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Roger Gafke, CFRE
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A cultivation letter

The recipient of this letter is a longtime viewer of the university tv station and fan of the sports anchor. The anchor asked the viewer if she would consider a gift to support the teaching program at the station. He volunteered me to call and this letter is a follow-up to my phone conversation with the prospect.

The original letter contained personal identification of the prospect and sports anchor that I have removed from this sample.
What letters should contain Text of letter
Opening paragraph(s)
  • Why are you writing me?
  • What do you have to say that is of interest to me?
  • What do you want me to do?
Dear ---:

Thank you for inviting me to describe the television news operation at KOMU-TV and how your financial support for the program might enrich the education experience of the students that work there.

We are quite proud of what we do at the station--both the service we provide to the community and the education we give to our students. We hope you will be able to visit the station this fall to see for yourself.

Body
  • Show the commitment to case by letter signer
  • Explain the case and urgency of making the gift
  • Ask for the gift
  • Provide information on impact of the gift
  • Provide benefits to donor for making the gift
Background.

In the early 1950s the Board of Curators decided to create a commercial television station as a laboratory for students in the School of Journalism. KOMU-TV was the first TV station in this part of the state, beginning operation in 1954. It has enjoyed a worldwide reputation for combining a good news service and a practical training program for students. In 1994, the Radio TV News Directors Association (RTNDA) honored the station as the best small-market TV news operation in the nation. This month, an article in the RTNDA magazine referred to Missouri as the epitome of broadcast journalism training.

On a personal level, I have known of the station from its first days. I watched the tower go up in the early 1950s as a youth in Columbia. I served as the sports anchor of the station in 1959. I returned as assignments editor in the late 1970s and serve again in this decade as a faculty editor. I also serve as chair of the broadcast department.

The station is expected to generate its own revenue from advertising sales. This money provides the basic television service -- tower, transmitter, salaries for the core staff, studio equipment, etc.

The School of Journalism provides additional support for salaries of faculty editors and the laboratory equipment we use to get students ready to work at the station. This money comes from the state appropriation, student fees and gifts from alumni and friends.

Education program at KOMU-TV

Students enrolled in the broadcast program at the School of Journalism spend three or four semesters in the KOMU-TV newsroom in their junior and senior years. We expect all to work as reporters and photographers and we encourage them to develop special interests. Some work as assistants to the station's sports staff. Others work as photographers and news producers. Others work on the KOMU-TV web site.

All this experience is set in the context of a liberal education. At least two-thirds of a journalism students' coursework must be taken outside the School of Journalism--primarily in the arts and sciences. About 40 percent of our students have a minor in a foreign language. We feel that a news-person must know about the world that she or he plans to report on.

Faculty members and the professional staff of the station serve as the editors and advisors for the students. When I am working at the station, one can not tell whether I am editing the news or teaching students --the tasks are identical and simultaneous.

You mentioned what fun it is to watch the beginners get better in their broadcasting during their two years at KOMU-TV. We faculty have the same joy.

Future priorities

The core elements of the journalism program have not changed from the first day the school opened in 1908--provide students realistic experience doing real journalism while they finish their liberal arts education. That core purpose is not likely to change in the future.

What does change is how we accomplish that purpose. New technologies give us new opportunities. The school began with a newspaper and has added radio and television and recently computer-based news services.

Immediately ahead of KOMU-TV is the requirement to begin digital broadcast service. The Federal Communications Commission is requiring all of the TV stations in the nation to make this change over the next decade beginning this year.

The change requires a huge new investment--a different transmitter and broadcast equipment. Perhaps a new tower, etc. You probably recall the shift from black and white TV to color in the 1960s and early 70s. This change is similar but more expensive and dramatic.

When done, it will enable KOMU-TV (and other stations) to broadcast more than one signal at a time. It will enable the audience to have two-way communication with the station.

The forerunner of this two-way communication is now available with the World Wide Web, connecting the station to its audience via computer. The Web permits the audience to select what it wants to see at a particular time and to respond directly to the station by e-mail and electronic bulletin boards, etc.

The development of video conferencing and picture telephones is also a part of this movement toward more two-way communications between station and viewer.

It is a wonderfully exciting time for our students to begin their careers.

This conversion is the most important and expensive immediate priority for the station. The management has been saving its revenue for sometime to make this change.

At the same time, we must continue to educate the students who want the Missouri TV experience. We have an increasing number of students from many parts of the United States and the world that want to work here. One of the ways we could expand our facilities for them would be providing a KOMU-TV cable news channel. Major stations in many cities do that to give viewers more news than the regular over-the-air programs provide. KOMU-TV alumni lead these operations in Dallas and San Francisco, for example.

The key issue

KOMU-TV has done a splendid job over the 45 years of its operation to provide a quality news service and good education experience from the commercial revenue it generates. It has satellite and microwave transmission equipment to permit live broadcasts from any part of our coverage area. It has state-of-the-art digital cameras and editors for students to use. But there has always been a tension regarding how much commercial revenue can support in duplicating equipment for the large numbers of students who want to work. For a small market station, KOMU-TV has extraordinary resources. It also has a news staff of more than 100--a number that exceeds many at stations in big cities. The staff size is related directly to the number of students who want the KOMU-TV experience.

We are now limiting the number of students we admit to the program. That is unfortunate for those who are left out. We also should provide the TV experience for students in other parts of the school. As the digital media develop, more print reporters will be expected to shoot video, conduct on-camera interviews, etc. As we are able to expand our physical resources, we should provide this educational experience for these students, too.

Our priorities for the future include a substantial expansion of the newsroom operation and the news and sports broadcasting that we provide.

How you might help?

Your financial support can help us solve our primary dilemma--how does one accommodate a big-city-size news and sports operation on small market revenue.

Here are some projects you could support from an endowment. As you may know from your other university projects, the minimum to create an endowment that provides perpetual support is $10,000.

1) An endowment for student and faculty travel to news or sports events outside the immediate broadcast area. KOMU-TV's budget provides the travel for one or two reporters to major events; however, there are many other students who would benefit from the same experience.

The sports department's annual spring training trip is an example. Our faculty member takes several of his students to the Cardinals camp in Florida for a few days to do a series of stories.

Other examples are trips to Washington, to political conventions, to away football games of the Tigers, etc.

2) An equipment fund to help buy those duplicate sets of equipment beyond those purchased from station revenue.

3) A fund to support coverage of particular news or sports topics. You will hear this reference on KBIA. Some of the contributors to National Public Radio give funds to help that news organization cover specific topics. These gifts usually designate a broad topic --education, children's health, Eastern Europe.

The donors do not direct what is covered or how it is reported, rather the gift ensures the topic will be addressed.

4) A fund to support the work of media assistants in the newsroom. We often hire our best students for a few hours work each week as seniors to help the incoming students learn the ropes.

5) A professional development fund to support the work of faculty editors. It is important that we faculty keep up-to-date. One of the best ways to do that is regularly to visit and/or to work in other newsrooms around the country and world. These visits can be a day or two or a week or month or more. The fund could provide travel funds or contribute to hiring replacement faculty during the leave period.

6) A fund to support visiting professionals. Faculty and students gain a lot from having other journalists in our newsroom for short periods to coach reporters and edit stories. The professionals are often willing to give their time; however, we should pay their travel expenses and offer a small honorarium. The fund would help finance this project.

When the time is right for you, we would value an opportunity to discuss how you might help with our large-scale priority. It involves expanding the space and equipment in our newsroom to enable us to expand the services KOMU-TV provides and to accommodate the greater numbers of students that want and need the experience.

Closing paragraph(s)
  • Restate your case and ask again
  • Tell me why you wrote me
  • Tell me how I can make the gift
Thank you

Thank you for your longtime, loyal support of KOMU-TV. Thank you also for all of the work you do for so many parts of the university--the Children's Hospital, the Showme State Games, the athletic department, the veterinary school and more.

We appreciate your willingness to consider how you might help the students at KOMU-TV. We look forward to your visiting the station to see firsthand how we do the work that people in other parts of the world admire and how your financial support could enable us to do that work better.

I will call in a few days to see what questions you have about any of this information.

Letter Signer
  • Should be a person who can appropriately, effectively ask for the gift
  • One person should sign the letter
Sincerely,

Roger Gafke
Professor & KOMU-TV editor

Postscript
  • Assume the gift will be made
  • Add value to the decision
  • Give donor another reason to make the gift
  • Keep message consistent with main theme
P.S. You had mentioned the possibility of visiting the station when you come to Columbia for a Showme Games meeting this fall. We can meet with you at anytime; however, the best time to see the activities is late afternoon. See the students finish work on the newscasts, watch the programs from the studio and stay for the faculty-led critique afterward.
I welcome your comments, questions or suggestions. Roger Gafke, School of Journalism, University of Missouri-Columbia, Email: roger@gafke.com

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Phone or FAX: (573) 881-5446, E-mail:roger@gafke.com, 325 E. Dripping Springs Rd., Columbia, MO 65202, updated: 7/03/2007