Ok, the fundraiser is over, we had a pretty good turnout. Here is the problem. Our due date for money owed has come and gone with maybe 1/4 of our participants still owing. Now comes the nasty letter home reminding parents of their obligations. Ok, I hate this part! For the most part it is parents who have gotten busy and it has slipped their minds. I am looking for suggestions on getting my message across that we do need the money paid now, but keeping the message light hearted, and maybe even commical or upbeat to keep parents supportive of our group. I am afraid to come across as a penny pinching scrooge and turn people off. We don't have enough help to chase anyone off! I'm looking for ideas, suggestions, on how others handle this sticky situation. Thanks! :confused:

We just distributed our fundraising merchandise yesterday. We had only 7 people who had not responded to our requests that they make good on their checks; Thursday I sat in an empty classroom checking orders and pulling out the merchandise belonging to those 7 people. Each packing slip was given a notation to the parents that we had pulled the merchandise and are holding it until payment is made. It is all separated with a note attached containing the student's name, teacher's name, customer's name and amount owed, so when and if we get the money we can easily hand it over.
The way we look at it, either we can return the merchandise to the company for credit or we'll pay for it and use it as prizes next year; until the customer pays, it isn't theirs. We have called everyone and might send out a letter, but that's it. (Easy to say when it's so small a number of orders affected.)

Did you give these people their merchandise? If you have then you really are in a sticky situation. All you can do is keep reminding them and hope they pay you off. We have fundraising companies that try to convince us to let the people pay when their order comes in but we instead heed the advice of some of our veterans. Yes, you will certainly sell more product if people pay "later" but, even though we are dealing with adults they often overextend themselves. In many cases actually it causes hardship. Most times they are overspending what should be their grocery money. Or they absorb the money collected from orders and have a tough time replacing it. Whatever the reason money due with order is the most responsible and easy way to go. Good luck, hope it turns out well for you.

We just finished our thank goodness that I only have 6 boxes to be picked up. We hung a banner
where the children are dropped off to remind parents. "Last Day to Pick up Funraiser"
then put the time & room # on there. as well.
This was the first time and the parents were grateful to be reminded. We do have a marquee and other important information was on there.

[ 11-19-2001: Message edited by: elvee ]</p>

<blockquote>quote:</font><hr>Now comes the nasty letter home reminding parents of their obligations.<hr></blockquote>

Nothing angers me quite like an inappropriate nasty-gram.

I got one recently from the state PTA "reminding" me that we are supposed to remit state dues monthly. For a variety of reasons, some good and some bad, we didn't collect dues money until October. So why didn't we send the state money in September or October -- BECAUSE WE DIDN'T HAVE ANY TO SEND YET! Did they ask? No!

You think I'm bad? You should see the Payables Manager at the office when a vendor gets nasty about an invoice that has already been paid.

Round one should not be in any way a "nasty letter". Instead, write a friendly note indicating that the fund-raiser records don't show that their payment was received, and asking them to look into it. Suggest that they may have forgotten, or it may have been misplaced, and don't downplay the possibility (however remote it really is) that you failed to properly record the receipt. Don't say "you forgot and you must pay", say "somewhere the system has broken down, and we need to get it fixed."

I know that I've been there in almost every permutation. Lord knows I've flat out forgotten to write a check a few times. More than once, my wife and I have responded to such a note by digging through the kids backpacks to see if something was still in there. Once I got called to bring lunch money because the teacher failed to pull a check out of the take-home folder and send it to the cafeteria. Once, a club I belong to deposited a check two days after I mailed it, but the membership dues check in the same envelope never cleared the bank.

Send the nasty letter along later, for the people who really deserve it.

Thanks for the suggestions. They are all helpful. This is my first time as a fund raiser chair, and we are doing things simply because they have always been done that way. Maybe it is time for an overhaul. The merchandise all goes home and then we collect money. I'm thinking we need to stop that procedure now. We have had trouble collecting money owed in the past and I think that is why policy is now to send nasty reminders. However I personallywould forget my head if not properly attached! I like the idea of sending a friendly reminder so as not to offend, just am not sure how to proceed. If I fail to collect all money owed I have to face the PTO and explain why. I think I will try a friendly approach and then use the rudeness when/if I need it. Thanks for your help all!