Response forms

The clergy letter and brochure are accompanied by a response form. This response form is important because it is the vehicle by which the intentions of the church member are translated into action. From the response forms the church is able to assess the level of pledges that have been made by the congregation and respond to specific requests for further information.

• Sample templates for response forms can be found by following the several links in the sidebar on the right of the page.
• Response forms are differentiated to accompany the differentiated letters so be careful to pair them up correctly.
• Make use of the reply envelope.

Keep it clear
The clergy letter makes the ask; the response form frames the practical response. Avoid ambiguity; people should be able to read the letter, look at the form and know exactly what they can do. Make sure the gift array from the case statement is correct for your church and is the same as in the brochure. Use the correct response form for the differentiated grouping and give a clear date by which the response form should be returned, usually the special Thanksgiving Sunday.

Keep it simple
Never leave the giver to find out information or to take action themselves, beyond of course the commitment to return the response form. Never include additional material such as Gift Aid declarations or Standing Order forms in the hope that they will be returned with the response forms.

Keep it personal
The ask letter was personally addressed to the recipient; the response forms should make a personal response. The form is designed to set up a personal visit as a response to a request for information as part of the follow up strategy. See the brief guidance at the reply envelope.