Write
letters

Roger Gafke, CFRE
Fund-raising, public relations & training services for non-profit organizations
Index:
Home page
Return to fund-raising letter index
Writing Exercises

A cultivation letter

The recipient of this letter is someone nominated by a volunteer to be a potential donor for this international project. The volunteer will have made a separate communication with the prospect to alert the prospect to this letter. The purpose of this letter is to get an appointment to discuss the project and secure the prospect's help in designing the project. A specific solicitation will follow the successful completion of this next step.

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?
In light of your Excellency's renowned efforts to create better understanding of Arab culture in the world, The University of Missouri, USA, seeks the honor of your participation in a project to build mutual understanding and relationships among Arab and American journalists and journalism educators.
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
After traveling to the Middle East and Gulf in recent years, I have become acutely aware that the image of this region among my journalist colleagues and the portrayal of the region in American media do not match the understanding of the region that I have experienced. In addition, formal academic studies of Arab and American media frequently reveal the tendency in media reports for stereotyping and superficial presentations of complex issues. It is often hard to recognize each other's country in such press reports.

Since journalism plays such an important role in shaping pubic opinion, we are proposing a series of workshops and study tours for Arab and American journalists and journalism educators in the Middle East and Gulf regions and in the United States.

There are two goals for these workshops:

  • · To give each group firsthand experience with the people, culture and issues of the other region and
  • · To build personal relationships among professional colleagues from the other region.

I am writing to ask that you help us refine the concept for and details of such an exchange program. When that planning is completed, we would ask that you consider providing financial support for the first set of workshops to test this concept.

I believe that given your deep interest in the impact of media and leading role in projects in this field, such a pioneering project must not be deprived of your valuable input.

Permit me to offer some background from which this proposal grows.

The Missouri School of Journalism is the first school of journalism in the world, founded in 1908. Over the years, we have undertaken many pioneering international journalism projects. From its first days, the school has enjoyed extensive involvement with international journalism issues. Students from other countries were in its first graduating classes. Our founding dean traveled extensively around the world to meet journalists from other countries. Our school was an active participant in a series world press congresses in the first half of this century. On the 25th anniversary of its founding, the school helped university faculty in China establish journalism education there.

Today, we have more graduate students from outside the United States than we have from our home state of Missouri. The school publishes the quarterly magazine of the International Press Institute, headquartered in Vienna. Our faculty now travel to many parts of the world for workshops and consultation. Our faculty helped establish a journalism program and the American University in Bulgaria. We were a partner with the faculty of Birzeit University, West Bank, in expanding its journalism program in the mid 1990s. Last year, a faculty colleague at Lebanese American University in Beirut and I edited the stories of each other's students using the World Wide Web and e-mail. This year we are working cooperatively with faculty at Lebanese University and Birzeit University to explore the interests and motivations of our students to study journalism.

At the Missouri School of Journalism we have used this workshop format successfully on improve the practice of journalism in many specialties.

Here are some of the benefits that have grown from Missouri workshops:

  • How newspapers cover issues related to families,
  • How journalists report about business,
  • How photographers tell stories with pictures,
  • How broadcast managers supervise their newsrooms,
  • How managers diversify their news staffs to include more women and minorities in their work forces, and
  • How reporters use computers and other advanced tools to find and writer better stories.

We believe the same benefit can come from workshops that deal with developing personal experiences and relationships among Arab and American journalists and journalism educators.

While the American government often sponsors exchange visits as part of its foreign relations program, we have found that our workshops have been most successful when they are financed by private resources rather that sponsored by a government organization. This financial independence gives our partners and us greater freedom to develop the projects toward our own goals.

The basic features of the workshop series might include these elements:

  • Joint coordination of the workshops by Missouri and Arab universities in the Middle East and Gulf States.
  • Visits of at least two weeks and perhaps as long a one month.
  • Time split between orientation programs at a host university and visits to the countryside and cities in the host country.
  • Presentations from academic experts in a variety of topics --culture, economy, public policy, environment, health, education, human rights, geography, etc.
  • Visiting reporters and educators could be paired with host journalists and educators to develop stories on issues of particular interest to the individual reporters.
  • Visiting reporters and educators would become hosts when the workshop came to their region.
Closing paragraph(s)
  • Restate your case and ask again
  • Tell me why you wrote me
  • Tell me how I can make the gift
We would very much appreciate the opportunity to meet with you to help us refine the concept for this project and to develop details for an initial series of workshops.

I have enclosed a list of questions that such a planning meeting might address. My colleagues and I could meet with you at a time and place that you suggest.

Thank you for your consideration.

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




Roger Gafke
Professor of Journalism & Chairman

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
Planning questions for the Arab American journalism workshops
  1. Is the concept sound?
  2. Is the project realistic?
  3. Are the goals appropriate?
  4. How should participants be selected?
  5. Might some workshops focus on specialty reporting topics-- for example--environment, health or education?
  6. What objectives should we use to measure the impact of the workshops?
  7. How many countries in the region and how much of the United States should a workshop attempt to cover?
  8. What other universities might participate as partners?
  9. Should workshops be open to both print and broadcast journalists? Should workshops be separated by specialty?
  10. What role(s) might students from partner universities play?
  11. What are the probable costs for a workshop?
  12. What follow-up activities might be undertaken to build on the success of individual workshops?
  13. What additional testing of the concept is necessary before announcing the first workshop? What should we ask potential participants?
  14. . What would a tentative schedule be for the first workshop in each region?
  15. How many journalists and educators should participate in a workshop?
  16. What roles would the financial sponsor of the workshop series have?
I welcome your comments, questions or suggestions. Roger Gafke, School of Journalism, University of Missouri-Columbia, E-mail: roger@gafke.com

Return to letter writing index

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