10 Fundraising Questions to Answer in Your Parent Letter

How to turn your letter into an easy-to-follow guide that prevents phone calls.

As a school fundraising volunteer or administrator, you know that the success of your fundraising campaigns depends on your ability to get your students' parents on board. Parents must understand what's expected of them and how they can best help their fundraiser succeed.

That's why sending a detailed letter home to parents explaining the basics of your fundraiser and how their children can participate is crucial. Without these letters, you'll probably be inundated with phone calls.

Instead, to make your life easier and proactively address concerned parents, you'll want to ensure everyone understands and follows the same procedure. Your parent letter should be an easy-to-follow guide that will answer frequently asked questions about your fundraising process.

With that in mind, here are ten questions you should answer in your parent fundraising letters.

1. What type of fundraiser is it?

First, you'll want to ensure parents know what students will sell. There are many kinds of fundraisers, and your parents will want to know how they will collect donations.

Product fundraisers are just what they sound like — they involve selling a product. Some product fundraisers are known as large shopping campaigns, usually featuring booklets or catalogs showing multiple products for sale. Other product fundraisers ask participants only to sell a single fundraising item and send out brochures that give more information about that product.

Fundraisers don't always sell a product. Fun runs and read-a-thons, for example, fundraise through entry fees, pledges, or donations rather than product sales. Each fundraiser, product versus donation-based, requires different efforts from parents, and letting them know how the fundraiser works ensures they are as prepared as possible.

2. What are we raising money for?

Your parents will want to know what the money raised will be used for and how the funds will benefit their children's education.

Let's say the basketball team's booster club is fundraising for an out-of-state game. Parents with children on the basketball team are the most likely to contribute heavily to the fundraising efforts. However, if they don't know what the campaign is raising money for, they may ignore it.

To reduce confusion, highlight the fundraiser's purpose at the top of the letter. Pointing out the goals for your fundraiser in the parent letter clarifies your intentions for parents and students.

3. How much are students being asked to raise?

Your parents will need to know your goals for the fundraiser so they know how much they need to sell. Settle a specific number that you'd like the fundraising campaign to reach. Then, approximate how much each student must raise to reach that goal.

Informing parents and students about the scale of the fundraiser will put everyone on the same page regarding how much fundraising should be done. Once parents know the fundraiser's goals and deadlines, they can better plan a fundraising strategy. Letting them know a specific number to reach increases the likelihood of your fundraiser succeeding.

To further motivate your fundraising participants, you may offer prizes for top fundraisers or tiered prizes for any participant who raises over certain amounts.

4. What forms do we need to fill out?

While order forms are usually the first ones that come to mind when we think of fundraising paperwork, your parents may also need to fill out forms and official documentation for their children to participate in the fundraiser. In the parent letter, clearly explain which forms are needed so parents don't miss any in the process of fundraising.

Some of the most common fundraisers that require additional forms are activity-based fundraisers like field days and fun runs. Physical activities like these often require waivers to ensure participants understand and accept liability for any risks associated with participating.

Some fundraisers involve in-school field trips and activities that require additional permissions. For example, something like a walk-a-thon during school hours at a different location warrants parental permission. For these campaigns, additional forms like permission slips might be required to get written permission from parents for students to participate.

5. How do we use the order form?

Let's say you're hosting a popcorn fundraiser at your school. Since popcorn is a product that comes in many different flavors and varieties, it requires an order form. Order forms can be confusing, especially when there are a lot of different product offerings.

In your parent letter, offer detailed instructions on how to fill out order forms properly. Try to address any potential snags or questions in the letter so parents and students don't encounter any order form roadblocks.

To ensure orders are processed correctly, ask students and parents to fill out all student information on the form and ensure all orders are readable. This way, students can earn credit for their fundraising efforts. There will also be fewer mistakes, meaning recipients will be more satisfied with their products.

6. How do we use online fundraising tools?

There are a variety of online fundraising platforms, and sometimes parents need direction on how to use them. 99Pledges' guide to fundraising platforms lists and explains the benefits of these online fundraising tools, ranging from social media platforms and programs designed to help teachers gather supplies. Understanding the options will allow you to choose the platform best for your school. Then, let parents know how to use the one you need for your fundraiser so that they are ready to get started once their child has the fundraising materials!

Online fundraising pages are much easier to keep track of — and harder to lose — than a sheet of paper. With many fundraisers, time is of the essence, so getting fundraising materials set up as soon as possible is important. Fundraisers like walk-a-thons or fun runs require students to gather pledges beforehand, so let your parents know how to record those pledges using the online system.

In your parent letter, you might offer a walk-through explanation of the technology and pictures, making it as easy for parents to get set up with the online forms.

7. Who do we make checks out to?

Even if you have an online fundraising option, many parents and donors may still prefer writing a check to give to the school. And the last thing you or your parents want to deal with is checks made to the wrong entity. Parents need to know exactly who checks should be made out to so they can relay that information to donors. In your parent letter, tell parents the exact name that should be inscribed on the check to ensure the fundraiser goes smoothly.

As you discuss how to handle checks in the mail, let parents know how to handle other money collection methods. Make a list of accepted donation methods and procedures for collecting these donations so funds stay organized.

8. How can we best support our students?

Sometimes, parents may feel a little lost about how to assist their student's fundraising efforts. Give them a nudge in the right direction by giving them a few ideas on supporting their child in the parent letter.

Support can come from a few different sources, and parents may want to do more than make a purchase or pledge. To start, parents can participate in the fundraiser themselves to contribute to the revenue their child earns. Parents can share the fundraiser with other people in their network to make a bigger impact, such as family members, coworkers, neighbors, and acquaintances.

9. When will the fundraiser end?

Informing parents of the deadline for the fundraiser means they can plan out a schedule for their fundraising efforts. Instruct parents to turn in completed order forms and money collection envelopes by a designated date to avoid late entries that slow the fundraiser's momentum.

In addition to letting parents know when the fundraiser will end, you may want to set a date to pick up sale items in the letter. This way, you can avoid receiving calls and emails about when items will arrive after parents place their orders. They can also answer questions about when products will be delivered, as other purchasers ask during the fundraising campaign.

10. What are the prizes and incentives?

Last, let parents know about any incentives that might encourage their students to help with fundraising.

Many schools offer fun prizes to the students or classes that raise the most during the fundraising campaign. Prizes for students may be like a lunch pizza party at school or a gift card for the local arcade. These prizes keep students excited and motivated to raise money.

To encourage parents to help out with their student's fundraisers, some schools offer incentives for parents who go above and beyond. If your campaign offers incentives that benefit the parents, highlight this in the parent letter. A gift card to the best local restaurant in your area pushes parents to put more effort into fundraising, further helping you reach your campaign goals.

Sending detailed, thoughtful parent letters about your fundraiser will catch most parents' common questions. Informing parents about expectations, timelines, and incentives can help you and your students reach their fundraising goals. After your campaign, send a follow-up thank-you letter to parents and donors to show your appreciation for their support and hard work.

Guest Author Bio

Brad Dowhaniuk is the co-founder of 99Pledges, which provides schools and teams with an easy-to-use, web-based fundraising solution to manage and drive success in Fun Runs, jog-a-thons, baseball hit-a-thons, and much more.