📧 How to Email a Donor Package via Gmail
Step-by-step guide for sending Kids Fun Fest Day donation packages
⚡ QUICK REFERENCE — 7 Steps
- Portal → click a donor package button → Download PDF
- Gmail → Sign in as
sisterstrongcollective@gmail.com - Compose new email (➕ Compose button)
- To: recipient's email (or BCC for blast)
- Subject: use a template below
- Body: short note + 📎 attach the PDF
- Send 📧 ✅
1 Download the donor package PDF
- Go to sisterstrongcollective.org/donor-letters.html
- Scroll to the 📦 Complete Donation Packages section (purple box)
- Click the button for who you're sending to (Mayor Wu, Governor, etc.)
- The PDF downloads to your Downloads folder
🎯 Which package for which recipient?
| Click this button | If sending to |
|---|---|
| 🏛️ Mayor Wu Package | Mayor Michelle Wu |
| 🏛️ Governor Healey Package | Governor Maura Healey |
| 🏛️ US Senator Package | Sen. Warren or Sen. Markey |
| 🏛️ State Senator Package | MA State Senators |
| 🏛️ City Councilor Package | Boston City Councilors |
| 💼 Business / Major Donor Package | Companies, foundations, large donors |
| 💛 Community / Personal Package | Friends, family, individual donors |
2 Open Gmail and sign in
- Go to gmail.com
- Sign in with sisterstrongcollective@gmail.com
- Click the big ➕ Compose button (top-left corner)
- A "New Message" window pops up at the bottom-right
3 Add the recipient
In the To: field, type the recipient's email address. Here are commonly used ones:
| Recipient | Email Address |
|---|---|
| 📍 Mayor Michelle Wu | mayor@boston.gov |
| 📍 Mayor's community team (CC) | constituentengagement@boston.gov |
| 📍 Governor Healey | Use form at mass.gov/forms/email-the-governor or constituent.services@mass.gov |
| 📍 Sen. Warren | warren.senate.gov/contact |
| 📍 Sen. Markey | markey.senate.gov/contact |
| 📍 Boston Globe (Press) | newstips@globe.com |
| 📍 Bay State Banner | editor@baystatebanner.com |
| 📍 Dorchester Reporter | newseditor@dotnews.com |
💡 Pro tip: To send to multiple people privately, use the BCC field instead of "To" — recipients won't see each other's emails.
4 Add the subject line
Pick the subject line that matches your recipient. Click 📋 to copy:
🏛️ Mayor Wu
Community Event Invitation & Sponsorship Request — Kids Fun Fest Day, July 25
🏛️ Governor Healey
Community Event Sponsorship Request — Sister Strong Collective Kids Fun Fest Day
🏛️ US Senator
Community Event Support Request — Kids Fun Fest Day, Dorchester Park
💛 Donor (warm contact)
🎪 Donation Request — Kids Fun Fest Day for Boston Kids
💼 Business contact
Sponsorship Opportunity — Kids Fun Fest Day 2026, Dorchester
👋 Friend / family
Helping me bring joy to Boston kids this July 25
📰 Press
PRESS RELEASE: Sister Strong Collective Announces Kids Fun Fest Day
5 Write a short email body
The PDF has everything inside — your email just needs a short personal note. Click 📋 to copy any template:
🏛️ For Mayor / Governor / Official
Dear Mayor Wu,
Please find attached our request for your support of Kids Fun Fest Day 2026 on July 25 at Dorchester Park. The attached PDF includes a personal letter, the full donor letter, and our official event flyer.
I would be honored to discuss this with you or your staff at your convenience.
With gratitude,
Victoria Huell
President, Sister Strong Collective
857-370-2030
💼 For a business / sponsor
Hi [Name],
Please find attached our donor packet for Kids Fun Fest Day 2026 — a FREE family fun day for Boston kids on Saturday, July 25 at Dorchester Park.
The attached PDF includes the full donation request, event details, and the official flyer. We would be honored by your support.
Donation deadline: June 20, 2026
Cash App: $vicky0808
Happy to discuss further at your convenience.
With gratitude,
Victoria Huell
President, Sister Strong Collective
857-370-2030
sisterstrongcollective@gmail.com
👋 For a friend / family / personal
Hi [Name]!
I'm hosting Kids Fun Fest Day on July 25 at Dorchester Park — a FREE family day for Boston kids — and I'd love your support!
I attached our donation packet with everything you need to know.
Deadline: June 20, 2026
Cash App: $vicky0808
Call/text me anytime at 857-370-2030. 💛
With gratitude,
Victoria
6 Attach the PDF package
This is the key step:
- At the bottom of the Gmail Compose window, find the 📎 paperclip icon
- Click it
- A file picker opens
- Navigate to your Downloads folder
- Click on the package PDF (e.g., mayor-package.pdf)
- Click Open
- Wait 10–15 seconds for upload (7 MB file)
- You'll see: 📎 mayor-package.pdf (7.3 MB) ✅
⚠️ Don't forget to attach! The PDF is what makes the email professional and complete. Sending without it just looks like a generic email.
7 Send the email 📧
- Double-check: To, Subject, Body, and Attachment
- Click the blue Send button (bottom-left of Compose window)
- Toast appears: "Message sent" ✅
- The email is delivered! 🎉
✅ Track it: Open your Gmail "Sent" folder anytime to see who you've contacted. Or log it in your portal's Donors tab.
📨 Sending to MANY people at once
If you have 20+ donors to email all at once:
- Click Compose
- To: put YOUR OWN email
sisterstrongcollective@gmail.com - BCC: paste all recipient emails, separated by commas:
donor1@email.com, donor2@email.com, donor3@email.com, donor4@email.com
- Subject + body + attachment as usual
- Click Send
- Each person gets the email — but they CAN'T see each other's emails ✅
⚠️ NEVER put 20 emails in the "To" field. Everyone would see everyone else's address — bad for privacy and looks unprofessional.
💡 Pro Tips
📅 Best time to send
- Tuesday – Thursday, 9–11 AM EST = highest open rates
- Avoid sending to officials after 4 PM (their staff has gone home)
- Avoid weekends and Mondays
💾 Save the PDF for reuse in Gmail
- After sending once, the file is in your "Sent" folder
- Open the sent email
- Right-click the PDF attachment → "Save to Drive"
- Next time, click 📎 → Insert from Drive to attach quickly
📞 Follow up after 7–10 days
If no reply, send a polite nudge:
Hi [Name], just following up on my email from [date]. Would you have any thoughts on the Kids Fun Fest Day sponsorship request? Happy to chat anytime. Thanks!
📊 Track your outreach
- Use your portal's 📜 Activity tab to see all emails sent
- Use the 💛 Donors tab to log who you've contacted
- Mark replies and donations as they come in
🆘 Common Problems
| Problem | Solution |
|---|---|
| PDF too big to attach | Gmail allows up to 25 MB. Your packages are 7 MB ✅ |
| Can't find the downloaded PDF | Check your Downloads folder. Sort by date (most recent at top) |
| Gmail says "blocked attachment" | Won't happen with PDFs — always allowed |
| Recipient says they didn't get it | Check your "Sent" folder to verify. Ask them to check Spam folder |
| Want to send from a different account | Click your profile icon (top right) → "Sign out" → sign in with the other account |
| Need to schedule for later | Click the dropdown arrow next to Send → "Schedule send" → pick date/time |