Letter to Alumnae
 

Hello! I am working on creating a letter for alumnae to help a few of our collegiate chapters by sending flowers or volunteering their time during recruitment. If anyone has any ideas of how I should word this or even any samples that would be great! Ideally one letter will be sent from myself (the alumnae side) and the VP of Membership (collegiate side). Any help is greatly appreciated! :)

All I will say is be specific. If you need women there to help with food etc, say so. If you need money, say so. Don't let the women think you need one when you really need the other.

Also be specific when asking for volunteers in regards to when it will be, how long, where they can park, what they should wear, and so on. If a lot of stuff needs to be picked up an alumna may have a vehicle that would work and she could take a member with her and do it all at once, especially if items are being rented and delivery is a ridiculous charge.

If you're asking for money or items, be very specific, perhaps work out ahead of time which vendor you will use as a) alumnae might pay, or be able to pick up b) have connections or ideas for a better deal. Some women may also be unable to give a lot of money or time, and I'm often one of those people who would rather know the chapter needs X item(s) and buy those then just hand over money. This saves the collegians from having to go out and do it, and I almost always have a coupon ;)

Please, please, please, make sure to thank all of the alumnae. Whether you decide to do individual thank you cards just signed by the chapter or have cards passed around for sisters to sign, try and do that within one month of rush ending. Being acknowledged and feeling appreciated is so important, and not only is it good manners and sisterly, you're more likely to get alumnae to continue to support the chapter in all kinds of ways if they feel valued and wanted. Instead of having the VP do it, there could be a woman under her or appointed on her committee who can make sure it gets done and you can gently double check.

I think what you're getting here is girls (and people new to dealing with volunteers) tend to be too wishy-washy about what they need. And if you aren't specific enough, you won't get responses. You need 6 alums to help with rush. They will be doing the following tasks 1 - recruitment secretary. Hours will be 6 AM to midnight for a week straight. 2-lady to fill water glasses. Hours will be from 10 AM to 2 PM for a week straight. As far as the money, we need the following items. 1,2,3. They have been ordered at Lowe's so we would really appreciate someone to pay for them, and ideally deliver them to the chapter house by X date.

In your wishlist, I would include some really hard ones and a super easy one - MONEY. If you can't provide your time, would you help us defray overall costs by sending a check for $25 (or $50 or whatever you think is appropriate. People will write checks for the amount you request, so don't say, would you write a check?) If you want them to send flowers, again, be specific (if you WANT specific). You want long stem pink roses in a vase. Please order them from XYZ florist by September 1st. If you just want flowers but you don't care, just be very specific about deadline, and give them your address. And you could provide a list of florists from which to choose.

Be gracious in your cover letter, and make absolutely dead certain everyone who makes a donation of manpower, time or money gets a thank you within 1 month of rush.

Also, I would suggest remembering to offer options to help that fit all alums. The girl just out of college may not be able to donate in any major monetary way but may have the time and energy to put in some hands on work. Where the mom with three kids under eight, may not have time to put in work but may be the greatest bargain shopper of all time and can help you get the deal of the century on something you need.