Newsletters: An Overview

1. Newsletters: An Overview CAP University Archdiocese of Hartford

2. Newsletters • An effective tool to describe your mission and vision • A communication and cultivation tool that enables your constituents to feel more educated about and become more involved with your organization • A mechanism to share good news, ongoing activities, upcoming events and updates • A means in which to gather additional information (home address, email addresses, occupation, marital status, etc) from constituents • An opportunity to fundraise (via “soft asks”, reminders and event revenue) • An opportunity to acknowledge donors (via an “annual report”) • Should be sent to alumni, current parents, past parents, grandparents (if applicable) and friends of your school

3. Suggestions to be included • A message from the principal and/or pastor • To include news from the school, positive progress, updates, etc. • Information on upcoming events (e.g. “Save the Date”) • Results and PICTURES from past events • Honoree “Spotlight” to highlight the good works of a donor or volunteer – an opportunity to THANK those who help your school • Alumni updates and news section • A return mechanism that allow the constituent to update contact information and send it back to the school

4. Sample Messages • Did you know that St. Mary’s School is now on Facebook? Please go to our website (www.stmarys.org) to become a fan to received our updates and connect with fellow alumni! • We are pleased to announce that there have been phenomenal updates to our technology lab, including XYZ. Our hope for next year is to integrate SmartBoards into our 4th grade classrooms. Please let us know if you are interested in helping us purchase these educational tools. • Attention golfers! Our Annual St. Bernard’s School golf tournament is scheduled for May 15th at Thorny Lea Country Club in Avon. Please use the enclosed form to register. We hope to see you there! • Our Winter Auction Results are in! Many thanks to all who donated items and participated in this wonderful evening. Your support helped our school to raise $25,500! These funds will be used to provide tuition assistance to students and families in need.

5. Timing of Newsletters • Typically 3 to 4 issues per year • “Back to School” • Mid-year • “End of School Year” • Back to School issue should acknowledge all donors from the previous fiscal year (similar to an annual report). Donors should be recognized by their level of giving • End of School Year issue should include a reminder to “support the annual fund” before the close of the fiscal year and include a remittance envelope and a deadline for giving. For example: • Many thanks to those who have given to our 2009-2010 Annual Fund! We have raised $15,000 toward our goal of $20,000. For those who have yet to contribute, please remember to send your gift in by June 30th 2010 to be included in our Annual Report. A envelope is included for your convenience. Please help us reach our goal!

6. For Consideration • Save on postage and send an E-newsletter to constituents with known/viable email addresses • Include links in the E-newsletter to register for events, to give online, update contact information and share stories • When budgets allow, enclose a return envelope addressed to the school; this makes it easier for constituents to donate or update their information • Color enhances the look of your newsletter; when possible use colored text, photos and logos • Your Newsletter is a reflection of your school and your brand; it should be consistent with your marketing efforts • Proofing is important! Errors reflect poorly on your school