly impressed by the organization and what all they do and while I wield absolutely NO corporate power, I did learn that my organization puts priority on donation requests from employees.

So, I need to write something up. It has to be on their letterhead (the non-profit's) but I need to write and submit it. There is a specific list of what my company is looking for (responsible financial management, diversity of community support, method for evaluating results, impact and success, etc.). The material that the charity always submits is generic and I am looking for something more personalized. I think the company wants that.

I guess my problem is I am more of a writer as opposed to a presenter. My challenges are:

Presenting this on letterhead from me but using them as the contact people. I have some ideas though...ie saying "I am proud to be representing xxx organization in requesting" or something of the sort.

Keeping it concise. There is so much information required but could it go to more than one page?

I don't want to write a novel. I'm thinking intro paragraph, bullet point facts and impact, what I'm requesting (have to be specific), what funds are used for, and tax-exempt status and contact info. Then maybe something very short in closing, something in my words.

Any ideas? There is so much knowledge on this site I'm sure somebody has been involved with corporate community involvement :D

Thank you! I want to do right by these people, they seem to be an incredible organization. If I can in any way help, I want to do it the right way!

Would it work to you personalizing it with a cover letter attached to their generic information?

If so, you could use bullet points to tell them:
- about why this is personal to you,
- the benefits to the community
- key statistics that are buried deeper in the generic info

Let your cover memo be a road map to the deeper information to the organzation's package of info.

This way, you could leave yourself as a contact (on your cover letter), but also defer to the organization's info for other contacts.

That's a good idea. I think they really short changed themselves, actually. I am finding out some of their community programs that aren't listed at all on their generic request!!! Their information packet is well designed but it isn't compelling, if that makes sense. Maybe I could do a "road map" cover letter and include what inspired me to support this organization. I could then mention things that aren't covered by theirs?

Thanks! I'm also trying to figure out writing style. Do examples showing diversity in community involvement mean that whoever reading will GET that it's diversity in community involvement? Or do I need to do the "hit over the head" style of: Examples of Diversity in Community Involvement include.....

I'm probably WAY overthinking this :D I'm in between quarters in school (business admin) and am used to being graded on things. I know this is the real world so I'm trying to bring what I know to this situation.

Quote:

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Originally Posted by teigyr

Or do I need to do the "hit over the head" style of: Examples of Diversity in Community Involvement include.....

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I don't know the committee composition, but I favor the "hit over the head" approach.

Why? Because:

• unless they have a strong conviction, these committees tend to consist of people who are busy,
• therefore, at best, they may "skim" the information before the meeting...
• so, they need help to get focused.

So:

• too many words are bad,
• but bullet points provide lots of "white space" on the page and tend to focus the reader attention and disposition.

PS: You can't overthink communication on these things...you only get one shot, so you have to be strategic. I encourage you to think of the readers and write with their perceptions in mind. Have someone unfamiliar with the organization read your package to see if they can get the vision you're trying to create.

I 2nd the idea of a cover letter with why YOU want it done, then a 'resume' attached.