Mail delays, whether due to seasonal surges, natural disasters, or labor disputes like the recent Canada Post strike, can significantly impact the operations of nonprofits. As you rely on donations to fulfill your mission, these disruptions can raise concerns about your ability to deliver vital services and programs. 

Now more than ever, maintaining open and transparent communication with your constituents is crucial. By keeping donors informed about the potential impact of mail delays on your mission, you can foster understanding, encourage alternative giving methods, and mitigate financial uncertainty. 

In this blog post, we'll provide you with five email templates to keep your supporters engaged and informed during and after periods of mail disruption. You can adapt these templates to various scenarios, including labor strikes and holiday seasons. 

5 Email Templates to Help  Nonprofits Through the Canada Post Strike & Other Mail Delays 

These email templates provide a strong foundation for clear communication, but remember—personalization is key! Tailor the tone and content to your specific audience and fundraising goals.

1. The Impactful Story 

Dear [Supporter Name], 

The recent [Problem. For example: influx of holiday parcels or Canada Post strike] has thrown a reasonable wrench into our holiday fundraising efforts, putting essential services for [Number] people at risk. 

At [Nonprofit Name], we rely heavily on mailed donations, especially during the holiday season. This vital support allows us to continue [Specific program or service]. 

With delayed mail deliveries, many of you who might have planned to donate through the mail may be unsure of how to support us. 

The good news is, there are alternative ways to make a significant difference! You can easily donate online through our secure platform [Link to donation page]. 

Your immediate support will ensure [Number] lives aren't negatively impacted by potential mail delays. Together, we can make this holiday season a bright one for those in need. 

💡Get the most out of online giving:  

2. The Express Option 

Hi [Supporter Name], 

[Question. For example: Have you noticed an uptick in mail during the holidays? Or: Have you heard about the Canada Post strike?] Unfortunately, it may delay the delivery of mailed donations, potentially impacting our ability to fulfill our mission. 

But fear not! You can ensure your support reaches us immediately by donating online. Our secure platform allows you to make a donation in just a few clicks, with your tax receipt emailed instantly. 

Every contribution helps us continue providing [Specific program or service]. 

Click here to donate now and bypass the postal delays: [Link to donation page] 

Thank you for your dedication to our cause! 

3. The Matching Power Appeal 

Dear [Supporter Name], 

This year, we face a unique challenge with postal system delays impacting our ability to receive mailed donations. However, we have exciting news to help counteract this! 

This week is [Name of Matching Gift Program] week. Any donation you make to [Nonprofit Name] will be matched by [Matching Gift Organization] up to [Matching Amount]. That's double the impact! 

To ensure your generous contribution is maximized, we encourage you to donate online through our secure platform: [Link to donation page] 

With your support, we can power through the postal delays and continue our essential work. 

4. The Thank You (Preemptive) Approach 

Dear Valued Supporter, 

We're reaching out with gratitude for your continued commitment to [Nonprofit Name]'s mission. 

We understand the holidays [or: Canada Post strike] may cause some disruption to your usual donation methods. However, your support is more important than ever! 

Whether you choose to donate online or wait to send a check once the delays are resolved, we appreciate your generosity in any form. 

In the meantime, you can explore our online donation options: [Link to donation or campaign page] 

Thank you for being a part of our amazing community!