RESOURCE DEVELOPMENT PLANNING MATERIALS
Email Templates
Email 1: Pre-Planning Phase – Gathering Board Input
Purpose: Invite board members to brainstorm ideas for funding and resource sources, setting the stage for a collaborative planning session.
Subject: Your Ideas Needed to Shape [Nonprofit Name]’s Future!
Dear [Board Member Name],
I hope you’re doing well! As a valued member of [Nonprofit Name]’s board, your passion and perspective are key to driving our mission forward. We’re at an exciting moment—building a Resource Development Plan to secure the funding and resources we need to [briefly describe mission impact, e.g., “empower 500 more kids through our literacy programs this year”]. And we need your ideas to make it happen!
In Step 2, we identified our ideal funders—people, businesses, and foundations who benefit from or align with our work. Now, we’re crafting a roadmap to engage them, and your input will shape this strategy. I’m asking each board member to take 15-20 minutes to brainstorm potential funding and resource sources (e.g., donors, businesses, grants, volunteers) based on the prospect list we created. Think about the general community, your own networks—friends, colleagues, or local businesses—who might be excited to support our mission.
Your suggestions will be the foundation of our planning session on [date/time, e.g., “Thursday, August 7 at 6 PM”]. Could you please email your ideas back to me by [deadline, e.g., “Monday, August 4”]?
Your leadership is what makes [Nonprofit Name] thrive. I’m so grateful to have you on this team, and I can’t wait to see your ideas come to life at our planning session. If you have any questions or want to chat about this, just give me a call or reply here—I’d love to hear your thoughts!
Thank you for stepping up,
[Your Name]
[Your Title, e.g., Founder/Executive Director]
[Nonprofit Name]
[Your Contact Info, e.g., phone, email]
Attachment: Prospect List/Benefactor List
Customization Tips:
- Replace placeholders (e.g., [Nonprofit Name], [date/time]) with specific details.
Add a personal touch, like referencing a recent board meeting or a shared success (e.g., “After our inspiring discussion at last month’s meeting…”). - Ensure the tone matches your board’s dynamics—formal for professional boards, warmer for community-based ones.
Action Step: Send this email at least 2 weeks to your resource development planning meeting and follow up with a reminder 2 days before the deadline.
Email 2: Post-Planning Phase – Sharing Draft Plan for Feedback and Adoption
Purpose: Share the draft Resource Development Plan with board members, invite feedback, and prepare for the adoption meeting.
Subject: Our Draft Resource Development Plan – Your Feedback Matters!
Dear [Board Member Name],
Thank you for bringing your energy and ideas to our recent Resource Development Plan session! It was inspiring to see our board come together to create a roadmap for [Nonprofit Name]’s financial future. Your input helped shape a strategy that will [specific impact, e.g., “bring in $75,000 and 200 volunteer hours to support our literacy programs this year”].
I’ve compiled our discussions into a draft Resource Development Plan, attached here. It includes our agreed-upon goals, funding sources, engagement strategies, timeline, budget, and next steps. This plan is our GPS to sustainably fund [Nonprofit Name]’s mission, and I want to ensure it reflects your vision.
Could you please take 20 minutes to review the draft and share your feedback by [deadline, e.g., “Friday, August 15”]? Feel free to note any additions, clarifications, or concerns. Your perspective is crucial to making this plan as strong as possible.
We’ll finalize and vote to adopt the plan at our next board meeting on [date/time, e.g., “Tuesday, August 19 at 6 PM”]. This is a big moment—adopting this plan will show our community and funders that we’re united in our commitment to [mission, e.g., “empowering kids through education”]. I’ll also share tools, like fundraising scripts and a board giving pledge form, to help us kickstart the plan’s execution.
Thank you for your leadership and dedication. I’m excited to see where this plan takes us, and I’m so grateful to have you on this journey. Let me know if you’d like to discuss the draft over coffee or a quick call!
With gratitude,
[Your Name]
[Your Title, e.g., Founder/Executive Director]
[Nonprofit Name]
[Your Contact Info, e.g., phone, email]
Attachment: Draft_Resource_Development_Plan.pdf
Customization Tips:
- Personalize with specific references to the planning session (e.g., “I loved your idea about partnering with local bookstores!”).
- Adjust the tone to suit your board’s culture—keep it warm but professional.
Attach the draft plan as a PDF or Word document for easy review.
Action Step: Send this email within 1 week of the planning session, attaching the draft plan created using the Resource Development Plan Template. Follow up with a reminder 2 days before the feedback deadline. Schedule the adoption meeting within 2 weeks.
Resource Development Plan Template
This template helps you create a comprehensive resource development plan for [Nonprofit Name]. Fill in each section based on your board’s planning session outcomes. Use this to guide your fundraising and resource acquisition efforts over the next 12 months.
1. Resource Development Goals
List 3-5 specific, measurable goals for financial and non-financial resources. Ensure they are SMART (Specific, Measurable, Achievable, Relevant, Time-bound).
Goal 1: [e.g., Raise $50,000 from individual donors by December 2025]
Goal 2: [e.g., Secure 200 volunteer hours for program delivery by Q3]
Goal 3: [e.g., Obtain 2 corporate sponsorships worth $10,000 each by Q4]
Goal 4: [e.g., Submit 5 grant applications by Q2]
Goal 5: [e.g., Launch a monthly giving program with 50 donors by year-end]
2. Funding and Resource Sources
List the types of sources you’ll target, based on your Step 2 prospect list. Include specific prospects where possible.
Individuals: [e.g., Jane Smith (real estate agent), John Doe (local philanthropist)]
Businesses: [e.g., XYZ Bookstore, ABC Tutoring Center]
Foundations: [e.g., Community Foundation, Education Fund]
Other: [e.g., Volunteers, in-kind donations like event space]
3. Engagement Strategies
Outline tailored strategies for engaging each source type. Specify how you’ll reach out and build relationships.
Individuals: [e.g., Personalized emails, donor appreciation event in Q3]
Businesses: [e.g., Sponsorship proposals, co-branded marketing campaigns]
Foundations: [e.g., Letters of inquiry, grant applications by Q2]
Other: [e.g., Volunteer recruitment via social media, community fair in Q4]
4. Tools and Materials
List the resources needed to execute your strategies.
Marketing Materials: [e.g., $500 for brochures, $200 for website updates]
Technology: [e.g., $50/month for Bloomerang CRM, $49/month for Instrumentl]
Staff/Volunteers: [e.g., 2 volunteers for event planning, founder for grant writing]
5. Timeline
Create a 12-month timeline with milestones for each strategy.
Q1: [e.g., Launch individual donor campaign, send 50 emails]
Q2: [e.g., Submit 3 grant applications, host donor event]
Q3: [e.g., Secure 1 corporate sponsorship, recruit 50 volunteers]
Q4: [e.g., Evaluate progress, launch monthly giving program]
6. Budget
Estimate costs for executing the plan and identify funding sources.
Expenses:
Marketing: [e.g., $1,000]
Technology: [e.g., $600/year for CRM]
Events: [e.g., $2,000 for gala]
Total: [e.g., $3,600]
Funding Sources:
Board Giving: [e.g., $2,000 from 10 board members]
Relationship-Based Fundraising: [e.g., $1,000 from board networks]
Other: [e.g., $600 from crowdfunding]
7. Roles and Responsibilities
Assign tasks to board members, staff, or volunteers.
[Name]: [e.g., Jane – Make introductions to 3 business prospects]
[Name]: [e.g., Founder – Draft grant applications]
[Name]: [e.g., Volunteer Team – Manage event logistics]
8. Metrics and Evaluation
Define how you’ll measure success for each goal.
Goal 1: [e.g., 20 new donors acquired, $50,000 raised]
Goal 2: [e.g., 200 volunteer hours tracked]
Goal 3: [e.g., 2 sponsorship agreements signed]
Quarterly Reviews: [e.g., Assess progress in March, June, September, December]
Next Steps:
- Complete this template within 1 week of the planning session.
- Share with board members for feedback by [deadline].
- Finalize and adopt at the next board meeting on [date].