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A Ministry Team Letter is the letter you send when connecting with a possible financial partner whom you can't have a one-on-one presentation with. For more information on regular communication with donors, see Prayer Letters - Tips. |
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Contents of the LetterWhen writing a ministry team letter, use the sample letter as your guide. The personal segments must obviously be rewritten, but many of the portions of the letter can be copied. Here is a list of items that all ministry team letters should include:
Letter writing notes
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Ministry team letter to someone you know.
- Acknowledge the person reading the letter (ask an open-ended question to draw them into the letter).
- Something personal about you (brief glimpse into your life).
- Something brief about how God led you to join staff with GCM, who GCM is, your ministry assignment and how your personal tasks/abilities will have an impact (your personal vision).
- Appreciation for them and their interest in GCM and you (acknowledge special gifts they may have given in the past).
- Transition into need—“Because of your interest, I wanted to write to see whether you’d like to have a part with GCM.”
- Specific need—what brought it about—“As you may know, part of my responsibility on staff with GCM is to help develop a financial ministry team for GCM.”
- How the need will be met—“While I’m here in Anytown, I’m meeting with interested individuals seeking to find those who would like to join with GCM as a part of a financial support team. But there are a few others, like you, I’m unable to visit with personally, so I’m writing to give you an opportunity to be involved.”
- Challenge—ASK specifically—“Will you prayerfully consider helping GCM at this time with a monthly commitment of $100, $50, or $35?”
- Indicate that you will be calling for their decision in about two to five days after they have received your information.
- Express appreciation and close.
- Include a P.S. “I look forward to talking with you.” The P.S. will probably be the first thing they read. It would be best to hand-write it.
Ministry team letter to someone you have never met.
- State how you got their name and why you’re writing them.
- Personal
- How I came to know Christ (in a nutshell).
- How I became acquainted with your ministry
- How God led you to become a missionary with Reliant
- Ministry
- Who is Reliant?
- My personal vision and responsibilities.
- How my ministry role fits in with the goals of my church and with Reliant
- The remainder of the letter would be similar to the letter to someone you do know.
Things to AvoidNever apologize Never apologize for writing or calling a person whom you wish to involve in helping meet a need. You are providing them with an opportunity to be involved in a spiritual ministry through their resources. Remember, the giver needs to give far more than any person or cause needs to receive a gift. “Not that I seek the gift itself, but I seek for the profit which increases to your account” (Philippians 4:17). When you apologize, you appear to be a beggar rather than a child of the King! Never ask for a general amount, with no time frame in which to take action. You should challenge people to give a specific gift, or at least give them a specific range. The specific challenge of $250, $100 or $50 or whatever amount is comfortable has been included in this material. Never ask for less than this challenge. If people want to support Reliant but can’t give at least $50, they will let you know and not be offended by your request. Never use abbreviations or slang without first explaining what you mean. The first time you use abbreviations like LT, MTD, etc, spell the words out completely. Be sure to explain what you mean by “life groups” or other unique terms. |
Examples
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