E-mail mailing

Project: Restoration of the CSM Clinic (Bila Tserkva, Ukraine)
Goal: to launch a systematic e-mail campaign to attract grants/donations/partnerships. Quickly engage donations/partnerships from charitable organizations and IT companies (CSR/ProBono/tools) for the restoration of the clinic and continuity of rehabilitation.

About Us

The CSM Clinic (Bila Tserkva, Kyiv region) is the largest private rehabilitation clinic in the region, destroyed on 23.06.2025 (5 "Shahed"). We worked with children with ASD/CP, veterans, patients after strokes and severe injuries. We have evidence/publications (TSN, EBRD), ready press materials, letter templates, and contact databases.

Freelancer Tasks

• Prepare and execute an e-mail outreach in two directions:

  1. Charitable foundations/NGOs/INGOs (children / veterans / equipment / staff costs).

  2. IT companies/agencies/platforms (CSR/ProBono: WordPress/Drupal, SEO/performance, Jamstack/DevOps, hosting/CDN/clouds).

• Personalize letters (minimum 2 variables), align the "specific ask" to the segment.

• Conduct sequences: first letter + 3 follow-ups (3–4, 7–8, 14 days).

• Adhere to sending limits, domain warming, and deliverability practices.

• Update the tracker (Excel/Google Sheets): status, dates, notes, next steps.

• Coordinate calls/intro calls with warm leads, pass them to us.

What We Provide

• 2 Excel databases: fundraising (Outreach_Master) + IT targets (300+) with priorities.

• 4 thematic templates (children/veterans/equipment/staff-bridge) + EN/UA scripts for IT.

• Proofs/links, short concept notes, photos, requisites.

KPI (first 30 days)

• Outgoing letters: ≥1,500 (≥60% personalized).

• Open rate: ≥35%; Reply rate: ≥6–10%.

• Scheduled calls/meetings: ≥30.

• Confirmed aids/deals: 5+ (of any type).

• Timeliness: response to warm lead ≤ 6 hours.

Tools and Requirements

• Experience in cold B2B outreach/fundraising 2+ years; cases with NGO/CSR — a plus.

• Tools: Instantly / Lemlist / Mailshake / Woodpecker or G-Suite mail-merge.

• Understanding of SPF/DKIM/DMARC, domain warming, anti-spam.

• English — Upper-Intermediate+ (Ukrainian — a plus).

• Ability to work with reports and segmentation (Excel/Sheets).

Communication and Reporting

• Daily brief update (sendings/openings/risks).

• Weekly detailed report: metrics, A/B results of subjects/hooks, pipeline of leads, suggestions for improvements.

• Shared status tracker (we check 20 random letters for QA).

Duration and Budget

• Pilot: 4 weeks with the possibility of extension.

• Model: fixed + bonuses for results (scheduled calls, confirmed partnerships/donations/tool credits). Indicate your rates and proposal for bonus structure.

How to Apply

Send:

1. 3–5 relevant cases (screenshots of metrics/reviews).

2. What tools/approaches to deliverability you use.

3. Brief plan for the first 7 days.

4. Your rates (fixed/monthly) + proposal for bonuses.

5. One A/B test improvement to our subject (EN).

Short version (for project description on the exchange)

We are looking for an expert(s) in cold e-mail outreach for fundraising (foundations/NGOs) and IT partnerships (CSR/ProBono: WP/Drupal, SEO, Jamstack/DevOps, hosting/clouds) with the goal of restoring the destroyed CSM Clinic. There are contact databases (300+ IT, list of foundations), letter templates, proofs (TSN/EBRD). KPI for 30 days: 1,500 letters, open ≥35%, reply ≥6–10%, ≥30 calls, ≥5 confirmed aids. Required: experience in deliverability, tools (Instantly/Lemlist/etc.), English B2+. Model: fixed + bonuses for results. Send cases and plan for the first 7 days.