Partnership
Letter writing Guidelines
Letter Content Overview Page 2 Example Paragraph tips Page 3
Common pitfalls Page 4
Sample Letter Page 5
50 / 50 Percentage Breakdown Page 6
Sample Lined-Sheet Pages 7 and 8
READ ALL INFORMATION IN THIS PACKET THOROUGHLY BEFORE YOU START WRITING!
Letter Writing Guide
Thank you for your participation in The Stanford Fund Partnership. While it is important that the letters you write represent your personal experiences at Stanford, it is also necessary that these experiences are relayed in a professional manner. As a result, there are a number of guidelines that each letter must follow in order to be accepted by the Partnership. Please read through all the following information thoroughly to become familiar with the criteria that your letters must meet. Rejected letters will not earn funding for your student organization.
Content
General structure (creativity is essential within these parameters):
Each letter that you write should consist of six parts, including a salutation, four main body paragraphs and a signature. More specifically, the format is as follows:
1. Salutation
2. Introductory paragraph
3. Paragraph discussing financial aid / undergraduate academic initiatives that are supported by The Stanford Fund.
4. Paragraph discussing the extracurricular program for which you are writing.
5. Closing paragraph
6. Signature
1. Salutation
The salutation should simply be “Dear” followed by the salutation name as listed on your donor sheet. Pay close attention to spelling and title (Mr., Mrs., Ms. etc.,), as any donor name error is automatic grounds for rejection.
2. Introductory Paragraph
This paragraph should let the donor know a little bit about you, including your name, year in school and a brief description of your Stanford experience thus far. It should also give an initial thank you to the donor for his or her gift. Be careful not to date your content with phrases such as “As fall quarter begins….” A minimum of three sentences is expected.
3. Financial Aid / Undergraduate Academic Initiative Paragraph
This paragraph should start by mentioning that the majority of gifts given to The Stanford Fund helps to support financial aid and undergraduate academic initiatives. It should then give a specific and personalized example in one of these areas. (Note: This paragraph is a combination of two paragraphs in previous letter writing guidelines. See page 3 of this document for an in-depth explanation of this change.)
4. Extracurricular paragraph:
This paragraph should tell the donor about the group for which you are writing and a program or event that you have coming up (Note: this is a change from past extracurricular paragraph requirements. See page 3 for more information.) Be careful to not date the information, and do not say how much money your group is receiving. Indicate that your group is only one of many student organizations that receives support from TSF. You must write about the group that you are writing for, even if you complete more than one template
5. Closing paragraph
This paragraph should reiterate your appreciation and thank the donor again for his or her gift to The Stanford Fund.
6. Signature
The Signature should include your first and last name, class year and major (if declared). Print your name below your signature.
Example Paragraph tips
The two example paragraphs make up the bulk of the content in Partnership letters. Below is a more in-depth explanation of these two paragraphs.
Financial Aid / Academic Initiative
This paragraph should start with something along the lines of “The majority of gifts given to The Stanford Fund helps to support financial aid and undergraduate academic initiatives.” It should then go on to give either an academic initiative or financial aid example. In other words, begin the paragraph with a statement about both and then give a specific example about one. Examples should be solid, personal and sincere. More specifically:
Financial aid example (if used)
Do not simply state that financial aid allows Stanford to be more diverse. What has this led to? Give an example of an experience or involvement that has resulted from this opportunity. If you yourself are on aid, what has it allowed you? A favorite course? A community service effort (other than the group for which you are writing)? Other things to remember:
1. Never say “I do not receive financial aid, but….” If you are not on financial aid but want to tell a story about somebody you know, simply jump right into the example without clarifying your personal status.
2. Never state the amount of money that you or anyone else receives or give the full names of any financial recipient.
3. Avoid words such an “underprivileged.” They’re inaccurate by nature and carry false connotations.
4. If you include information about a unique Stanford opportunity (e.g. major, research, activity etc.) or something you give back to the Stanford community (e.g. tutoring), it must be different than the group for which you are writing, as the group example should be used in the extracurricular paragraph.
Academic example (if used)
1. Common examples of initiatives supported by The Stanford Fund are: Freshman and Sophomore Seminars, Introduction to the Humanities, Sophomore College, Undergraduate Research Opportunity grants (for summer research in natural or social sciences only), Residential Computing and Overseas Studies. We recommend writing about one of these examples. If you would like to write about something that you believe is supported by TSF but not listed here, ask your group contact person to e-mail the Partnership Coordinator to make sure that it is in fact funded.
2. Give examples of how gifts may be used and how such programs have benefited you personally, but do not imply that support always goes to these specific programs, or that the donor’s particular gift has gone to a particular program (use “things like,” “such as,” “example of”).
3. Be specific. What was the name of the seminar? Who taught it? What did you learn from it?
4. Make sure that the letter is not dated in content. Present your involvement without indicating the time frame during which it will be taking place.
C. Extracurricular Example (note: There is some change here!)
This paragraph should begin with a sentence along the lines of “blank, of which I am a member, is one of the many student groups supported by The Stanford Fund.” It should then go on to tell more about what your group does or talk about a program / event in which you are/will be participating. In the past, it was asked that you specifically say what money from The Stanford Fund was paying for. However, from our standpoint, we are funding the opportunity for students and student groups to explore their interests and engage in experiences. As a result, telling the donor about a group-specific initiative or the mission of your group is more relevant that the specifics of what is being funded. For example, if you are writing about a tour or competition, do not say “The Stanford Fund is paying for travel.” Instead talk about the tour or competition itself – the opportunity to represent Stanford both on and off campus, something you gained or will gain culturally, etc. We want donors to know about your group, what it does and why it is important / special to you.
Pitfalls and reasons for denial
The following are the criteria that all Partnership letters should meet. We strongly recommend
reviewing this page after completing the first copy of your template to make sure that it meets all standards.
A. Salutation
Salutations must have no mistakes or write-overs. If you make a mistake of any sort in the salutation, it is best to restart the letter. The donor name and title (Mr., Ms., Mrs., Miss, Dr., Judge, Professor, etc.) must be correct. Also, the pen must be consistent with the body and signature of the letter.
B. Spelling
Spelling is expected to be correct in all letters written for The Stanford Fund. Mistakes must be kept to a minimum in order for a letter to be accepted. If a spelling error is made, cross-out the misspelled word with a single horizontal line and re-write the word correctly next to the cross out. (Note: more than two cross-outs on a single side of a page will likely lead to the letter being denied).
B. Grammar
Grammar is expected to be correct in all letters written for The Stanford Fund. When copying multiple letters from one template, be careful of omitting words or making careless errors. Avoid the two most common pitfalls: forgetting to capitalize The in “The Stanford Fund” and referring to “donors like yourself” (the correct language is “donors like you.”)
E. Tone and content
Do not assume that the donor is a Stanford alum or has given gifts in the past (avoid terms such as “continued support). Also, while examples should be specific and personalized, remember that the donor’s gift did not necessarily go towards the specific examples about which you are writing. Clarify that your group is one of many supported by The Stanford Fund, and explain that it is “donors like you” that make your Stanford experience possible. Other important points:
1. Do not date the letter, either explicitly or by mentioning dates of an event (do not say, “This spring, we will be…” or “as I approach the end of my first year at Stanford.”) As letters need to be proofed before they are sent, it is important that they are not dated. (You can refer to things that you “recently” engaged in, are “coming up,” etc. Terms such as “last year” are fine as well.)
2. Make sure that you are reinforcing the importance of annual giving to Stanford University, without actually soliciting gifts. Gift solicitation is not allowed in Partnership letters.
C. Handwriting
Handwriting should be neat, legible, and consistent throughout your letter. A lined sheet is included to help produce even writing. Do not change ink or handwriting within the letter. If your pen runs out of ink, it is best to start over. Other points:
1. Fill the entire page and use reasonable margins; e.g. a pen width on all sides.
2. Do not write above the header or below the footer on logo stationary.
3. Use blue or black ink only.
D. Other
1. Do not submit more than 8 copies of the same letter or copy significant portions of each other’s letters.
2. If you are ghostwriting for someone else, you must sign the letter in the template writer’s name.
3. Use The Stanford Fund logo stationary for the first sheet of paper in any letter and blank stationary for each additional sheet.
4. You may write on one side or both sides of a sheet. However, be sure to remain consistent throughout the letter. (Do not write on the front of page one, the front of page two and then the back of page two to close.)
Sample Letter Outline
· Simple salutation: title and last name / Dear Mr. Banks,Introduce yourself to the donor (Freshman, Sophomore, Junior, Senior or Graduate Student) and include a brief description of your Stanford experience.
· Personal benefit from financial
aid or a supported academic
program
· Extracurricular benefit must be example for the group for which you are writing.
· Conclusion:
Thanks! / q Thank donor for his / her gift to The Stanford Fund
q Minimum of three sentences!
Initially mention both financial aid and undergraduate initiatives, then give a personalized example about one or the other..
q DO NOT say “I do not” receive financial support.
q Give solid, personalized examples.
Name of your group/organization/team, of which you are a member, is one of many extracurricular programs/groups/teams supported by The Stanford Fund (describe a specific benefit, take care not to date information in content).
q Make sure to use the group, club or team for which you are writing.
Your gift to The Stanford Fund has contributed to an incredible, full-spectrum experience that is uniquely Stanford. Many thanks for your generosity and support.
· Sign your name and print below signature /
Sincerely,
Sign your first and last name, class year, major (if declared)
and print your name beneath your signature.
NOTE:
The above letter is an example, not a template. Writers should not simply copy the above content.
The 50 / 50 Percentage Breakdown
In the past, it was required that each letter explicitly mention what is called the 50/50 breakdown. Simply put, about half of all money given to the Stanford Fund goes toward financial aid, while the other half goes toward undergraduate initiatives. These initiatives include academic programs and extracurricular activities, with academic programs getting the bulk of these funds.
Because of the new letter format, you are allowed to be more general. We suggest simply stating that “most” or “the majority” of money supports financial aid and academic initiatives, then explaining that extra-curriculars are also supported. However, you are welcome to use the 50 / 50 percentage breakdown if desired. A graphic explaining the breakdown is below.
Fifty percent supports undergraduate financial aid:Many sources, including The Stanford Fund, allocate funds to ensure support for financial aid.
v The Stanford Fund helps to support Stanford’s need-blind admissions policy.
v Approximately 1,000 undergraduates receive support from The Stanford Fund each year.
v Approximately 70% of undergraduates benefit from some form of financial aid (from many sources).
Fifty percent supports undergraduate
enhancements:
1. Undergraduate teaching; creation/ enhancement of academic programs.
v The deans of the three undergraduate schools (Humanities and Sciences, Engineering, Earth Sciences) allocate funds to support the highest priorities within undergraduate teaching.
v Innovative academic programs that The Stanford Fund supports include Freshman and Sophomore Seminars, Introduction to the Humanities, Sophomore College, Undergraduate Research Opportunity grants (for summer research in natural or social sciences only), and Residential Computing.
2. Extracurricular programs
v Student groups receive funds through The Stanford Fund’s Partnership, which helps to support and enhance such groups.
v All Ethnic Community Centers on campus receive support from The Stanford Fund.
THE STANFORD FUND
FOR UNDERGRADUATE EDUCATION