We try the phone call route first, but we nearly always get answering machines. So we follow up with a form letter that we really do call our "Ooops Letter". You can easily predict the top three ooops: no money at all, incorrect amount, or missing order form. Our letter has those three reasons at the bottom, and an introductory paragraph at the top. The fundraising chair fills out the person's name and checks off the reason, then adds any explanatory notes to the letter. The letter is sent home with the student. We also record each oops on an oops log so the chair can keep track of the open issues and mark them off as they are resolved.
Sometimes we use a simple "we can not process you order until the full payment is submitted" or, similar to above, "you have submitted a order for $, but only $ were enclosed. We need you to either submit the remining $ or cross the items off of your order form that you do not want." I always send back the whole fundraiser packet, form and money incase they have any questions as well as a memo to the fundraising chair letting them know about it. We usually get 120 orders from our 475 students and at least 10 of those have something incomplete or wrong. This last time, I got money with a child's name and no order form!
The irony of commitment is that it’s deeply liberating-in work, in play, in love. The act frees you from the tyranny of your internal critic, from the fear that likes to dress itself up and parade around as rational hesitation. To commit is to remove your head as the barrier to your life. --Anne Morris
Welcome Marilyn. I'm sure you will find these board useful.
This is an easy one. Usually a simple phone call explaining the discrepancy will do the trick. If you need to followup with a written note, keep it simple and to the point, but polite. "We are sure it was an oversight, but when reviewing your order we noticed that the actual price of the itmes you ordered was $X however the mopney you sent in was $Y. Please send in the difference of $Z by such-and-such a date or your order will be delayed"
Hi
My name is Marilyn and I am new to this. We are doing our first fundraiser and I need some help. Some parents are not sending in the correct amount of money for the items and I would like to let them know nicely. Please help
Marilyn Moore This email address is being protected from spambots. You need JavaScript enabled to view it.
