I serve on the board of another nonprofit here in Indianapolis.  We were soliciting proposals from marketing firms to help us sharpen our focus and reintroduce our brand after a significant change in programing.  One firm sent us a folder with the following in the cover letter:

“We’re currently reviewing ********’s request for services to ensure we don’t have any business conflicts to be concerned about. Assuming not, we would look forward to the opportunity to meet with you and your Executive Committee to further discuss your needs and how we might best help you get to the next level.”

Why bother sending the package? Why not figure out the answer to that first before writing the letter? Why waste my time if you can’t work with me and why waste the time to write it if you can’t work with the customer? This is the equivalent to landing on a “page under construction” message on somebody’s website.

Sadly, this was from a well known firm and written by a Vice President. Keep this in mind when crafting letters to sponsors, donors, and volunteers.  Respect their time and do your homework first.