"Record your vision--inscribe it into tablets so that you may share it with others; pray; and allow God bring it to pass" (Habakkuk 2:2-3, etc). . . The document below is on each of the Samples Manuals. If you send us an e-mail requesting it, we will reply to your e-mail with this document electronically in either WordPerfect OR MS Word. The rationale and argument of its' design is explained in the workshop, on the video, AND in the Workshop. Please use it correctly--don't mass mail proposals, don't lead with them, NEVER submit "cold call proposals" without a follow-up plan (all a part of the video and workshop, too).
Each of the Sample Manuals have "templates" and several topic-specific samples on them for you to utilize in cutting-and-pasting your document together. For More information, please go to the "Products Page" and see the listing of Samples Manuals.
Preparing your written document is simple: Try the discipline of preparing a written document following the template. . . Remember, be consistent with specifications. Bob recommends:
--Times New Roman font
--11 pt font (16 pt headings at top of page)
--.9 line spacing
--.8 margins all the way around the page
--left justified only (exccept Page Headings which are center top of page)
--body of explanation indented .3 inch from left justification subheadings
--Page numbered bottom center starting with Summary Page as Page -1-
--First page of cover letter on organizational letterhead ONLY and remaining pages on matching paper.
The largest proportion of annual giving is in the first- and fourth-quarter of the year (62% in the first- and 16% in the fourth-quarter). Don't put it off--get ready to receive and engage!
There are a number of fatal flaws and/or terminal errors:
- Never fold your proposal.
- Never send it out with your pages NOT numbered.
- Never "mass mail" or send out many. Only send out 6 or 7 the first month and only 2 or 3 each additional month always doing the follow-up and follow-through.
- ALWAYS send out thank yous for time on the phone, any consideration (in person, on phone, etc) as well as for rejections and approvals. Guidelines for this is in the Artful Askers Workbook.
- Follow writing guidelines in the workbook and remember 36% of the receptiveness and success is format--the other 64% is content.
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Here's a sample template. If you wish to receive this document in an MSWord electronic file, please send an e-mail to bob@artfulaskers.com and simply ask for it: [First Page of Cover Letter ON ORGANIZATION LETTERHEAD]
February 16, 2006 (current date)
Mr. Bob Vickers, Executive Director
The Robert J. Vickers Foundation
P.O. Box 1225
Warrensburg, MO 64093
Dear Mr. Vickers: (NEVER use, "Dear Sir or Madam," "To Whom it May Concern," etc.)
Greetings! [Utilize the opening paragraph or two to connect the relationship, first- or second-generational connections and relationships, geographic ties, and/or field of interests. . . Make the connections with the reader through people, places, or interests.]
Then, lead into your standard introduction, hook, and letter. . . We want to end up with a 1 ½ page cover letter–these two sheets of paper, are NOT numbered!
Start with a connecting paragraph or two, then a quote/hook, and your letter
--Greeting and opening paragraph
--Hook
--History/brief abstract/statement of problem and consequences
--A one sentence paragraph: “[we] were created to meet the needs of this group of people.”
--Results and effect finish the page: Then, Strategic Plan (usually to start the second page of the cover letter)
--Invitation to review your document and join with you
--Expression of gratefulness for their consideration and what they are doing
--Closing
Overall, remember you are the expert in your field–we want to make this:
–compelling –convincing –concise
–Never fold
–Never double-side the pages
–Never send it out with the pages NOT numbered! (ALWAYS NUMBER YOUR PAGES!)
–Lead with yourself, NOT your proposal. . .
Use the written piece as a supporting document! And, remember. . .
25 % of the effectiveness of process is the written piece!
25 % of the effectiveness of process is the research and utilization of info!
50 % of the effectiveness of process is building relationship through follow up!
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[Page 2 of cover letter starts here but Cover Letter pages not numbered]
Your strategic plan starts the second piece of paper in the cover letter. . . 1/2 page max!
You can help make and sustain these plans to reality. We are currently in need of reaching the next level–and we are excited about the partnering together with funders to get where God has called us to be.
We need help. We need your help. Please review the enclosed proposal and support this vitally needed work. I am respectfully submitting it for your consideration. If you need additional information, or if I can answer any questions, please call me at (660) 747-6390 in my office or on my cell phone at (660) 747-1111.
We would greatly appreciate your financial support of the work. The harvest is ripe and the laborers are busy reaping and asking for help. Now is the time to invest in and leverage resources into empowering evangelization. People need help. We need help to help them. Thank you very much for your consideration. I am excited about establishing a partnership with you that will bear much fruit for the Kingdom!
Respectfully submitted,
Benjamin James, Executive Director
Artful Askers, Incorporated
Enclosure
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[Page 3 of written document starts here and will be numbered Page -1-]
Your Organization Name
Summary Page
Organizational Mission and Vision Statements:
____ exists to. . . (25 to 40 words or less in Mission Statement which tells what you do and why you exist. . .)
_____'s vision is to (Max of 3-4 sentences on Vision--Your Vision is the bigger picture that you will never actually accomplish.)
Project Description and Mission Statement:
(3 or 4 sentence MAX–don’t have this section if you are asking for general operating support)
Target Market and Geographic Area Served:
(1 paragraph: demographic, geographic, ethnographic, descriptive info that tells them "I KNOW my audience that I serve!")
You are the expert. . .
Organizational Description:
___ is a 501(c)(3) nonprofit organization founded in the State of Missouri in 1994. We are governed by a Board of Directors of seven (See Page 6). See attached IRS Department of Treasury Determination Letter.
Primary Contact:
Mr. Benjamin James, Executive Director (660) 747-6390, Voice
Your Organization Name (660) 111-1111, Cell
P.O. Box 1225 e-mail: bob@artfulaskers.com
Warrensburg, MO 64093 Web site: www.artfulaskers.com
Financial Request and Purpose:
[start with 2 or 3 sentences]
The needs of an expanding organization like ours are substantial. Our current and immediate needs are such that we are asking you for a grant of $ 35,000 (or any portion thereof) toward our general operating budget (see Organizational Budget on Page 5). TOTAL AMOUNT REQUESTED: $ 35,000
Evaluation and Accountability:
The progress and effectiveness of ___ will be determined by ongoing analysis and oversight of staff, Advisors, and Board of Directors. Because we are committed to integrity, we are willing to complete any reasonable evaluative measure that you request. all of this must be on one page MAX!
Page -1-
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[Page 4 of written document will be here numbered Page -2-]
Your Organization Name
Proposal
The Need:
(or Statement of the Problem all in ½ to 3/4 page MAX).
You are the expert so give a convincing, compelling, and concise presentation of the problem and effect on your community/society. Indent with a hard indent and maintain all paragraphs and sentences to be left-justified throughout all the subheadings and the document.
They don’t want to know all that you know–but they want to know that you know it.
The Solution to the Problem:
(What is your strategic plan in ½ to 3/4 page MAX).
Yada
yada
yada
Page -2-
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[Page 5 of written document will be here numbered Page -3-]
Our Strategic Plan to Meet the Need:
(1/4 to ½ page MAX).
Goals/Measurable Outcomes:
(½ to 3/4 page MAX).
Organizational History:
(4 to 6 sentences)
Budget Summary and Plan:
(2 or 3 sentences)
Timing:
This program is ongoing and in process at this time. The only barrier to expansion to fullest is financial.
Page -3-
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[Page 6 of written document will be here numbered Page -4-]
Your Organization Name
Budget
(in thousands) 10 or 12 categories MAX!!!
2004 2005
I. Staff Salaries, Wages, and Benefits 63.5 81.5
II. Office Space and Utilities 13.0 15.5
III. _____________ 10.0 11.5
IV. Supplies and Materials 10.0 11.5
V. Travel and Conferences 10.0 11.5
VI. Mentoring Program for Single Moms 10.0 11.5
VII. _____________ 10.0 11.5
VIII. Other Miscellaneous: 8.0 3.5
TOTAL: $ 170.5 $ 243.5
Note: Fiscal year equals calendar year - January 1 to December 31.
Summary:
You can offer us tremendous help as we begin this new plan.
Yada
Yada
Yada
We are very open to any evaluation, input, or ideas you are willing to give, and would be very excited to work toward an ongoing partnership. We are eager to discuss this proposal with you and stand ready to provide any additional information which will assist you in your decision-making. Thank you.
Page -4-
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[Page 7 of written document will be here numbered Page -5-]
(Hard return down 8-10 spaces--this is called the Attachment seperator page)
Your Organization Name Goes Here
ATTACHMENTS
I. Leadership and Board of Directors
II. Additional Organizational Information
III. Brochure
IV. Letters of Support and Endorsement
V. 501 (c)(3) I.R.S. Department of Treasury Determination Letter
(Have this page and BE CERTAIN all items follow as indicated. . .)
Page -5-
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[Page 8 of written document will be here numbered Page -6-]
Your Organziation Name
Leadership and Board of Directors
Executive Director: (following this template)
Mr. Benjamin James, Executive Director
Artful Askers (660) 747-6390, Voice
P. O. Box 1225 e-mail: bob@artfulaskers.com
Warrensburg, MO 64093 Web site: artfulaskers.com
Advisory Board Occupation City, State
The Honorable John Ashcroft U. S. Senator Washington, District of Columbia
Judge Judy Circuit Court Judge Redlands, California
Dr. Allison Vickers High School Principal Warrensburg, Missouri
Rev. Bob Vickers Pastor Branson, Missouri
_________________ ____ ____
_________________ ____ ____
Board Members:
Mr. Robert J. Vickers, President and CEO Ms. Allison Glenne, Retired Director
Artful Askers Southwestern Bell
PO Box 1225 PO Box 1225
Warrensburg, MO 64093 Warrensburg, MO 64093
(660) 747-6390 (660) 747-6390
Dr. Benjamin James, Physician Mrs. Audrey Briande, Attorney and CPA
Western MO Medical Center Jones and Jones and Jones and Jones
PO Box 1225 PO Box 1225
Warrensburg, MO 64093 Warrensburg, MO 64093
(660) 747-6390 (660) 747-6390
Mr. Andrew Emerson, Vice President Mrs. Connie S. Vickers, Admin. Assistant
DOW Chemical Vickers Household
PO Box 1225 PO Box 1225
Warrensburg, MO 64093 Warrensburg, MO 64093
(660) 747-6390 (660) 747-6390
Mr. Robert J. Vickers, Chief Cook
Vickers Household
PO Box 1225
Warrensburg, MO 64093
(660) 747-6390
(This is a “Network Building,” Relationship Page)
Page -6-
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[Page 9 of written document will be here numbered Page -7-]
Your Organization Name
Additional Organizational Information
Answer 5 or so of these to reflect the character of your organization but ONE PAGE MAX!
Our vision of what could happen if this project were funded:
shows vision
Some of the difficult organizational problems we have overcome:
we appreciate and embrace adversity
Some of the opportunities that we have taken advantage of:
we watch for and utilize opportunity
Developing staff and volunteers:
we value people
Ways in which we have taken advantage of technological developments:
we understand the importance of technology
Other organizations and some of what we are doing to relate to them:
we value and appreciate differences
Our plan for future funding:
we are thinking ahead and won’t depend on you
Our long-term goals:
we are in this for the long haul
Our specific measurable short-term objectives (measurable at the end of the first year):
we are realistic and will evaluate our progress
To achieve these goals we are planning the following specific activities:
we have a plan to accomplish our goals
Page -7-
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OTHER ATTACHMENTS WOULD FOLLOW BUT NOT BE NUMBERED:
--brochure
--letters of endorsement and support (guidelines for these are in the workbook)
--501 (c)(3) determination letter (always will be the last)
--ALL pages stapled in the upper left hand corner EXCEPT the cover letter pages and Summary Page. The cover letter and Summary Pages will be paper-clipped to the stapled packet either on the top OR the side--depending upon the way in which it is mailed. I suggest that it be mailed in a USPO Priority Mail envelope available FREE at the Post Office. Although it costs $4.05 each to mail, it will be delivered anywhere in the United States in 3 days or less and "says" a lot about how you value the enclosure. I suggest that you mail ONLY 6 or 8 the first month and no more than 2 or 3 each month thereafter all the while doing your follow-ups, thank yous, and other communications.
Remember, 62% of all philanthropy takes place in the first quarter of the year! BUT you must develop the relationship throughout!
Interested in seeing how other organizations in your industry represented themselves through a proposal? The Samples Manual were written just for you--to help you present yourself by cutting-and-pasting from the best of the best, tweaking it to reflect YOUR organization, and presenting a document in as little as a few hours! Sixteen different Samples Manuals, too! Click Here to see the Samples Manuals and other products that can help you!
