Journey letters are mandatory! There are two types of letters. Prayer letters are required for journeys for which students are not required to raise funds to cover the cost of the journey. These journeys need prayer support. The second type of letter is a donation request/prayer letter (support letter).
Donation request letters (support letters) are a primary fundraising tool. God works through such letters to provide much of the funding for short-term mission journeys. In general, people want to give and will respond when asked for a specific person, project, or people group. Also, because these people have contributed to the journey, they usually will pray for the journey.
If you are placed on a journey that requires fundraising and you do not send out letters asking for funding for your journey, you will not be eligible for any available scholarships.
If you are paying for the entire journey yourself, you may wish to add a statement in your prayer letter that the cost of your journey is covered, but people may contribute to the cost of the team going if they wish to do so.
Support Letters should include the following:
1. Dates and location of the journey. Include a brief description of the area. This can be found online, from the journey information sheets, or from your journey leader.
2. Description of what your team will be doing. Include any planned activities such as VBS, construction, evangelism, cleaning, etc. This can be taken from the journey information pages or from your first team meeting.
3. Why you want to be involved in this journey. Explain your call to this particular journey, location, or project. Describe what personal growth you hope to achieve.
4. The exact cost of the journey. Include how much this journey will cost and place the following phrase in your letter: “Any amount I raise above and beyond the cost of my journey will go to help other participants.”
5. Clear instructions on how the reader should respond. The goal is to have all your support in by the end of May. DO NOT HAVE THEM MAKE THE CHECK OUT TO YOU. Include the following statement: “If you can help financially at this time, please make checks payable to Bent Tree Bible Fellowship and put my name in the memo section. Please return your donation by May 16 in the enclosed envelope.” You should write your journey site and your name on the outside of the return envelope, and if possible, place a stamp on the return envelope.
Important Steps in completing your letter:
A. Each team member should compose their own letter. If there are siblings going on different journeys, one letter may be sent. However, each student should write their own section of the letter. Contributions may also be made in one check – with both names in the memo section – and in one return envelope.
B. Keep it brief. One page is recommended. Including maps or photos (especially of children) will enhance your letter. These can be found online or from previous journey members or leaders. Please put the date that you write your letter in the upper right.
C. Have your parents proofread your letter.
D. Bent Tree must proofread your letter. Prior to sending your letter, please submit a copy via email to hscott@btbf.org. Someone in Student Ministries will return your email with needed corrections and advice. Support letters are due for proofreading by March 3, 2010, and should be mailed no later than March 10, 2010. Prayer letters (for journeys not requiring students to raise funds) are due for proofreading by April 7, 2010, and should be mailed by April 14.
E. Send your letters by the recommended dates. Please refer to your journey information sheets for the required number of letters. Feel free to send more, and please send to people outside of Bent Tree.
F. Send a thank you note for donations. You will receive monthly updates of individuals who have contributed funds in your name. All journey participants should also send a thank you/report letter when you return from your journey to all those who contributed financially and through prayer.
Fundraising
Writing support letters is one way of raising funds for your mission journey. Prayerfully ask God to show you who would be a willing recipient of your request. He knows who is ready and able to contribute to the mission. He will do His part to prompt them to make a donation or to pray. Many people are waiting to be asked to be involved in God’s kingdom work. You may be surprised to find how many family members, friends, and others are willing to donate to your journey. Many times God wants to work in their lives through this process.
Organized fundraisers will not be implemented other than the Tim Hawkins event on January 30.
Any student is encouraged to work, babysit, or do other services for individuals to raise money toward their journey. They should turn in the money to the Student Ministry Office with notation of their journey name and student name.
