How to Send Donor Materials via WhatsApp — Sister Strong Collective

⚡ QUICK REFERENCE

Open WhatsApp → pick a chat (or new chat)
📎 Tap paperclip → choose "Photo & Video" for flyer OR "Document" for PDF package
Add a caption with the URL link
Send 📤

🎪 Send Flyer 📦 Send Package PDF 💬 Send Text Only 📸 Post to Status 👥 Send to Group 📡 Broadcast List 📋 Message Templates 💡 Pro Tips

1 Send the Kids Fun Fest Day Flyer (JPG)

Best for: quick visual reach. Recipients see the flyer in their chat preview.

📱 On Your Phone

Open WhatsApp
Tap the chat you want to send to (or tap ✏️ to start a new chat)
Tap the 📎 paperclip icon (or ➕ on iPhone)
Tap "Photo & Video Library" (NOT "Document")
Find Kids-Fun-Fest-2026-Vendor-Flyer.jpg in your gallery
Tap it → preview appears
Add a caption below the image (see templates below)
Tap the green ➤ Send arrow

💻 On WhatsApp Web (web.whatsapp.com)

Open web.whatsapp.com in Chrome
Click a chat → click 📎 paperclip
Click "Photos & Videos"
Select the flyer file from your computer
Type caption → press Enter to send

⚠️ "Photo & Video" shows a preview. "Document" shows just a generic file icon with no preview. For flyers, ALWAYS use Photo & Video.

📥 Get the flyer file

Download from your portal first:

📥 Kids Fun Fest Day Flyer (JPG) — best for WhatsApp
📥 Kids Fun Fest Day Flyer (PNG) — highest quality

2 Send a Complete Package PDF

Best for: officials, donors, businesses. The full multi-page PDF with cover letter, donor letter, AND flyer all in one.

📱 Sending PDF on Phone

Download the package PDF first from the portal (e.g., mayor-package.pdf)
Open WhatsApp → tap a chat
Tap 📎 paperclip
Tap "Document" (this time YES, use Document!)
Find and tap the package PDF
Preview appears showing the PDF
Add a short caption
Tap ➤ Send

✅ For PDFs, use "Document". WhatsApp can preview the PDF inside the chat — recipients can tap to open and read it.

📥 Get the package PDFs

Go to Donor Outreach Toolkit → scroll to 📦 Complete Donation Packages → click the package button → PDF downloads to your phone or computer

3 Send Text Message Only (with link)

Best for: quick personal asks when you don't want to attach anything.

Open WhatsApp → start a chat
Type or paste a message (use templates below)
Include the URL sisterstrongcollective.org/donor-letters.html in the message
Tap ➤ Send

✅ WhatsApp auto-detects URLs and makes them clickable. Recipients can tap to open the page in their phone browser.

4 Post the Flyer to your Status (Story)

Best for: broadcasting to ALL your contacts at once. Visible for 24 hours.

📱 On Phone

Open WhatsApp → tap "Updates" tab (bottom of screen)
Tap the + Add status button
Tap Camera icon → tap Gallery icon (bottom-left of camera)
Select your flyer image
Add text overlay if you want (e.g., "Donate by June 20!")
Tap ➤ Send → Status posts to all contacts who have your number

✅ HUGE REACH: If you have 200 contacts who have your number saved, ALL 200 see your Status. It disappears after 24 hours.

5 Send to a WhatsApp Group

Best for: community groups, church groups, business networking groups.

Open the group chat
Send flyer, PDF, or text as usual (same as 1-on-1)
The whole group sees it instantly

📋 Good groups to send to

Boston community groups
Dorchester, Mattapan, Roxbury neighborhood chats
Local women's business networks
Church / faith community groups
Parent / family / school groups
Local nonprofit collaboratives

⚠️ Group etiquette: Always introduce yourself briefly (e.g., "Hi everyone, Victoria from Sister Strong Collective here!"). Don't just drop a flyer with no context.

6 Create a Broadcast List (send to many privately)

Best for: sending the same message to 20-50+ people privately. Each recipient gets it as a 1-on-1 message — they DON'T see each other.

📱 Create a Broadcast List

Open WhatsApp → tap three dots menu (top right)
Tap "New broadcast"
Select up to 256 contacts (must have you saved in their phone)
Tap ✅ Done
The list is created — looks like a chat with a megaphone icon 📢
Send your flyer + caption to the broadcast list
Each contact gets it as if you sent it personally to them

⚠️ Critical limitation: Recipients only receive broadcast messages if they have YOUR number saved in their phone. Make sure to ask new contacts to save your number first!

7 Ready-to-Use WhatsApp Messages

Tap 📋 Copy on any message, then paste in WhatsApp:

💛 Send with the flyer

Hi [Name]! 💛 I'm hosting Kids Fun Fest Day on July 25 at Dorchester Park — a FREE family fun day for Boston kids — and I'd love your support to help make it happen! 📅 Saturday, July 25, 2026 · 12-7 PM 📍 Dorchester Park 💛 Any donation welcome 💳 Cash App: $vicky0808 📅 Deadline: June 20, 2026 📞 Pickup: 857-370-2030 Every donation helps a child smile! 🙏 — Victoria sisterstrongcollective.org

📦 Send with the package PDF

Hi [Name]! 💛 Sending you the full donor packet for Kids Fun Fest Day on July 25 at Dorchester Park. The PDF includes a personal letter, full donor letter, and flyer. 📅 Donation deadline: June 20, 2026 💳 Cash App: $vicky0808 📞 Call/text: 857-370-2030 Would love to chat anytime — thanks for considering! 🙏 — Victoria Sister Strong Collective

👋 Quick reminder / nudge (1 week before deadline)

Hi [Name]! 💛 Just a friendly reminder — Kids Fun Fest Day donations are due June 20. Any amount welcome 🙏 Cash App: $vicky0808 Even a $5 donation buys snacks for a kid that day. Thank you for considering! — Victoria

🙏 Thank you after donation

[Name]! Just got your donation 💛 Thank you SO MUCH. Because of you, Kids Fun Fest Day will be a beautiful day for Boston families. I'll send official acknowledgment soon. Truly grateful 🌟 — Victoria Sister Strong Collective

🏛️ Quick councilor / official message

Good morning Councilor [Last Name], I am Victoria Huell, President of Sister Strong Collective. We're hosting Kids Fun Fest Day — a FREE family event at Dorchester Park on July 25 (12-7 PM) — and would be honored by your support. 📅 Deadline: June 20, 2026 💳 Cash App: $vicky0808 📞 857-370-2030 for pickup or scheduling Happy to send our full donor letter — just say the word. 🙏 With gratitude, Victoria Huell Sister Strong Collective

8 Pro Tips for WhatsApp Outreach

📅 Best times to send

10 AM – 12 PM = highest engagement (people on lunch/coffee break)
7 PM – 9 PM = good for personal contacts (relaxing at home)
Avoid 8-9 AM weekday mornings (commute chaos)
Avoid late nights (looks desperate)

📊 Track your reach

Use ✓ ✓ (double check marks) to see who's read your message
Blue check marks = they read it (they might just be busy, not ignoring)
If no response after 3 days, send a polite follow-up

📱 Save these contacts

Make sure your phone has these key contacts saved (so they can receive your broadcasts):

All Boston city councilors
State senators in your district
Local press contacts
Past donors
SSC members and partners

🚫 Things to avoid

❌ Don't message officials after 4 PM or on weekends
❌ Don't send the same message 3 times in a row
❌ Don't blast 100 strangers — start with people who know you
❌ Don't use ALL CAPS — looks like shouting
❌ Don't forget the URL — recipients need a way to learn more

✅ Things that work

✅ Personal greeting with their first name
✅ Short message + 1 image + 1 link
✅ Clear ask (donate / share / attend)
✅ Cash App + phone for easy response
✅ Emojis used sparingly (3-5 per message)

📱 How to Send Donor Materials via WhatsApp