Donor Correspondence Management Template

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Maintaining good relationships with donors is crucial in the non-profit sector. This template helps you manage all donor correspondence effectively, ensuring no messages are missed and every donor feels valued.

From setting up a tracking system to sending thank you letters and conducting regular reviews, this template provides a comprehensive guide to streamline your donor communication process.

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Donor Correspondence Management for Priority Matrix

Donor Correspondence Management in Priority Matrix

Manage donor correspondence efficiently to maintain strong relationships and ensure timely responses.

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Proposed Tasks

Urgent and Important

  • Task 1 Due in 1 Day: Set up a Correspondence Tracking System
    ☐ Research the best tracking systems ☐ Choose a system ☐ Implement the system
  • Task 2 Due in 3 Days: Categorize Current Donor Correspondence
    ☐ Collect all existing donor correspondence ☐ Sort correspondence by importance and urgency ☐ Input correspondence into tracking system
  • Task 8 Due in 6 Weeks: Send Thank You Letters to Donors
    ☐ Compile a list of donors ☐ Use a template to draft letters ☐ Send letters
  • Task 9 Due in 7 Weeks: Review Correspondence for the Past Month
    ☐ Identify any missed correspondence ☐ Respond to missed correspondence ☐ Adjust system if necessary

Important, Not Urgent

  • Task 3 Due in 1 Week: Draft Standardized Response Templates
    ☐ Identify common themes in correspondence ☐ Create response templates for these themes ☐ Input templates into the tracking system
  • Task 4 Due in 2 Weeks: Train Staff on the Correspondence Tracking System
    ☐ Create a training guide ☐ Hold a training session ☐ Ensure all staff are comfortable with the system
  • Task 5 Due in 3 Weeks: Implement a Regular Review Process
    ☐ Decide on a review frequency ☐ Set reminders for reviews ☐ Conduct first review
  • Task 10 Due in 2 Months: Send Out a Donor Survey
    ☐ Compile a list of donors ☐ Draft a survey ☐ Send out the survey

Urgent, Not Important

  • Task 6 Due in 1 Month: Review Response Templates
    ☐ Collect feedback on templates ☐ Adjust templates as necessary
  • Task 7 Due in 5 Weeks: Check in with Staff
    ☐ Ask for staff feedback on the system ☐ Make any necessary adjustments