When Should You Re-Send an Email Invite to a Fundraiser?
Sending a follow-up email for a fundraiser is crucial for maximizing attendance and donations. But timing is key. Sending too many emails can annoy potential attendees, while sending too few can mean missed opportunities. Let's explore the optimal times to re-send that invitation.
How long should you wait before sending a reminder email?
This depends heavily on the event's proximity and your initial communication strategy. There's no one-size-fits-all answer, but here's a guideline:
-
3-5 days after the initial invitation: This is a good time to send a friendly reminder email. This email should be shorter and more concise than the initial invitation and focus on a specific benefit of attending. For example, highlight a special guest speaker or a compelling story from a beneficiary.
-
1-2 days before the event: A final reminder is essential. This email should include all essential details: date, time, location (or virtual link), RSVP information, and a clear call to action.
What if someone hasn't responded? Should I follow up again?
Yes, particularly if the event is important and attendance/donations are crucial to your organization's success. Consider:
-
A personal phone call: For major donors or VIPs, a personalized phone call is more effective than email. A brief, friendly check-in can significantly improve response rates.
-
A tailored email: If you have information about the recipient's interests or previous engagement with your organization, use it to personalize your follow-up.
What should I include in the reminder emails?
Your reminder emails should be brief, focused, and impactful. Here’s what to include:
-
A clear subject line: Make it easy to identify the email as a reminder. Avoid generic subjects like "Reminder!" Try something more engaging like, "Don't Miss Out: [Fundraiser Name] This [Day of the Week]!"
-
Reiterate the event details: Date, time, location (or virtual link), and a brief description of the event.
-
A strong call to action: Make it easy for recipients to RSVP or donate. Use clear, concise language like "RSVP Today!" or "Donate Now."
-
Highlight a compelling reason to attend: Emphasize the impact of donations or the unique aspects of the event.
What if I've sent multiple reminders and still haven't received a response?
Don't be discouraged. Not everyone will be able to attend or donate. However, you can still try reaching out one last time via a phone call if it's a high-value contact or leave it and focus on next steps.
How many reminder emails are too many?
More than three reminders might seem excessive. Focus on quality over quantity – rather than multiple emails, consider other ways to reach out.
By employing a strategic email reminder approach, you can maximize your fundraiser's success and engage a wider audience. Remember to always personalize your messages, track your results, and adjust your strategy accordingly.
