Configuring Manual Email Templates

 

As each donation record flows into the matching module, each donation record will be initially placed in the Automated outreach. The purpose of the automated outreach is to identify match eligible donors and present those donors with matching gift forms and guidelines for their employer, so they can easily start the matching gift submission process. After the automated emails have run their course, which is dependent on the sending time that you have set, most automated emails will stop 30 days after a donation record flows into the matching module. 

 

You can edit these email templates and send a matching gift email manually to one specific donor or multiple donors at a time. We've created 8 scenarios where you can follow up with donors after they've received automated emails. 

 

View the 8 scenarios below: 

 

1. Thank a donor for indicating they submitted their match. Let them know you're waiting on the next steps and/or the matching donation from their employer. 

2. Let a donor know that you've received the matching gift funds.

3. Let a donor know that you verified their gift and that you're waiting on their employer to send the matching gift funds.

4. Thank a donor even though their gift likely can't be matched and propose alternate ways to get their company involved.

5. Let a donor know that their employer will likely match their gifts, and ask them to submit the match.

6. Email a donor and ask them to see if their employer will match their gift.

7. Email a donor and ask them to see if their employer will match their gift before your Fiscal Year ends.

8. Email a donor to encourage them to submit their match before your Fiscal Year ends.

1. Thank a donor for indicating they submitted their match. Let them know you're waiting on the next steps and/or the matching donation from their employer. 

 

 

We recommend including the following variables within this email:

2. Let a donor know that you've received the matching gift funds.

 

Your organization has verified that the donor gave to your organization through the verification email sent to you by the matching gift company. So, you now receive a matching gift check from the company with a matching gift program. You can manually change the status of this donor and send them a manual email. This email thanks the donor for submitting a match and lets them know that your organization has received the matching gift funds from the donor's employer. This is a great practice to keep the donor included in the different stages of their matching gift submission. Often donors want to be updated and ensure that their matching gift submission resulted in a matching gift check to the organization they supported. 

 

We recommend including the following variables within this email:

3. Let a donor know that you verified their gift and that you're waiting on their employer to send the matching gift funds.

 

So, the donor has submitted a matching gift request already and identified this within the matching gift emails. Your organization now receives a verification email from the matching gift company regarding this specific donor. You verify that this donor gave to your organization and you know that you are awaiting the matching gift funds from the company. You can manually change the status of this donor and send them a manual email. This email can thank the donor for submitting their match and let them know your organization is waiting for the matching gift check from their employer. This is a great practice to keep the donor included in the different stages of their matching gift submission. Often donors want to be updated and ensure that their matching gift submission resulted in a matching gift check to the organization they supported. 

 

4. Thank a donor even though their gift likely can't be matched and propose alternate ways to get their company involved.

 

5. Let a donor know that their employer will likely match their gifts, and ask them to submit the match.

 

 

We recommend including the following variables within this email:

1. {{donor_first_name}} 

2. {{donation_amount}} 

3. {{form_available_link}}

4. {{indicate_match_submitted_link}} 

5. {{indicate_ineligible_link}} 

6. {{matched_company_info}} 

We recommend including the following variables within this email:

1. {{donor_first_name}} 

2. {{plugin_link}} 

3. {{indicate_match_submitted_link}}

 

If you are approaching the end of your Fiscal Year, you may want to follow up with donors in the waiting for donor status. The donor within this status has likely already received automated emails, as they've identified that they work for a company with a matching gift program based on our database. However, this donor has not identified if they've submitted a matching gift request to their employer. Before your Fiscal Year ends, it's a great practice to send a follow-up email to donors in this status because they work for a matching gift/volunteer grant company but have likely not yet submitted a matching gift request (they didn't identify this in the automated emails sent to them prior). You can keep our default email template as it is because this is our recommended email approach or you can customize the email. 

 

You can create your email template and send this email template to one specific donor, or multiple donors at a time. 

Navigate to Manual Outreach --> Custom Templates -> Create a New Template. 

To create a New Template: 

 

1. Name the Template

2. Create the Subject Line of the email

3. Include the body of the email (feel free to insert email template variables provided by Double the Donation).

4. Then "Save Email Template" 

5. You can preview the email when you are ready to send manual emails to donors.