With Your Campaign Over, It's Time to Collect Those Pledges
By John Killoran
While understanding how to collect pledges can be tricky, some proper planning and preparation ahead of time will make it much simpler. The following will help.
1. Use The Right Tools from the StartUsing the right online or mobile pledge tools can make a huge difference in the final collections process, because theyll cut out half the work. You can do this by automating data collection and reporting to your database, or by providing your supporters easy donation completion options.
The first is fairly self-evident. Ensure that all your campaign data, including the supporters name, contact information, and amount pledged, is cleanly reported and organized in a single location. This practice alone can dramatically streamline an otherwise chaotic collections process.
The second way in which your pledge tools can make it easier to collect pledges relates to user experience. Providing your donors more options is a smart idea, but only when those options dont get in the way. Securing their pledge of support is the top priority.
2. Immediately Send Thank You MessagesDuring your pledge campaign, prioritize (or automate) sending confirmation thank you messages to each supporter who submits a pledge. Be sure to include their contact information and pledge amount for verification.
This should be done within 48 hours or less following their pledge submission, although the right fundraising software will help you easily automate the process to send immediate confirmations.
Another crucial piece of information to include is the donation deadline for your campaign. As you familiarize yourself with how to collect pledges, never overlook this step. Forgetting to clearly state a deadline for paying pledges can have a major impact on the success of your pledge drive. Include simple instructions for completing the payment with your online donation form or using your mobile tools. Be sure to mention other ways that they can submit their donation, too, like via mailed check.
3. Automate a Catch-All Reminder MessageNext, ensure that your fundraising software is configured to send automatic reminders to supporters with unfulfilled pledges. Choose a date about a week ahead of the final deadline.
Ideally, your pledge tool should be a part of a larger fundraising software suite. If not, make sure that your pledge drive data has been properly reported to your CRM or other donor database. From there you should be able to build a mailing list or set up automated email messaging.
4. Compose Personal Follow-Up EmailsTarget this next round of reminder messages to unresponsive, unfulfilled pledges about a week after the official deadline has passed. Take the time to write personalized emails to catch the attention of your supporters. Heres the kind of tone you might want to strike: We havent received your donation yet, so we just want to make sure that it hasnt gotten buried in an inbox or lost in the mail.
Depending on the size of your campaign, you may choose to automate this process. In any case, make sure that the emails contain the supporters name, the pledge amount, very clear instructions and links for completing the donation online, and a mailing address to send a check.
5. Send Your Final RemindersHopefully by this time youve only got a handful of unfulfilled pledges left. Every bit of support counts, so dont give up just yet.
Send a few more rounds of reminders beginning about two weeks to a month after your deadline has passed. Adjust this timeframe to better reflect the scope of your pledge campaign and the size of the unfulfilled pledge in question.
Choosing how to collect pledges at these last stages can be tricky, but dont worry about seeming too assertive. After all, your mission matters! Heres how you might do it:
6. Analyze Results and Review How to Collect PledgesWhile unfulfilled pledges arent unusual, they represent a major learning opportunity for you and your team. A small portion of unfulfilled pledges in any given drive are normal, but pay close attention to make sure that proportion doesnt grow too large. If it does, that could indicate a major issue at some point in your campaign process, like one of these: