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Part 2 - Tool-Kit for Nonprofits Working with Ambassadors


Congratulations for joining the GivingWay Ambassador program!

Your involvement in the process is key to its success.


To help you help your ambassadors succeed in their fundraising effort, we created this short guide with tips on good communication with your ambassadors, along with templates and examples to make this as easy as possible for you!



Good Communication with GivingWay Ambassadors


Part 2 - Email Templates


While we recommend connecting with your ambassadors in several ways such as phone calls, WhatsApp, social media and more, the easiest way to communicate in terms of hour differences, language barriers and organization of the information is by email.


Be sure to send out these 8 types of emails to your ambassadors:



1. Welcome Email


The welcome email lets your ambassadors know, that they are noticed and needed. The email also confirms that your organization is real, that this project is real and it is supposed to give them the assurance and motivation to want to begin and take part in the project.


Below is an example of an introduction email that can be sent to an ambassador the moment they create a fundraiser. Notice that the email is short and not overwhelming, it's just an initial email to start a conversation.


Welcome Email Example
Welcome Email Example. Click to expand.

To download an editable version of this email, click below.

welcome email template
.docx
Download DOCX • 13KB


2. First donation Email


This email is sent to your ambassadors when they manage to receive their first donation. The goal of the email is to let the ambassadors feel that (a) you are noticing the results of their hard work, and that (b) that their is a whole team behind them, supporting them and counting on them. Ultimately, it is supposed to motivate your ambassadors to want to continue and succeed even more.


Notice that the email doesn't have to be fancy or long, it just has to feel personal.


Welcome Email Example.
First donation email example, click to expand

To download an editable version of this email, click below.

1st donation template
.docx
Download DOCX • 13KB


3. Follow up email


Follow up emails are your way to keep in touch with your ambassadors to ensure that they are still engaged with your mission. You should send a follow up email every 1-2 weeks if no other communication was made.


A follow up is a great opportunity for you to show your interest in your ambassador and also to help them get to know the organization better. It also allows the ambassadors to raise any difficulties they might be having and can give them the opportunity to ask for your advice.


Organizations that follow up with their ambassadors are likely to keep them active for a longer time.


The content of the follow up emails varies and can be very short & casual. Here are some examples:



Example 1:


Hey Jessica,


How are you. Just wanted to check up on you and see how everything is going?


Yours,

Robert



Example 2:



Hey Jessica,


Our team just wanted to say hello and thank you for your amazing job!

Check out this short video we prepared for you!


Robert


(video can show the team waving and saying 'Hi Jessica')


Example 3:


Hey Jessica,


Hope you are well!

Did you know that our campaign has already reached 73% of it’s goal! That’s incredible! I feel like we are going to reach it really soon, and it has to do a lot with your effort, so keep up the great work!


Robert



Example 4:


Hey Jessica,


Sending you some adorable photos we took today of the whales, aren’t they the most amazing creatures?? The one on the left is Tina, I think you are going to love her, she is the friendliest! I hope you come visit us one day.


Yours,

Robert




4. Special Occasions


Make sure to take the time to make your ambassadors feel appreciated by celebrating special occasions with them. As you get to know them be sure to write down in your calendar, their birthday, the date they started working with you and holidays they celebrate.


When the date arrives send them a nice card or even give them a call to wish them a nice day.


Tip: Try making a really personalized card by hand writing it, and sending it via real mail. There's nothing more exciting than getting an envelope to your mail box (and realizing it's not a facility bill).



5. Goal Reached


If your ambassadors reached the goal they set out to reach, that calls for a celebration. Send them an email congratulating them and thanking them.


Do not take their success for granted. If an ambassador reached their goal it means they are hard working and very good at it. See if you can leverage their success into further help.


EMail example for goal being reached
Goal Reached Email. Click to expand.

To download an editable version of this email, click below.

reached goal templae
.docx
Download DOCX • 261KB


6. Help Needed Email


If you feel that your ambassadors are a good addition to your team, don't hesitate to ask them for more help.


As you get to know your ambassador on a personal level, you can learn about their interests, their capabilities and their motivations. Even though ambassadors signed up to help you in your fundraising efforts, perhaps after they've gotten to know your organization they would be willing to help out in other aspects as well.


When the time feels right, think about sending them a request to help you out in things like: Maintaining the website, managing your social networks accounts, creating content for you, volunteering online and more. You can also ask them if their friends might be willing to become ambassadors for your organization.


Example of email asking for more help
Example of email asking for more help. Click to expand

7. Inactive Email


Being an ambassador is not an easy job. When they're not fundraising for you, ambassadors have a full time job as students as well as other extra curricular activities. At one point or another, whether it's after they succeeded in raising money or not, most ambassadors will want to end their role.


If you see your ambassador's activity is in a decline, it is up to you to reverse the situation. Try understanding what's causing this. Is it because the ambassadors feel unsuccessful, perhaps they feel unappreciated, or maybe they just need a motivation boost.



Email example to an inactive ambassador
Email example to an inactive ambassador. Click to expand.

To download an editable version of this email, click below.

inactive 1
.docx
Download DOCX • 13KB

If your attempt to reactive your ambassador isn't fruitful, you can try to offer them a different way to help you. Perhaps they had enough of fundraising but they are willing to volunteer online or help you recruit volunteers.


8. Goodbye Email


When the time comes and your ambassadors express their intention to stop working together be sure to always - always - always end the communication in good terms. Express your gratitude for the time they have spent trying to help you, tell them how much they made an impact and that you hope you will cross paths again in the future. Be sure to offer them an official thank you letter or recommendation letter for their future endeavors, and send them a personal thank you letter too.


Even after you stop working together with your ambassador, add them to your contact list of supporters. Keep them updated with regular newsletters and don't forget to continue sending personalized emails on special occasions.


While your ambassador has stopped working actively for you, by create a strong bond with them, they might remain an unofficial ambassador for your organization forever, speaking kindly about you, spreading awareness and sending donors your way.



Goodbye Email - Example
Goodbye Email - Example. Click to expand.

To download an editable version of this email, click below.


goodbye email template
.docx
Download DOCX • 13KB

Conclusion


Sending out these different emails at different time intervals should let your ambassador feel included, thought of and needed and will increase their effort and hopefully their results.


Continue to Part 3: Examples - showing appreciation


Looking for more volunteers for your nonprofit? Checkout Volunteering Online & Around the World, GivingWay’s Facebook group for helping volunteers and nonprofit organizations connect. Join & post about volunteering opportunities within your nonprofit!

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