Workshop for Camp Legacy Programs Formalizing the Letter of Intent

Arlene D. Schiff- National Director, LIFE & LEGACY, HGF

Susan Halpern-VP for Philanthropy Jewish Geriatric Services, Longmeadow, MA

Sue Kline – Program Manager Create a Jewish Legacy of Western Mass., HGF

Workshop Format3 panelists answer 4 key questions

1. What constitutes formalization?2. Why is it important to ask that the Letter of Intent be formalized?3. What are the four steps Legacy Teams should take:

◦ Thank◦ Ask◦ Make it easy◦ Encourage

4. What are best practice stewardship steps?

Introducing the 4th panelist – You!

Your NameYour Camp

1. What constitutes “formalization”?The donor provides proof of having done what is necessary to ensure that the legacy gift (bequest or other gift) will be made to your camp.

◦Copy of relevant portion of will, or◦Letter from attorney or financial

adviser, or◦Affidavit indicating a provision was

made

When do you discuss formalization?After a meaningful legacy conversation has taken place

After the donor has signed a Letter of Intent (LOI) to make a legacy or after-lifetime gift.

Note that an excellent LOI should: a. Request information about the commitment b. Ask whether the commitment has been formalized OR c. If (b) is not checked, have donor indicate a timeframe for formalizing d. ask whether donor is willing to submit written “proof of formalization”

Follow-up to the Letter of Intent

Formalization

Why is it important to ask that the Letter of Intent be formalized?

To ensure that donor’s philanthropic wishes will be realized (Formalization carries more weight than the promise implied in a Letter of Intent.)

To give heirs clarity about donor’s wishes

To enable designated camp to show gratitude to donor

To serve as an inspiration to others

How do we encourage donors to formalize their commitments?Thank AskMake it easyEncourage

Thank

Send a note thanking donors for pledge.

Remind them, if appropriate, to complete their intention (sample).

AskPhone Calls –Assign volunteers

to call donors and inquire if they have formalized their intention.

Personal Asks – Plan to ask donor specifically during the next in-person meeting.

Note: Be sure to track donor responses in your database so your camp knows the status

Make it easy Let donors know their options:

Letter from attorneyCopy of relevant portion of willAffidavit

Encourage

For donors who signed a LOI long ago◦Send letter telling them you are focusing on

formalizing legacy commitments (sample)

◦Two weeks later make a personal call, asking them if they have formalized the LOI

◦Continue to steward the donor Publicly acknowledge the Letter of Intent Send updates about camp Send Jewish holiday and birthday cards Other

EncourageIf LOI was recently received

◦Within 48 hours – personal note (see sample)

◦One week later – phone call◦Ten days later – letter outlining next

steps (see sample)◦3 months later (or 2 weeks after a

date actually indicated in the LOI) – phone call or personal meeting

◦Continue to steward donor

Donor ConversationsThree Scenarios

Donor says:YesNot Yet No

Tip: Always begin a conversation or meeting by thanking donors for their Legacy commitment.

Donor says, “Yes” (formalized gift)Thank and congratulate.Ask if comfortable sharing

amount and type of gift.Ask if willing to provide written

documentation:◦Copy of relevant portion of will◦Letter from attorney or financial

adviser◦Affidavit

Donor says, “Not Yet”Thank donor for making a

commitment.Ask if they have a timeframe for

formalization.Jot down the time frame.Reiterate the importance of

formalizing the gift –fulfilling their philanthropic intent and having an impact on camp.

Contact 2-3 weeks after the date noted.

Donor says “No”Thank donor for this

commitment.Ask if you can be of assistance in

helping them take the next steps.Ask if it’s OK to check back in __

(3,6,9,12) months.Reiterate the importance of

formalizing the gift – fulfilling their philanthropic intent and having an impact on camp,

Remember: Formalization takes place when time is right for donor

Recognize that ◦There is a fine line between

encouraging and harassing.◦Every donor is different.◦Since considerable time may elapse,

you need a system for tracking contacts.

◦The key is effective stewardship: ongoing, sincere, meaningful to donor.

The secret of a strong Camp Legacy program? Stewardship, Stewardship, Stewardship!

4.What are specific steps to take towards effective stewardship?

List donors’ names in print quarterly.List donors’ names at camp on a

permanent wall or plaque of honor.Use a summer gathering at camp to

recognize legacy donors.Feature donor testimonials live, on

video or in print. Regularly update donors by letter or

phone call.Other

Events make donors feel appreciated

Passing Down A Legacy an excerpt from Paul Bloom

As my mother, a founding member of the Home taughtme, we must teach our children the mitzvah of helping others, by volunteering (chesed) and offering our financial support (tzedakah). By giving of ourselves in these special ways we will all experience the wonderful feeling of helping others. 

I am proud to say the Jewish Geriatric Services is considered among the finest in the country, and we want to keep it that way. Just as our parents made certain that this wonderful organization would be there to take care of us, we must ensure that it is here to take care of our children and theirs. By donating to JGS, future generations will not only learn the importance of helping others, but they will also recall the generosity of those gone before them. 

Stellar Stewardshipa. Donor sees name in print quarterly.b. Donor sees name on wall or plaque.c. Donor gets spotlight at summer gatherings.d. Donor testimonials are featured on web site, in publications, and at camp events.e. Camp has special events to honor donors.f. Volunteer and professionals leaders write to say thank you.

ChecklistMoving donors to formalize commitments

1. Do we have a letter of intent that asks for all the information we need?

2. Do we thank donor upon receiving notice of formalization?

3. Do we send a reminder letter annually?4. Do we provide straightforward options for

formalizing (relevant section of will, attorney's letter, affidavit)

5. Do we call donors once a year to say thank you and add a personal reminder to formalize?

6. Do we keep good records of contacts with donors and formalizations?

7. Do we execute stellar stewardship?

“As our parents planted for us before we were born, so do we plant for those who will come after us.”

--Talmud

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