Companies that offer a Matching Gift Benefit Have Doubled

Reminder Strategies for Growing Matching

Gift Revenues

For Donor Stewardship

For Increased Revenue

Matching Gifts Specialist, 8 years

Gifts in Kind Specialist 8 years

Gift Processor, 4 years

Training Manager, Guam Hilton International

Eligibility Specialist, Social Services

Small business owner

Linda StarkMatching Gifts Specialist

California Polytechnic State UniversitySan Luis Obispo

Matching Gifts Specialist for 10 years – direct hands-on experience

#1 in the CSU system last year !

Embedded in gift processing Complete & verify matching gift applications Post/record gifts accompanied by matching application Send matching reminder & acknowledgement letters Research employment Coordinate and advise matching activities with annual fund & fund

raisers Provide matching training for new staff and annual fund callers Plan matching marketing strategies and implementation Provide reports to campus entities

Let me tell you what I don’t know-the condensed version!

Your organizational structure-who’s responsible for matching, decision-makers, recent/proposed changes

Available resources: financial, staff, employment data, software

Current matching strategies-marketing, public relations, matching gift page, tools

Program history-revenue up or down, recent staff or organization changes, level or knowledge

Let’s look at our program through Fiscal 2014

2012 20132014

 Amount $363,133

342,793 $409,335 Count 1115 1155

1132 Annual Fund $188,784

$180,650 $139,273 Non-Annual Fund $174,348 $162,142

$270,062 Average gift $325 $296

$361Advancement officers more aware of matching opportunities

Results of marketing matching to on-campus constituents as part of donor stewardship and additional revenue stream

Failure to send reminder letters is money down the drain

Approximately 25%, or $102,333 in matching dollars was stimulated by reminder letters.

If you’re not sending reminders, your donors are losing opportunities

If you are not sending reminders, your programs are losing money

Thank donors for their original gift. Tell them matching is an employee benefit that

costs them nothing. Include their employer’s name. Ask them to research their spouse matching

eligibility. Provide the link to E-Match Donor Link. List gift dates, amounts, and programs. Include your organization name & tax/EIN number. Add your contact information

Constructing an Effective Reminder Letter

Reminder Letter Mailing Schedule

Monthly- Send for prior month’s gifts so no deadlines will be missed.

Quarterly -Send second reminder. Semi Annually -Send 3rd reminder. If no response- research donor employment data. Check matching deadlines. Send end of November to catch 12/31 deadlines. The more you ask, the more you’ll get

Reminder Letter Mailing Schedule

Simple Gestures Create Goodwill

Your personal touch may be the first the donor has experienced, and can help determine your organization’s relationship with the donor.

Creating a positive experience with your donor tends to create loyalty.

Going the extra mile will distinguish you from the rest of the pack.

Responses to Reminder Letters

“ Thanks for taking care of the paperwork, it made it much easier for me to pursue.”

“Thanks for your help.”

“Thank you for following up with me. Your time and effort are very much appreciated.”

Hi - I mailed it today so you should see it shortly.  I included the matching gift person's name and fax number with the matching gift form. Hunt me down if you need anything from me. Thanks again.

Simple gestures create goodwill

Phrases to Avoid “Please check with your employer to see if your gift

can be matched”

“Ask your personnel office about your employer’s matching gift policy”

“To initiate the process, employees must fill out a form available from the human resources department”

Matching Reminder E-Mail

If you have already requested a match for the gift below, we are double grateful. If you have not applied for your matching gift, did you know that you can direct extra funding to your favorite programs? This is at no cost to yourself, by using your Boeing matching gift employee benefit.

Its as simple as going to www.giving.calpoly.edu/matching , enter your employer name in the search field, and follow the link to your matching gift application. Your spouse may also be eligible for matching. In addition to the gift information, you may need the following:

Organization Name: Cal Poly Foundation

Tax/EIN: 20-4927897

Address: San Luis Obispo CA 93407

       Gift Date Gift Amount Allocation

7/29/14 $500.00 Aerospace Engineering

Letters and E-mailsSend both!

E-Mail Reminders Quicker donor response.

Many donors prefer e-mail contact.

Alternating with letters provides maximum outreach

Letters

Not all donors prefer electronic communication.

Don’t always have current e-mail addresses.

Alternate with e-mail contact.

Finding Matching Gift Eligible Donors/Alumni

EMPLOYER FINDFor Those Donors/Alumni when you do

not have employment informationFinds 30—50% of a fileThen we screen the results and look for

matching gift companiesAutomatch (5-12%)

Finding Matching Gift Eligible Donors/Alumni

Automatch – when you know the employer information5-12% will work for a matching gift

companyOver and above what you currently are aware of

Finding Matching Gift Eligible Donors/Alumni

Employer Find Example 10,000 record file is screened using Employer Find

We find 30% of the employment information or 3,000 donors5-12% of the 3000 will work for a matching gift companyThat EQUALS 300 Matching Gift Eligible DonorsYou pay only if we find employer information.50 cents per hit You have the recurring revenue of the matching gift once Secured

Drive your donors to E-Match Donor Link

Gives donors the capability of doing their own matching eligibility research.

Gives donors direct access to their matching applications

Reduces your administrative time & effort. Allows donors to proceed at their own pace.

Reduces mailing of reminder letters. Quicker donor response means most applications will

be completed within program deadlines.

Driving Donors to E-Match Donor Link

Takes donors directly to employer’s matching gift program or online link.

Gives donors the capability of researching gift eligibility, so you

don’t have to do it.

Easy to use, helps overcome donor reluctance to complete their

matching application.

E-match Donor: Link-what the

donor sees

Link to application

Link to program guidelines

Application procedure

Contact Information

Added to pledge coupons.

Added to e-communications.

Added to print newsletters & magazines.

Added to gift receipts.

Add to online giving page.

Marketing E-Match Donor Link

OFFICIAL GIFT RECEIPT7/22/2010 $200.00Parent Fund7/22/2010 $300.00 Aerospace Engineering DepartmentFor recognition purposes, your name(s) may appear in University

publications as:Mr. and Mrs. John Q. Sample

Please email giving@calpoly.edu if you would like it listed differently.Your employer might match this gift! Find out at

www.giving.calpoly.edu/matching.html

Cal Poly Magazine Matching Gift Article

Double Your MoneyDon’t Miss Fall Enrollment in Your Companies’ Matching Gift Program

John Doe (Civil Engineering, 1980), a gas transmission planner with PG&E, has a regular contribution deducted from his paycheck every month. The employer automatically matches his contribution and makes the donation of the total amount quarterly. “It’s a simple, painless way to donate,” said Doe.

“I used to make inconsistent contributions but this is so much easier,” Doe continued. “And it’s like giving away free money if you’re not taking advantage of your companies’ matching contribution.”

To find out if your employer has a matching gifts program or for help establishing a matching gift, go to: www.calpoly.edu/matching

Included in:

Pledge coupon mailings

Donor packets

Mail Solicitations

Mailed as a postcard to donors linked to an employer with a matching gift program.

Placed in newsletters and magazines.

2 More Ways to Show Your Pride• Include Cal Poly in your will. You may designatea specific amount or percentage of your estate tosupport the program you are already making giftsto. This type of future gift can be accomplished byadding as little as one sentence in your will.

• Double your gift through the matching gift program.If your company has a matching gift plan, your giftto Cal Poly could be doubled. Some companies alsomatch gifts made by a spouse or retiree. To find outif your employer is one of the 1,700 companies thatmatches gifts, visit: giving.calpoly.edu/matching.

Planned Giving Brochure

CENG Fall Matching Reminder E-Mail

These days, we all wish we could make money go a little farther, especially when it comes to supporting your special Cal Poly Engineering program or department. Well, without digging deeper, there is a way to give your gift a "bounce." It just so happens that PG & E provides a matching gift program for their employees.  You can take advantage of this benefit by signing up for PG&E's payroll deduction program.  Payroll deductions make it simple to support Cal Poly.  And as an added bonus, your company automatically matches your gift which can make a huge impact!

www.giving.calpoly.edu/matching

Pledge Coupons

HEP Development Educational Series

Online Giving PageE-match Donor link

Matching Gift Information

Many employers sponsor matching gift programs to match any charitable contributions made by their employees. Find out if your company participates in a matching gift program.

If you always do what you always did, you’ll always get what you always got. Reminder letters will increase your matching gifts

revenue. Reminder letters will enhance donor stewardship. Reminder letters help your donors to make best use

of resources. Driving donors to E-match Donor Link is a passive

but effective strategy. Once strategies are put into place, maintenance &

expenses are minimal.

Thank You

Questions Call either:

Linda Starklstark@calpoly.edu805-756-2713

John Wrightjwright@hepdata.com410-849-2461

Frequently Asked Questions

Q. Is there a Guide available for Matching Gifts. HEPdata’s “16 Steps to Matching Gift Success” is posted on the wall in many matching gift offices. You can obtain a free copy http://www.hepdata.com/16-steps-to-matching-gifts-success/

Q. Can I get a copy of the presentation?

A. Yes, check the Learning Center on HEPdata’s website. A recording of the webinar should also be present. http://www.hepdata.com/category/webinars/

The webinars are great for training new staff as well as being full of ideas on how to grow matching gift revenues. There are over 30 webinars available for matching gift education and training.

Frequently Asked Questions

Q. How can we find more matching gift eligible alumni or donors?

A. HEPdata’s Employer Find can find 30-50% of the employers of your donors or alumni. 5-12% of them typically on average work for a matching gift company.