Writing Missions Support Letters
Writing support letters for a summer missions project can be frustrating when staring at a blank screen. However, there is a basic format that can be followed as well as some simple “Do’s” and “Don’ts” that you may want to consider.
Format for a Missions Support Letter:
I. Introduction-
A. You: Briefly discuss your own life over the past year (ie- what year are you in school and your passion for Christ)
B. Opportunity to Go: Introduce your missions plans for the summer (ie- This summer I have the opportunity to be apart of a short term missions trip to Australia June 29th – July 9th 2009)
II. Describe the Missions Trip-
A. What will you be doing?- Describe means of outreach (open air-preaching, multi-media evangelism, crusades, drama & music on the streets)
B. Why are you going? – Brief overview of the country you are going to and any specific locations where you will be traveling
III. Making the Ask-
A. Give the total cost of the trip & what the amount includes
B. Give the ask (ie- “Would you prayerfully consider making a special gift of $400, $250, or $100 toward this mission outreach to ….”)
C. The mission organization facilitating the trip has to be mentioned (ie- “Simply return your check made payable to Conyers First United Methodist Church for your tax deductible receipt”)
IV. Closing-
A. Summarize your feelings and anticipation for the upcoming trip.
B. Be sure to thank them!
V. Extra Tidbits – Make sure you include contact information somewhere on your letter (email and/or phone number)
Who do I contact to Raise Support?
People who have been influential in your life: Former pastors, elders, youth workers, and Sunday school teacher, Christian family members, Extended family, friends of the family, former professors, teachers, coaches, etc…
People whom you have influenced in the past: People you went to school with who are now working, school classmates, former students from you youth/college ministry, parents of children at youth and sports camps where you have worked, get someone to host a coffee fellowship & dessert for you and invite their friends to hear about your trip.
Influential men and women on campus, in the community, and in the society: Christian administrators and professors of your school business’ men’s fellowship, friends and acquaintances Christian businesses, Business men in you community/church Social groups
*We have learned through experience that the best way to have favor with churches/church members is through relationship. Unless a pastor or church elder extends the opportunity to use a church directory we do not advise using it.
It is recommended you contact those that you have a close personal relationship with but please refrain from using the church directory.
Some General “Do’s and Don’ts for Writing a Missions Support Letters:
DO:
Include a recent photograph in your letter. A color photo, in the upper left hand region of your letter, would be appropriate.
Send letters to former employers, former teachers, etc. even if they are not Christians. You would be surprised how many non-Christians will contribute financially.
After this if you have not had any responses, please give the person a call just to remind them/make sure they got the letter.
Mail your letters out three months prior to your missions project. Mailing to your supporters earlier will reveal to them that you are organized, efficient, and determined to truly go. In addition, if not enough support is generated by sending a letter, then you still have time to work on other options for raising support.
Have at least two others read through your letters checking for grammar, spelling, and reader comprehension.
DON’T:
Don’t write over two pages as a maximum for your support letter!!! If someone has further questions, be sure to have your contact information included in the letter.
Don’t saturate your letter with overused Christian expressions or phrases. Try to be as real as possible to communicate why you are wanting to go on this missions trip.
Don’t forget to keep a database, or a good list of names, addresses, and phone numbers of the people you have sent a missions letter to. Keep it in a safe place, and don’t forget to bring this file home for summer!
Remember:
You will hear many say that being faithful in support raising and writing letters is “being faithful with the small”. However, realize that without these friends, family members, and supporters, you would have been unable to go on your missions trip. People who send you support money towards you going on a missions trip should be viewed as a partnership team…not a “check-writer” who you never contact again. Let your thankfulness for their support flow over into thank you cards, prayers on their behalf, and several follow-up letters of how the Kingdom of God was advanced through your trip and by their generous support!
Tips on Having a support Team
One of the greatest ways to maintain a support team is communicate that you appreciate them. Even the author of Hebrews took time to exhort believers, “Do not forget to do good and to communicate, for with such sacrifices God is well pleased.” (Heb. 13:16) Therefore, as students on a short-term missions trip, it is important that you treat your supporters with the utmost respect and appreciation by faithfully communicating with them BEFORE the trip, DURING the trip, and AFTER the trip.
Communicating BEFORE the trip:
Send a hand written thank you note immediately upon receiving financial contributions. An easy way to handle this may be to have thank you cards on hand and already stamped so when you pick up your mail, you can turn around that very day and send a hand written thank you note.
When you receive a check or a “yes” to supporting you, immediately transfer their name, address, and amount and phone number to a database for easy mailing. If you don’t have great computer skills, ask a friend to help you.
Consider dropping a postcard with prayer requests and dates of the trip as a reminder just a few days before leaving. This is especially a good way to boost prayer support.
Remember your parents!!! Leave them as detailed schedule as possible, including dates, any phone numbers in case of emergency and flight schedule, etc.
Communicating DURING the trip:
Email- this is the best, easiest way to communicate with your partners and family while overseas. Supporters generally appreciate contact while you are still gone, especially during the time they are praying for you. Send them a quick testimony/story from what you did that day.
REMEMBER YOUR PARENTS! Make sure you call or email upon arriving safely. Many teams develop “parent chains” where only one student calls home with details and that parent starts up the phone chain to let families know that everyone is safe. Also, try to mail a postcard or bring back a special gift.
Communicating AFTER the trip:
After resting for a few days, overcoming jet lag, and developing your trip photos. Write a letter (not over 3 pages; include photos) Do not wait more than a week or two to write this letter…time slips away really quickly, and school starts up before you know it. Remember, these are the people who made it possible for you to go in the first place. Take time to make it excellent correspondence!
KEEP THEIR NAMES AND ADDRESSES (both a hard copy and on the computer). Especially if you are considering the fulltime ministry or another missions trip in the future, these people are invaluable friends who now believe in you and in God’s hand on your life. Keep them a part of your life in some way./..send them a Christmas card/birthday cards, call them sometime and ask how you can pray for them, etc