📄 SayPro Task Document: Distribute SayPro’s Planned Giving Donor Guide to 200 Contacts

Program: SayPro Monthly Donor Education Initiative – SCMR-2
Managed by: SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
Oversight By: SayPro Marketing Royalty (SCMR)
Platform: https://saypro.online
Deadline: April 2025
Objective: To effectively distribute SayPro’s Planned Giving Donor Guide to a targeted list of 200 prospective and existing donors, enhancing their knowledge and encouraging legacy giving.

🔹 Purpose and Strategic Importance

The distribution of SayPro’s Planned Giving Donor Guide represents a key outreach initiative designed to:

• Educate donors and prospects about the full range of planned giving options available through SayPro.
• Foster informed decision-making by providing clear, accessible, and professionally designed educational materials.
• Encourage legacy commitments by demonstrating the impact and benefits of planned giving.
• Strengthen donor relationships by providing tangible resources that reflect SayPro’s transparency and professionalism.
• Expand the reach of SayPro’s legacy fundraising campaign by engaging both new and lapsed donors in meaningful conversations.

🔹 Target Audience

The guide will be distributed to a carefully curated list of 200 contacts including:

• Current donors with demonstrated interest in long-term philanthropy.
• Prospective donors identified through SayPro’s CRM as likely planned giving candidates based on demographics, donation history, or expressed interest.
• Legacy societies or affinity groups members, if applicable.
• Financial advisors and estate planners affiliated with SayPro’s network who can further share the guide with their clients.
• Key volunteers and board members to use as educational tools in their outreach efforts.

🔹 Distribution Channels and Methodology

1. Email Campaign

• Personalized email invitations will be sent containing:
  • A brief introduction explaining the purpose of the guide.
  • A downloadable PDF version of the Planned Giving Donor Guide.
  • Links to SayPro’s planned giving web page and upcoming educational sessions.
  • A clear call-to-action inviting recipients to schedule a consultation or attend a webinar.
• Emails will be scheduled and tracked using SayPro’s email automation platform integrated with the CRM.
• Follow-up reminders will be sent to non-openers or non-respondents after one week.

2. Physical Mailout (Optional/Selective)

• High-priority contacts or donors without reliable email access may receive printed copies.
• The printed guide will be professionally designed, printed on quality stock, and mailed with a personalized cover letter.
• Mailing will be coordinated with the SayPro logistics team to ensure timely and accurate delivery.

3. In-Person Distribution

• During SayPro events, workshops, or meetings, hard copies of the guide will be available for attendees.
• Board members and donor education specialists will distribute guides during face-to-face meetings.

🔹 Content of the Planned Giving Donor Guide

The guide itself will include:

• An introduction to planned giving and its importance to SayPro’s mission.
• Clear descriptions of different planned giving vehicles (wills, trusts, annuities, insurance, real estate).
• Benefits to donors including tax advantages and legacy impact.
• Steps to create a planned gift with SayPro.
• FAQs addressing common donor questions and concerns.
• Real donor testimonials highlighting successful legacy gifts.
• Contact information for SayPro donor education specialists.
• Call-to-action sections encouraging next steps and engagement.

🔹 Preparation and Quality Assurance

• Verify that the latest version of the guide is approved by the SayPro Fundraising Office and SCMR Oversight Team.
• Ensure all digital files (PDFs, email templates) and printed materials adhere to SayPro branding and accessibility standards.
• Double-check mailing addresses and email contacts in the CRM for accuracy.
• Pilot test the email campaign with a small group to assess formatting and deliverability.

🔹 Tracking and Reporting

• Use CRM integration and email platform analytics to track:
  • Delivery and open rates
  • Link clicks
  • Guide downloads
  • Response rates to calls to action
• Collect and analyze donor feedback received via email replies, surveys, or follow-up conversations.
• Prepare a distribution report summarizing:
  • Number of guides sent via email and mail
  • Engagement metrics
  • Donor responses and next steps scheduled
• Share the report weekly with the SayPro Fundraising Office and SCMR Oversight Team.

🔹 Follow-up and Donor Engagement

• Schedule follow-up calls or emails by donor education specialists to high-potential contacts within two weeks of guide distribution.
• Offer personalized consultations to discuss planned giving options.
• Invite recipients to upcoming webinars or workshops focused on legacy giving.
• Log all interactions in the SayPro CRM to maintain a continuous donor engagement record.

🔹 Roles and Responsibilities

🔹 Timeline

🔹 Conclusion

The distribution of SayPro’s Planned Giving Donor Guide to 200 targeted contacts is a pivotal activity in SayPro’s donor education and legacy fundraising strategy. It leverages personalized communication and professional educational materials to deepen donor understanding, encourage planned giving commitments, and ultimately support SayPro’s long-term sustainability.