Strategic Documents

When I’m asked what I do, I say I write strategic documents. Lately I’ve been wondering what I really mean by this.

I consulted several dictionaries for definitions of strategic:

• “Of great importance within an integrated whole or to a planned effect.” Merriam Webster
• “Tactical, calculated, deliberate, planned. If you put something in a strategic position, you place it cleverly in a position where it will be most useful or have the most effect.” Collins Online Dictionary
• “Important or essential in relation to a plan of action. Highly important to an intended objective.” American Heritage

For those of us who work in fundraising, using words strategically is part of our daily work. Here’s how I think about it.

Strategic documents are persuasive cases for support that are carefully prepared to introduce the reader to your organization, provide historical and social context, describe new initiatives, explain why they will work, and spark interest in learning more. A well-written case statement communicates mutual alignment, generates enthusiasm, and helps turn interest into commitment.

Strategic documents take many forms, including proposals, memos, letters, position papers, talking points, presentations, thank you letters, emails, strategic plans, and annual reports.

They may be directed to a wide audience or a single person. These include institutional leadership, donors, foundation officers, CEOs, trustees, medical directors, alumnae/i, civic leaders, and public officials.

A strategic document has a clear purpose, for example a request for funding, an invitation to a meeting, or a thank you letter. It might be an email to arrange further communication to inform the reader about what you hope to accomplish in your community.

Strategic documents are written with the interests of each reader in mind. Writing style, format, content, and length are carefully chosen to align with the preferences of the reader. Be clear and concise. Donors appreciate brevity.

Strategic documents demonstrate rigor. They integrate what can be voluminous amounts of material, synthesize multiple points of view, demonstrate expertise and knowledge of current trends, and thoughtfully coalesce all of this in a carefully synchronized document that speaks to the interests of the reader.

The takeaway
As writers, we have opportunities to influence the thinking of people who make decisions about the futures of institutions and communities. Strong strategic documents align the world within your organization with the community you serve, and challenge the reader to consider connections beyond immediate needs to broader social change.