Letter writing is the most significant fundraising effort we make! We have provided some helpful tips and resources to keep in mind as you write your letters.
Letter writing is the most significant fundraising effort we make! We have provided some helpful tips and resources to keep in mind as you write your letters.
1. Start with the basics: who you are + why you’re writing
People need context right away.
“Hi, my name is ___ and I’m part of THRIVE, the high school ministry at SFB.”
“I’m writing because I have an amazing opportunity this Spring Break…”
Keep it short and simple.
2. Share why this trip matters — personally and spiritually
People give to purpose, not projects. Write 1–2 sentences on the following:
Why they want to go
What they hope God does in them
Why the mission work matters
The key is authenticity, not fancy words.
3. Include what the team will be doing in the DR
Keep it clear and inspiring, not overwhelming This helps supporters feel connected to the mission:
Building two chapels for local pastors
Hosting a VBS & Sports outreach for kids
Serving alongside local pastors & missionaries
4. Make a clear, specific ask
Many students say “anything helps!” but never actually ask. It’s important to ask!
“My trip costs $___.”
“Would you be willing to support me with a gift of $25, $50, or any amount God puts on your heart?”
This is Clear. Confident. Respectful.
5. Invite people to pray — not just give
Some people can’t donate financially, but they still feel honored to be included.
Always include:
“Would you pray for me and our team as we prepare? I personally would appreciate prayers for _____”
This keeps the letter relational, not transactional.
6. Make it personal, not generic
✔ Tell a short story
✔ Mention meaningful details
✔ Use your own voice
✘ Don’t copy/paste from another student
✘ Don’t try to sound “churchy”
Real is better than polished!
7. Keep it to one page
People rarely read anything longer.
Aim for 3–5 short paragraphs, lots of white space, and a clean layout.
8. Give simple, clear instructions for how to donate
Check to: First Baptist Church (memo: Student Name – DR Trip)
Online link: fbcsalem.org/give → DR Missions (emaik must be sent for it to be designated for you personally)
Send to: 1960 Marion St SE, Salem, OR…
9. Include a return envelope (optional, but powerful)
A self-addressed envelope = higher response rate.
Students can include:
Pre-addressed envelope
Possibly a stamp (if they want to go the extra mile)
10. Personalize it for each recipient
Write the person’s name at the top. Don’t start with “Dear Friends and Family…”
Hand-sign it at the bottom.
Even better: write a short, handwritten note:
“Aunt Linda, thanks for always cheering me on!”
“Grandpa, I am so glad you are in my life!”
“I’ll never forget that time you pranked me, thanks for always making me smile.”
11. Follow up wisely
Check in after a few weeks (this alone can raise hundreds more), it’s okay to:
Send a gentle text reminder
Ask if they received the letter
Answer questions
12. ALWAYS send a thank-you letter
Supporters want to know their gift mattered.
Initial thank you within 2–3 weeks of receiving support
After the trip with 1–2 photos
This builds long-term relationships for future trips too!
Download the PDF to print or save!
Before You Write
☐ Gather at least 15-20 names & addresses of people you’ll send letters to
☐ Pray about who to invite to support you
☐ Know the purpose of the trip and what your role will be
☐ Understand your fundraising goal & deadlines
Content of the Letter
☐ Warm greeting (use names!)
☐ Personal introduction (who you are)
☐ Why you’re going on the trip / what God has been teaching you
☐ Brief description of the mission trip (where, when, what you’ll be doing)
☐ What excites you most / how you hope to grow
☐ Clear financial goal & how funds will be used
☐ Clear support ask:
☐ Prayer support
☐ Financial support
☐ Instructions for donations (online link + instructions)
☐ Deadline for giving
☐ Thank them in advance
☐ Include a personal signature
Tone & Style
☐ Warm, personal, and grateful
☐ Not too long (1 page is ideal)
☐ Avoid guilt-based language
☐ Make it “your voice,” not a template copy/paste
Before Sending
☐ Proofread for clarity & typos
☐ Ask a parent or leader to review it
☐ Make sure your name is clearly on the letter
☐ Include a return envelope if sending physical mail (optional but helpful)
☐ Pray for the people receiving your letter
After Sending
☐ Track who you sent letters to
☐ Send thank-you notes to supporters
☐ Send a follow-up update after the trip
Download the Checklist to print or save!
Add your own personal touch or rephrase it in your own words!
Click "File" then "Download" and then "Microsoft Word".
Click "File" and then "Make a copy".