Working with donors
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The document provides tips for successfully working with donors on applications for financing. It recommends avoiding repeatedly submitting identical applications to the same donor and submitting the same application to all donors. Applications should be registered in a chronological order and tracked using a color-coded system. A database of potential donors should be maintained with relevant information. Required documents should be organized in a folder. Reports to donors should comply with their schedules and formats.
Working with donors
- 1. WORK WITH DONORS, APPLICATION FOR FINANCING Suren Magakyan
- 2. TRY TO AVOID : Submission of identical applications to the same donor, except those cases, when a donor specified the reasons of refusal to your previous application, Repeated submission of different applications to the same donor , Submission of the same application to all donors you know , Do not appeal to the big donor with an application for small money. They can “get away” with a small sum, although they could have given much more.
- 3. Register applications in chronological order. Use the traffic light system : Red – rejected Green – accepted Yellow – under consideration It is very important to mark the deadline for submission, to send another application . It will help your employees / especially if they change / to put the focus correctly and to avoid mistakes . It will also help you to keep track of information on the responses to your applications . Date Donor Project / Programme Sum Results Notes 20/02/11 UN AGM 405 mln Yeas During 2 years you cannot repeatedly submit an application
- 4. WORK WITH INFORMATION ABOUT DONORS Use the data base of potential donors in the Excel programme, including the following information : Size of financing Specific areas and priorities of financing Applications deadlines If you submitted the applications to them before Contacts and addresses of the websites It could significantly help the fundraiser’ s to work on attraction of financing . They will be informed about donors that you have contacted before / still contacting, and also they will add new donors into the list . Furthermore, it is very practical to collect all applications submitted before and the correspondence into one folder for further references .
- 5. DOCUMENTS To facilitate the process of preparation of applications, for sure, keep a separate folder with the required documents ( charter , reports, etc ), that should be submitted with the application : Final approved report Declaration on equal opportunities Strategic plan Strategy on protection of interests and rights of children It particularly makes people nervous , when after preparation of an application you have to wait till above mentioned documents will be collected and filed to the application package .
- 6. REPORTS It is very important to comply with the time schedules of the reports . It is your obligation to make notes on reporting time . Different donors can have different requirement regarding their form and deadlines . But in general the sections mentioned below are in the majority of the reports : What was planned to do for the reporting period ? What was actually done ? What was not done from the planned works / reason ? What was done to eliminate the obstacles ? Successful actions, stories / if there are any /, Other information related to this project.
- 7. SUBJECT GENERALIZATION For successful work with donors on requests for financing you must have : Renewed list of applications according to the traffic light system, Results of studies of different donors , Available folder with necessary documents , that are required for the application package , Schedule with the requirements on deadlines .