Another p.t.a letter question please help

[happycat]

Reading the other thread I see that some of you are expert letter writers, I need your help as well please if you wouldn't mind.I am the secretary on our schools p.t.a I got am trying my best to do the job .I never even touched a p.c until 18 months ago so am getting there but still learning all the time.My problem is I need to send out some letters to local shop,s and things asking for their support.We need raffle prizes maybe money.I have no idea how to write one of these letter (how to phrase it I mean).I would really love to get a good response.Would any of you give me some idea of what to put or maybe e mail me an example letter thanks

Hang on a mo, I'll dig through my NCT files...

thank you

Dear Sir,
I am writing on behalf of the local branch of the National Childbirth Trust (NCT). We hold antenatal classes for parents-to-be, provide breastfeeding counsellors to help new parents feed their baby, hold social events, run groups to introduce new parents to one another and try to raise awareness of the NCT in the area.
Running a branch takes money. Through fundraising, we have to raise enough money to train new antenatal teachers, new breastfeeding counsellors and also to support the NCT nationally. Throughout the year, we run a number of fundraising events. This year we have 2 new ventures which we hope will be successful.

Summer Fun Day
Saturday 17th August, 11am ? 3pm, xxxxxxxxxx
This will be a traditional Summer Fete with side shows, a bouncy castle and, we hope, a children?s craft area. Would you be able to sponsor (or part sponsor) the craft area by donating some of Ikea?s craft materials, for example paper, paint, aprons, brushes and crayons. Alternatively, could you provide a raffle prize or some small Tombola prizes?

We will be including sponsor?s names in our entry program and also, in the case of the craft area, a sponsor?s name would appear there and also alongside any donated raffle prizes.

Bumps, Babes and Toddler Group
From September, we will be running a play group for parents-to-be and new & experienced parents/carers to meet other local parents. We also hope to be able to provide friendly advice and information and offer support to those who need it. Again, we hope to provide regular craft activities and would welcome any donations along this line. In addition, we will need to find toys appropriate for under 3s. We produce a quarterly newsletter to send to our 300+ members and any donations would be mentioned in this newsletter.
In addition, we are also holding a very successful annual event in October.

The Pregnancy and Baby Fair
On 5th October is our 4th Pregnancy & Baby Fair. There are a number of ways you could support us with this event. You may be able to offer a raffle or tombola prize or even offer to sponsor the event. Sponsors? names will appear on our publicity material and any donations of prizes will be mentioned in our program. We can also provide a leaflet distribution service for £15 (last year we had over 300 visitors to the fair).

Please contact me if you feel you are able to help us with any of the above events in any way, how ever small. I look forward to hearing from you.
Yours Faithfully

Basically, I always explained
(1) who we were and what we do for the community
(2) what we wanted and why
(3) what they would get in return

Thank you soupdragon that was just the thing I was looking for I knew what I wanted to say but didn't know how to word it.Thankyou so much.

Glad to have helped!

The best bit was receiving parcels and stuff through the post afterwards. Made me feel great!

I would explain briefly the role of the pta and why you are raising funds (ie. new playground equpt, to fund a garden area etc) and explain that local support is very much appreciated, create a roll of honour listing all the businesses that have donated this year and explain that you're doing this (maybe even circulate it (with the letter of thanks after the donation) or by email showing all the businesses. McDonalds, Tesco, Sainsburys, Safeway, M&S, Halfords, ToysRUs, Notcutts, John Lewis, Boots, Lex Auto Centres, Land Rover all donate to our school fayre too so don't just go for your local chemist or florist. Also tele-begging is much more productive than letterbegging (as long as it is followed by a letter)

how do you tel beg then what do i say

Do I enclose stamped addressed envelopes for replies too

Who do I adrees the letters to? do I have to find out the names of managers? put sirs/madam?????? see I am rubbish at letter sending

Happycat - telebegging is basically a verbal letter (obviously don't read it over the phone!) - people do find it harder to say no when spoken to.

No don't put in sae - you are a charity after all - all their charity donations are tax deductible or able to be written off in any event

Just address it to Sir/Madam - it may be worth keeping a database (Excel?) of those people you send the letters to and the contact when you receive a response - you could mail merge for future events and save an awful lot of time.

Also just a little tip: you should send out your letters in Feb/March for a May/June fayre -the earlier you get in the better chance you will have of getting donations. Boots for instance I know have a set amount of donations to give to these things each year and its a first come first served basis.

I've never sent a SAE. Unless I have a name, I always put "dear sir" even thgough the person may well be a madame. I've never worked out the etiquette of that bit!

Telephone begging involves saying similar things to the letter "I'm X and I'm phoning on behalf of the Y school PTA. We're raising money for Z and I was wondering if you'd be able to help us with A by donating B..." I never ever did telephone begging becaus I'm cr*p on the phone!

thanks for helping me I guess it is too late now then for me to send my begging letters for july.Maybe I will just send out one or two and then have them ready to go for the christmas fayre

You've nothing to lose by sending them anyway! You might also have some success sending the letter by email.

giong away for week end now and will get writing when I come home cheers