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Payment reminder letter format for non-profit organizations

hey so there are four documents that will help make your non-profit life easier I'm going to share them in this video today let's get started [Music] hey y'all this is Tiffany with Boston the budget I help new and small nonprofits get up and running if you need help with your non-profit make sure you are subscribed to this channel because I drop videos every week I'm extremely passionate about helping new and small nonprofits get up and running so if you haven't joined my non-profit boss Nation what are you waiting for subscribe to this Channel all right so in this video I'm sharing four documents that can help make your life easier and these four documents don't necessarily fit a category they have to deal with like your internal structure they have to deal with fundraising they're kind of all over the place but I was sitting down thinking like okay what are four documents like non-profit Founders need to know like in case they don't have them in place what is something I can remind them of to help get them in order so that's where this video came from I hope it's helpful I hope it doesn't feel too random for you so the first document that I would share is a case statement I have talked about case statements before if you check out some of my fundraising videos I'm linking one above a case statement is one of the first things you need to do before you ask for money and this is usually an internal document that you use as a non-profit to make your case for why you deserve funding so you need to outline okay what's the problem that you're solving who you're serving what are they struggling with why is it such a big problem like making the case for it and using data and information to make the case you're telling the story of your non-profit the why behind your non-profit you're talking about what you do to resolve the problem and the outcomes that you hope to improve and you're trying to identify What Makes You Different what makes you stand out because all of these things that you're writing in this document help you make your case when it's time to persuade someone to give to you so you use it as a reference document when you're creating your fundraising appeals when you're creating your Grant proposals all these kinds of things when you're putting information on your website when you're creating uh brochures and one pagers so you can streamline your work to make sure you're you're all sharing the same message and it comes from the same place so I love using case statements as like what I call my scratch document so when I was in school and I would have to write a paper I would start with the scratch document and I would just throw any and everything it didn't even have to be complete sentences but I would throw in a document to try to organize my thinking and then I would start massaging it and making it better and that's kind of like what your process should be for a case statement you're throwing out all the things that you want to say about your non-profit and you're massaging it to make it make sense and then whatever you use to make sense will then be used as a reference when you start to write other documents where you need to persuade people like your pitch deck so I always like to bring up the case statement for Folk books so that they're aware that this at this document actually exists it's usually created by the fundraiser in an organization but it's absolutely helpful for you as a non-profit founder when you're just starting your non-profit I do have a template for a case statement and my non-profit startup workbook it's one of the bonus worksheets as a part of the 10 worksheets that already come with the workbook so if you're interested in figuring out how to create a plan for your first year that workbook will help you do it so I'm linking that below number two is a twofer it is your budget and your financial statements so your budget should come from your goals for your year the way I like to describe it your budget is just your goals you want to accomplish in numbers the activities that you want to carry out in numbers so your budget would include the expenses for your year and the revenue for the year so everything you need to spend and everything you need to make and you want to make sure you at least Break Even you really want to make more you want to have more Revenue but at least you're breaking even for your organization and having a budget make sure that you're clear on all the things that you need to accomplish for the year and also make sure you're clear on how much you need to raise a budget is an essential document when you are raising money for your non-profit you have to be able to understand how much you're trying to raise because you need a fundraising goal when you're raising money but also when it comes to explain to your donor or your funder what you need to use the money for then that process of developing your budget and figuring out your goals and your activities you will have it because you already created that budget and just just to let you know when you're applying for Grants because I know a lot of you are interested in that you're going to have to supply your organizational budget in most circumstances and or a program budget so it just makes sense to have this in place it's just an important Planet document for your organization but you should just have it for other reasons as well the other piece is you want to have financial statements especially if you want to go after grants more than likely a grant funder is going to ask you for financial statements so that means things like your balance sheet or your income statement which shows what money you brought in and what money went out right and there are other documents that funders may want to see as well additional financial statements but those two are the basic ones right sometimes the funder will let you get by with just submitting your 990 tax form but eventually you're going to have to start preparing and developing your financial statements and you should be looking at them anyway as a non-profit board you all should be looking at that to see what your cash flow is like to see what's coming down the pike also just to compare to your budget and to see whether or not you're hitting the mark and if you need to adjust or do something different in the year and when you grow to a size where you need an audit then you'll be able to have audited financial statements so that you can submit those to funders because you'll see that in a lot of Grant requirements that they require not just financial statements but audited financial statements so everything I'm talking about is just to prepare you for when you grow and when you get to a point where you got to be a little bit more organized more professional so it's important to have this stuff in the beginning so you're ready when it's time to go to that next level number three is standard operating procedures or Sops so this really speaks to your internal processes so there are processes that you complete for many different tasks maybe related to fundraising maybe to doing some of your programming maybe to manage your managing your volunteers maybe for like sending out correspondence there are processes that are involved with everything you have to do for your organization right those that you do internally and those you do externally and if you want to grow to a certain level you have to get to a point where you can describe the work that you do so that someone else can pick it up and do it in place of you and I'm specifically talking to the non-profit Founders who are doing everything because I know you are right you want to get to a point where you can begin to delegate where you can begin to shave off some things so you can have more time to be more strategic to plan for your organization and to make key Connections in the community in order to do that you got to get some things off your back back so if you want people to come behind you and do the things that you're doing now you gotta write it down you got to be able to describe the work you do what's the purpose behind it how do you do it what are the things or the resources you need to get it done and you want to have it written down in an organized way so that if someone picks it up and begins to read it and study it they can pretty much make do with what's there so I would recommend that even the things that you're doing now that you don't plan to offload on anybody still write it down because the other thing is what if you become incapacitated God forbid or what if you get to a point where you don't have time to explain something or you're unable for whatever reason to explain something you don't want your organization to come to a halt just because you the person that one person can't do it so I recommend even now start writing down your processes and this is not going to be perfect let me tell you because I do this with boss in the budget too it's constantly changing as I you know sign up for new Services as I design new processes as I change what my goals are for the year it's going to be messy it's not going to be perfect but you got to start somewhere so my challenge to you is to begin to start writing down all of your processes so that someone can come behind you and take the load off so before I go to the last one I challenge you to pick a process that you want to write down and share it in the comments so we can hold each other accountable so the final document I want to share is a master Grant proposal that is a proposal which outlines all the typical things you'll find in a grant proposal in one place so that when it's time to start writing other Grant proposals you can just pull from that main document and just tweak and customize it based on that particular Grant this saves so much time right but it's this is the thing it takes some time to pull all of this together so it's worth it to invest the time up front to pull all these things together so when you start applying for Grants you don't feel like you're starting from scratch every single time you start a new Grant proposal so I recommend you start a Google Document or a document you can collaborate with and share and assign people to start building different sections of the proposal now I recorded a video way back y'all about the 10 Common sections of a proposal I am linking that above because that video is really helpful for you to understand what are all the typical things you're going to see in The Proposal so you can be prepared so I linked that video above but I also have a grant writing workbook which does the same thing for you it helps you create your master Grant proposal it helps identify all the major sections of a proposal and it has a worksheet for each of those sections so you can build them out for yourself so once you're done going through the workbook it's already completed you just gotta pull it all together so if you need that grant writing workbook check out the link below I'm putting that in the description box and here's the thing this is the reason why I started with the case statement if you've done a lot of the work of your case statement then it's a natural transition into your master Grant proposal because in your case statement you're making the case you're describing why you're needed and you're doing the same thing in the grant proposal it's your problem statement or your need statement you're explaining what's the problem you're solving who are you serving what are they struggling with why is it such a problem how prevalent is this problem all the things you need to do to make the case for why your services are needed and why you need that funders resources it's already there in the case statement and you just transfer it and build it up into your master Grant proposal so all these documents even though they seem like it's a lot you know when you're first starting out it's a lot of investment to pull all the information together once you do it you'll feel so much better and it will help you operate more effect actively as a non-profit if you focus on these things was this helpful y'all please let me know in the comments thank you so much for supporting my channel if you need help visit me at .bostonthebudget.com and I'll see you in the next video [Music]