FRCMem/Cookbook instructions for thank-you's

= Preparing Thank-you’s =

What to do
A mention of "Large" on the Thank-You List means a donation of $50 or over. No mention (blank) means a regular donation of less than $50.

The Exception: Donate-a-Day Thank-you's (Not a Bad Dream)
(Code all Donate-a-Day donations as "Large"?????????)

Note:You might not want to leave these letters for volunteers helping out as it gets a little confusing!


 * Donate-a-Day donors get a Donate-a-Day thank-you letter and all Donate-a-Day donors get a Donate-a-Day thank-you card. They are renewed only if their membership will expire within 3 months or if they write on the Donate-a-Day coupon that they want their membership renewed.
 * If they specifically ask that their membership be renewed, don't send them both renewal and Donate-a-Day thank-you's. Send them Donate-a-Day thank-you's and acknowledge their request by simply adding extra script to their Donate-a-Day form letter like "Thank you very much. Your membership has been renewed as requested".
 * Large renewals get renewal thank-you's unless they specifically indicate on the renewal coupon that it is a donation for the Donate-a-Day campaign.
 * In that case, enter their donation as a Donate-a-Day and send them Donate-a-Day thank-you's but acknowledge their renewal by simply adding extra script to their Donate-a-Day form letter like "Thank you for your generous donation. Your membership has been renewed".

What to do: Thank-you Cards

 * On Shelf 20 you’ll find the MemRecs binder in the "Membership" Box, and the thank you cards and envelopes in the "Thank You Box".
 * On the reception desk you’ll find the PERC address stamp, ink pad, and pens.
 * Go to Tab 1 of the binder. There will be a series of lists of donors, with corresponding tax receipts and mailing labels.
 * Find the oldest (least recent) list, and locate the donations of Size "Large". Choose a name and write your initials in the square marked "Card".
 * Take a card and write a thank you to the donor in your own words. Here is an example:
 * "Thank you very much for your generous donation.  At the PERC we work had to make a real difference—a difference that begins in the community.  Your support is a critical part of our work.  We can’t do it without you.  Thank you."
 * Write the donor’s name and address (found on the list) on an envelope. Stamp the envelope with the PERC return address.
 * Place the card in the envelope and seal the envelope.
 * Repeat until the cards for all "Large" size donors on the list are completed.
 * Place the envelopes in the Treasurer’s box (#39).

What to do: Thank-you Letters

 * There are four categories of donations that need letters. Form letters and the corresponding instructions for each category of donation are found in individual clearly identified envelopes in the "Thank You Box":


 * Choose a name and address from the list, determine its category, and write your initials in the square marked "Letter".
 * Take a copy of the form letter and corresponding instructions for that category of thank-you from the individual clearly identified envelope in the "Thank You Box" and refer to the instructions to complete the letter.
 * Prepare an envelope for mailing.
 * If you are not using a new envelope, do the following, as applicable:
 * Cover the former mailing address with a mailing label (if any of the former address is still visible, cross it out with felt marker).
 * Cross out the former return address with felt marker and stamp the envelope with the PERC return address.
 * Fold the form letter and insert in envelope. Do not seal.
 * Repeat until the letters for all the donors on the list are completed.
 * Once you are done, take the tax receipts corresponding to these donors (attached to the list in the MemRecs binder) and fold them around the envelopes.
 * Place all the unsealed envelopes, with the tax receipts, in the Treasurer’s Box (# 39).

What to do: Completed List

 * Once every "Large" donor on a list has received a card, and all donors have received their letters, take the list and put it at Tab 2, "Lists for next PEN".