Configuring Manual Email Templates

Configuring Manual Email Templates

Manual Outreach


As each donation record flows into 360MatchPro, each donation record will be initially be 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 its course, which is dependent on the sending time that you have set, but most automated emails will stop 30 days later after a donation record flows into 360MatchPro. 

Now you have the ability to follow up with donors using the manual email outreach. 

There are two types of manual outreaches: 
1. Default Templates - You can edit the templated manual emails for 6 scenarios you'll face when communicating with donors. 
2. Custom Templates - you can create your own template to send to donors in bulk.




Default Templates


You have the ability to edit these email templates and send a matching gift email manually to one specific donor or multiple donors at a time. We've created 6 scenarios where you can follow up with donors after they've received automated emails. 

View the 6 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.


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. 

Let's say that automated emails have been sent to donors and you'd like to follow up with donors in the match submitted status. These donors have identified that they've submitted a match through their employer, so you'd be following up with this donor to thank them for doing so. It's always great to show your donors you appreciate their efforts!

We recommend including the following variables within this email:
  1. {{donor_first_name}} 



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 to 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:
  1. {{donor_first_name}} 




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 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. 


We recommend including the following variables within this email:
  1. {{donor_first_name}} 



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

If the donor identifies that they are ineligible within the automated emails, their status will change to "Ineligible" automatically. Another scenario that can happen is if a donor submits a matching gift request but the company they work for identifies that the donor is ineligible for a matching gift request. When this happens, you can send the donor a manual email that thanks them for supporting your organization but lets them know they are ineligible for a matching gift request. 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 about the progression of their matching gift request, even if it may result in being ineligible for a match. 


We recommend including the following variables within this email:
  1. {{donor_first_name}} 



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

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. 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 recommend email approach or you can customize the email. 

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}}




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


Let's say the automated emails have been sent to donors and you'd like to follow up with donors in the unknown employer status. It's highly likely that these donors within the status didn't open the emails or check to see if their employer will match their donation. It'd be great practice to send a follow-up email to donors in this status because there is a possibility that they could work for a company with a matching gift program, as they haven't identified their employer yet. You can keep our default email template as it is because this is our recommend email approach or you can customize the email. 

We recommend including the following variables within this email:
  1. {{donor_first_name}} 
  2. {{plugin_link}} 
  3. {{indicate_match_submitted_link}}



Custom Templates

You can create your own 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.



Training Video: Understanding Manual Outreach




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