Ever feel like you’re doing a delicate dance between staying true to your mission and speaking “donor language”? You’re not alone! As someone who’s worked with nonprofits, I know that translating your passionate, on-the-ground work into donor-friendly communication can feel like you’re learning a whole new language – without losing your soul in the process.
For years, I would second guess what I was writing. Although I’m a good writer, I wasn’t always positive that my written communication with donors and other potential partners was telling our story well and making a connection. Speaking from person to person and relaying our story was much easier. And then, a friend who is an excellent writer gave me some great advice that I can share with you.
Let’s break down how to bridge this gap while keeping it real.
First things first: Your story matters. Are you working within vibrant cultural heritage? Using a community-driven approach to solving problems in the community? The reason why your organization exists? That’s your secret sauce! Don’t water it down – amplify it.
Here’s the thing: Speaking donor language isn’t about changing who you are; it’s about building a bridge between your world and theirs. Think of it as being bilingual in your communications. You don’t need fancy eight-letter words when simplicity and clarity can do the job.
Pro Tips for Authentic Donor Communication:
Show, Don’t Just Tell
Instead of saying, “We empower youth,” share a story like “When Maria joined our after-school program, she brought her grandmother’s traditional recipes. Now she’s teaching cooking classes to 30 other teens while learning business skills.”
Connect the Dots
Help donors see how their support creates real change. For example: “Your $50 monthly donation doesn’t just buy art supplies – it helps elders in our community share traditional crafts with the next generation, creating income and preserving culture.”
Keep It Conversational
Drop the jargon unless absolutely necessary. Instead of “We facilitate intergenerational knowledge transfer,” try “We create spaces where our community’s wisdom keepers can share their stories and skills with young people.” Your readers should be able to understand at the first read.
Remember the Magic Formula:
Your Authentic Voice + Donor Understanding = Powerful Communication
Real-World Example:
Let’s say you run a community garden program in a predominantly immigrant neighborhood.
Instead of:
“Our urban agriculture initiative facilitates food security and cultural preservation through sustainable farming practices.”
Try:
“In our garden, you’ll find Mrs. Chen growing the same bitter melons her mother taught her about in Taiwan, while teaching younger neighbors her family’s recipes. Your support helps us provide the seeds, soil, and space for 50 families to grow food that feeds their bodies and souls.”
The key is to weave impact and outcomes into your authentic story, not the other way around. Donors aren’t just funding your work – they’re becoming part of your community’s story.
Want to know if you’re striking the right balance? Share your message with both a potential donor and a community member. If both can connect with it, you’ve hit the sweet spot.
I’m still not sure of my writing.
Not a Natural Writer? No Problem! Let’s be real – not everyone was born with a pen in hand, and that’s totally OK! If writing makes you break out in a cold sweat, start by recording yourself talking about your work. What would you tell a friend over coffee about why your organization matters? That natural, passionate conversation is often your most authentic voice. Transcribe it (tools like Otter.ai make this super easy) and use it as your first draft. Remember, good writing often starts as good talking.
Getting Professional Help (Without Breaking the Bank)
Consider investing in a freelance writer who can create templates that capture your voice. Think of it as getting a custom-made suit – once it’s tailored to fit you perfectly, you can mix and match pieces for different occasions. A good writer can create a “voice guide” and templates for your most common communications: donation requests, thank you notes, program updates, and social media posts. Look for someone who takes the time to interview you, your team, and even some community members to really capture your organization’s essence. While this might cost $500-2000 upfront (depending on your needs), having these professional templates can save you countless hours of stress and help you maintain consistent, authentic communication for years to come.
Pro tip: When hiring a writer, ask them to document their process for capturing your voice. This becomes a valuable tool for training future staff or volunteers who need to write in your organization’s voice.
Remember: Your unique voice is what makes your work special. Don’t lose it – amplify it in a way that invites others to join your journey.
