Volunteer Time Off Letters: Templates to Boost Support

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The scarcest resource for any nonprofit organization isn’t always funding; often, it is time. Specifically, it is the time of dedicated volunteers during standard business hours. You likely have a roster of passionate supporters willing to help on weekends, but finding someone to staff a registration desk at 2:00 PM on a Tuesday or help with a school field trip on a Friday morning can feel impossible.

The barrier is obvious: the 9-to-5 workday. However, a growing trend in corporate philanthropy is breaking down this wall. Paid Volunteer Time Off (VTO) is an employee benefit that allows individuals to volunteer during work hours without losing pay. It is a massive opportunity for nonprofits to secure highly skilled, energetic volunteers when they are needed most.

In this comprehensive guide, we will provide the strategies, best practices, and copy-and-paste templates you need to mobilize your corporate supporters:

The catch? Many of your supporters don’t even know they have this benefit. To unlock this resource, you need a proactive communication strategy. By incorporating volunteer time off letters into your donor and volunteer outreach, you can educate your community, remove the barrier of “work commitments,” and fill your volunteer shifts with ease.

What Is Volunteer Time Off (VTO)?

Before writing your letters, it is crucial to understand the mechanism behind the ask. Paid volunteer time off is a type of employee benefit in which team members receive a number of hours designated for volunteerism above and beyond existing PTO (Paid Time Off).

Essentially, companies pay their employees to show up for your nonprofit.

While vacation days are for rest and sick days are for health, VTO is specifically for community engagement. The structure of these programs varies by company, but they generally fall into a few categories:

  • Individual VTO: Employees are given a bank of hours (e.g., 8 to 40 hours annually) to volunteer with a nonprofit of their choice.
  • Group Volunteer Events: Companies organize team-building days where departments take time off together to complete a service project.
  • Skills-Based Volunteerism: Employees use their professional expertise (marketing, IT, finance) to assist a nonprofit during work hours.

Did You Know? The number of companies offering VTO has increased by 2 in 3 over the last decade. Currently, 66% of employers provide some sort of paid time off program for volunteering. Despite this growth, awareness remains low. By sending volunteer time off letters, you are helping your supporters utilize a benefit that is otherwise going to waste.

Why Volunteer Time Off Letters Are Critical for Nonprofits

You might assume that if a donor wants to volunteer, they will find a way. However, statistics show that logistical hurdles are the primary reason people do not volunteer. In fact, 49% of individuals state that work commitments are their biggest obstacle to volunteering.

By sending a letter specifically addressing VTO, you are directly removing that obstacle. You are telling your supporters: “You don’t have to choose between your job and your passion for our cause. You can do both.”

Furthermore, engaging corporate employees through VTO often leads to deeper financial support. 79% of people who volunteer also donate to the organization. When you bring a corporate volunteer through your doors using VTO, you are not just getting a pair of hands for the afternoon; you are cultivating a relationship with a donor who is statistically more likely to support you financially.

The Strategic Timing of VTO-Related Outreach

To get the highest conversion rate on your volunteer time off letters, you need to send them when your needs are high and when employees are most likely to be thinking about their benefits.

1. The “New Year” Refresh (January)

Most corporate benefit years reset on January 1st. Employees have a fresh bank of VTO hours (often an average of 20 hours per year ) and are looking for ways to fulfill New Year’s resolutions regarding community service. Sending a letter in January plants the seed for the rest of the year.

2. Pre-Event Recruitment

If you have a major event coming up—like a charity golf tournament, a gala setup, or a community clean-up day—that requires daytime help, send a targeted VTO letter 6-8 weeks in advance. This gives employees enough time to request the day off and get manager approval.

3. Volunteer Appreciation Week

Use Volunteer Appreciation Week not just to say thank you, but to educate. Remind your existing volunteers that they might be able to volunteer more without sacrificing their weekends by utilizing their company’s VTO policy.

4. Back-to-School Season (August/September)

For education-focused nonprofits or PTAs, the start of the school year is prime time. Parents are looking for ways to be involved, and knowing they can use VTO to chaperone a field trip or help in the library can be a game-changer.

Template 1: For Volunteers With Known VTO Benefits

If you are using a corporate giving database or have collected employer data during your volunteer registration process, you can segment your list. This template is for supporters whom you know work for companies with VTO programs (like Salesforce, Deloitte, or Patagonia).

Subject: [Volunteer Name], did you know [Company Name] pays you to volunteer?

Dear [Volunteer Name],

Thank you for being such a dedicated supporter of [Nonprofit Name]. Your commitment helps us [Brief Mission Statement, e.g., provide shelter to animals in need].

We know how busy life can be, and balancing work with volunteering isn’t always easy. That is why I wanted to highlight a fantastic benefit offered by your employer, [Company Name].

Our records show that [Company Name] offers a paid Volunteer Time Off (VTO) program. This means you can take time off work to volunteer with us—without using your vacation days or losing pay!

How to Use Your VTO to Support [Nonprofit Name]:

  1. Check Your Balance: Log into your employee benefits portal to see how many VTO hours you have available this year.
  2. Pick a Shift: Visit our volunteer calendar [Link] to find a daytime opportunity that fits your schedule.
  3. Request the Time: Submit the time off request to your manager using your VTO code.

We currently have a high need for volunteers on [Day of Week] mornings to help with [Specific Task]. Using your VTO for just one shift would make a massive difference for our team.

Thank you for everything you do!

Sincerely,

[Your Name] [Your Title]

Quick Tip: Mentioning specific companies adds credibility. For example, knowing that Thomson Reuters offers two paid days (16 hours) each year allows you to be specific in your ask: “You could spend two full days with us this year without missing a paycheck!”.

Template 2: For Volunteers With Unknown Eligibility

For the majority of your database, you may not know where they work or what benefits they have. This letter serves as an educational tool, prompting them to investigate their own benefits package.

Subject: A secret way to volunteer without working weekends…

Dear [Volunteer Name],

We know that between work, family, and personal time, finding hours to volunteer can be a challenge. That’s why we want to make sure you aren’t missing out on a benefit you might already have.

Did you know that 66% of employers offer paid Volunteer Time Off (VTO)?

VTO allows employees to volunteer during regular business hours while still getting paid. It’s a way for companies to support the causes their employees care about—like [Nonprofit Name]!

Could you be eligible?

It takes just a few minutes to find out:

  1. Check your employee handbook or HR portal.
  2. Search for keywords like “Volunteer Time Off,” “Community Service Leave,” or “Paid Release Time.”
  3. Ask your HR representative if the company supports paid volunteering.

If you have VTO hours available, we would love to see you during the week!

Daytime volunteers are crucial for our operations, helping us [Specific Impact, e.g., sort food donations] when our staff is stretched thin.

[Link: Check Our Weekday Volunteer Schedule Here]

Thank you for being a vital part of our community.

Best regards,

[Your Name] [Title]

Template 3: Advocacy Tools for Ineligible Volunteers

What if a volunteer checks their handbook and finds… nothing? This isn’t a dead end; it’s an opportunity. Employees have significant influence. By providing them with a template to send to their HR department, you empower them to advocate for a VTO program. This helps them, and potentially hundreds of their colleagues, volunteer with you in the future.

Subject: No VTO? Here is how to ask for it.

Dear [Volunteer Name],

Thank you for checking your eligibility for Volunteer Time Off! Even if your company doesn’t offer a program yet, you can help pave the way for future support.

Corporate social responsibility is growing fast; the number of companies offering VTO has increased by 2 in 3 over the last decade. Many companies start these programs simply because employees ask for them.

If you feel comfortable, consider sending the note below to your HR director or Community Relations manager to express your interest.

Subject: Inquiry regarding Volunteer Time Off (VTO) policies

Message:

Hi [HR Contact Name],

I recently spent time volunteering with [Nonprofit Name], a cause I care deeply about. I learned that many companies in our industry offer “Volunteer Time Off” (VTO) programs, which allow employees to dedicate a few hours annually to community service during the workday.

Does our company currently offer anything like this?

Research shows that offering VTO helps attract talent and boosts employee engagement. In fact, 62% of individuals report that the ability to volunteer during business hours is a top factor for a positive volunteer experience.

I would love to chat about how we might be able to implement a pilot program or a “Day of Service” here. It seems like a fantastic way to support our team and give back to our local community.

Thanks,

[Employee Name]

Thank you for being an advocate for [Nonprofit Name]!

Sincerely,

[Your Name]

Maximizing Impact: The “Double Dip” Strategy

Sending volunteer time off letters opens the door to a powerful fundraising idea: the “Double Dip.”

Many companies that offer VTO also offer Volunteer Grants. This means the company pays the employee to volunteer (VTO) AND writes a check to the nonprofit based on the hours served (Volunteer Grant).

For example, Microsoft offers a volunteer grant of $25 per hour. If an employee uses 8 hours of VTO to help your nonprofit, you receive 8 hours of free skilled labor plus a $200 donation from Microsoft.

How to include this in your letters: Add a P.S. to your templates: “P.S. Does your company also offer Volunteer Grants? After you finish your shift, you might be able to log your hours and earn a monetary grant for [Nonprofit Name]—doubling your impact!”

Best Practices for Writing Effective VTO Letters

To ensure your letters get opened and acted upon, follow these best practices derived from successful corporate engagement strategies.

1. Focus on the Benefit to the Donor

While VTO helps you, frame it as a benefit to the volunteer. Use phrases like “Use your benefits,” “Take a break from the office,” or “Volunteer without sacrificing your weekend.” Remind them that 96% of employees who participate in corporate volunteerism report having a positive company culture—it’s good for their well-being.

2. Be Specific About Needs

Don’t just ask them to “volunteer.” Be specific about why you need daytime help.

  • Weak: “We need help during the day.”
  • Strong: “We need three volunteers next Tuesday from 10 AM to 2 PM to help distribute lunches. Using 4 hours of VTO would ensure these families get fed.”

3. Simplify the Process

If you have a database of companies, provide the specific steps for that employer. For example, if you are emailing a GM Financial employee, mention that they have 8 hours of VTO per quarter available. The more specific you are, the less research the donor has to do.

4. Create a Dedicated Web Page

Include a link in your letter to a “Corporate Volunteering” page on your website. This page should list companies with known VTO programs, instructions for signing up, and your Tax ID number (often needed for logging hours). This establishes a centralized hub for relevant resources.

5. Leverage Social Proof

In your newsletters, highlight a volunteer who used VTO. “Meet Sarah! She used her VTO day from [Company] to help us plant our community garden. Thanks to her employer, she didn’t lose a cent of pay, and we gained a beautiful garden.” This normalizes the behavior and encourages others to check their own benefits.

Wrapping Up & Next Steps

Volunteer Time Off letters are a low-cost, high-reward tool in your fundraising arsenal. By educating your supporters about the benefits sitting in their employee handbooks, you can unlock a new wave of daytime volunteers and deepen your relationships with corporate partners.

Remember, the goal is to make it easy for supporters to say “yes.” By providing templates, doing the research for them, and highlighting the double impact of their time, you turn a logistical challenge into a strategic advantage.

Ready to find more corporate opportunities? To maximize your results, consider using a corporate giving database like Double the Donation. Our tools allow you to identify which of your donors work for VTO-eligible companies instantly, streamlining your outreach and ensuring you never miss an opportunity to engage a corporate partner.

Start drafting your VTO letters today and transform your volunteer program. Then, increase your impact by automating your volunteer time off outreach with Double the Donation. You can even request a personalized demo to see the tools in action!

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Volunteer Grant Letters: Templates to Boost Revenue

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Volunteers are the lifeblood of any nonprofit organization. They dedicate their Saturday mornings to cleaning up parks, their evenings to tutoring students, and their weekends to staffing fundraising galas. While their time is invaluable, there is a way to make it literally valuable in terms of dollars and cents. Volunteer grants, often known as “dollars for doers,” are corporate giving programs in which companies provide monetary donations to nonprofits as a reward for employees’ volunteer work. However, billions of dollars in this corporate philanthropy funding go unclaimed every year, largely because volunteers simply do not know these programs exist. The solution? Strategically implemented volunteer grant letters to your supporters.

By incorporating volunteer grant letters into your outreach plan, you can educate your supporters, encourage them to log their hours, and unlock a new stream of unrestricted revenue for your mission. In this guide, we will explore how to craft the perfect message, when to send it, and provide you with copy-and-paste templates to get started immediately.

In this guide, we’ll cover:

If you’re looking for ways to improve your organization’s volunteer program, volunteer grants are an excellent way to go. And these volunteer grant letter templates are here to help guide your way!

Understanding Volunteer Grants: The Basics

Before we dive into the nuances of writing the perfect letter, it is essential to understand exactly what you are asking for. Volunteer grants are a specific type of corporate giving program that supplies monetary grants to organizations where employees volunteer.

Essentially, these programs monetize the time your supporters are already giving you. Companies set specific thresholds—such as volunteering for 10 hours in a calendar year—and once an employee meets that requirement, the company cuts a check to the nonprofit.

The value of these grants can be substantial. In fact, 80% of companies with volunteer grant programs provide between $8 and $15 per hour volunteered. Some industry leaders go even higher; for example, Microsoft offers a grant of $25 per hour for an employee who volunteers.

Did You Know? Volunteer grants provide “free money” for nonprofits and schools. This allows organizations to drastically increase the return on investment (ROI) of their volunteer programs without requiring additional work from the development team.

Despite the generosity of these programs, the funds often sit untouched. Organizations typically have limited information about the companies their volunteers work for, and volunteers often lack awareness of their companies’ volunteer grant availability. This knowledge gap is exactly what your volunteer grant letters will aim to close.

The Importance of Volunteer Grant Outreach

You might be wondering why a dedicated letter strategy is necessary. Can’t you just put a blurb on your website? While a dedicated “Ways to Give” page is crucial, proactive outreach is the engine that drives results.

According to fundraising research, email has the highest ROI of any marketing platform. It puts the information directly in front of your supporter, rather than waiting for them to stumble upon it.

By sending targeted volunteer grant letters, you accomplish three strategic goals:

  • Education: You inform volunteers that their employer might reward their service with a donation.
  • Empowerment: You give them the specific tools and links they need to submit a request.
  • Appreciation: You frame the request as a way to “double their impact,” reinforcing their value to the organization.

If supporters are never made aware of their employers’ giving programs, they won’t know to complete the grant request process, and their employers will be unable to supply the appropriate funding. A well-crafted letter bridges this gap.

When to Send Volunteer Grant Letters

Timing is everything in fundraising communication. You want to catch your volunteers when they are feeling most connected to your mission and when the details of their service are fresh in their minds.

Here are the three most effective times to send these letters:

1. Immediately Following a Volunteer Event

Strike while the iron is hot. If you just hosted a beach cleanup or a charity 5K, send a follow-up email within 48 hours thanking them for their time and mentioning volunteer grants. They are already feeling good about their contribution; this gives them a way to amplify that feeling.

2. During Volunteer Onboarding

Set the expectation early. Include a section on corporate giving in your volunteer handbook or welcome email series. Let new recruits know that tracking their hours isn’t just for your internal records; it could lead to financial support.

3. At the End of the Calendar Year

Many corporate giving programs reset on January 1st. Sending a reminder in November or December encourages volunteers to log their hours before the deadline passes. This is particularly effective for companies like ExxonMobil, which offers $500 for every 20 hours volunteered. If a volunteer is sitting at 18 hours, this email might prompt them to sign up for one last shift to hit the threshold.

Quick Tip: Automate where possible! If you use volunteer management software, set up an automated email trigger that sends a “Check your eligibility” email after a volunteer logs their first 10 hours.

Template 1: For Volunteers With Known Eligibility

If you are using a corporate giving database or have collected employer information during registration, you have a massive advantage. You can segment your list and send highly specific instructions.

This template is designed for a volunteer who you know works for a company with a volunteer grant program (e.g., Verizon or Allstate).

Subject: [Volunteer Name], maximize your impact at [Nonprofit Name]!

Dear [Volunteer Name],

Thank you so much for your recent help with [Project Name/Event]. Your dedication makes it possible for us to [Brief Mission Statement, e.g., feed families in our community].

Because you are such a valued member of our team, I wanted to share a quick way you can double the impact of the time you have already given—at no cost to you!

Our records indicate that you work for [Company Name]. Did you know that [Company Name] has a generous volunteer grant program? They offer grants of [Insert Amount, e.g., $500 for 20 hours] to nonprofits where their employees volunteer.

Since you have already logged [Number] hours with us, you may be eligible to submit a request today!

Here is how to do it:

  1. Log in to your company’s corporate giving portal: [Link if available].
  2. Navigate to the “Volunteer Grants” or “Dollars for Doers” section.
  3. Log your recent volunteer hours.
  4. Submit the request!

It only takes a few minutes, but it makes a world of difference for our organization.

Thank you for being a champion for our cause!

Sincerely,

[Your Name] [Your Title]

Template 2: For Volunteers With Unknown Eligibility

For the majority of your volunteers, you likely do not know where they work. This letter needs to be broader, educating them on the concept of volunteer grants and encouraging them to do a quick search.

Subject: Did you know your volunteer hours could be worth $?

Dear [Volunteer Name],

We are so clearer for the [Number] hours you have dedicated to [Nonprofit Name] this year. We simply couldn’t do this work without you.

I’m writing today to share a little-known secret about volunteering: Your time could be worth real money to our mission.

Thousands of companies, including 40% of Fortune 500 companies, offer volunteer grant programs. These programs donate money to nonprofits based on the hours employees spend volunteering.

Could your employer be one of them?

Please take a moment to check!

  1. Visit our corporate giving page here: [Link to your website’s search tool].
  2. Type your employer’s name into the search bar.
  3. If they offer a program, follow the instructions to submit your hours!

If you find that your company participates, please let us know so we can keep an eye out for the grant. If you aren’t sure, a quick email to your HR department can clear it up.

Thank you for helping us do more good!

Best,

[Your Name] [Title]

Template 3: Advocacy for Ineligible Volunteers

Sometimes, a volunteer will check their eligibility only to find that their company does not offer a volunteer grant program. This is not a dead end. It is an opportunity for advocacy.

Employees have a significant influence over corporate culture. By providing them with a template to send to their HR department, you empower them to champion a new program.

Subject: How to advocate for a volunteer grant program at work

Dear [Volunteer Name],

Thank you for checking your eligibility for a volunteer grant! Even though your current employer doesn’t offer a program yet, you can still help pave the way for future support.

Many companies start these programs because employees ask for them. If you feel comfortable, consider sending the following note to your HR director or Community Relations manager to express your interest.

Subject: Inquiry regarding employee volunteer grants

Message:

Hi [HR Contact Name],

I recently spent time volunteering with [Nonprofit Name], a cause I care deeply about. I learned that many companies in our industry offer “volunteer grant” programs, where the company provides a small monetary donation to charities where employees volunteer their time.

Does our company currently offer anything like this?

Research shows that 80% of companies with these programs offer between $8 and $15 per hour volunteered. It seems like a fantastic way to support employee engagement and give back to our local community.

I would love to chat about how we might be able to implement something similar here.

Thanks,

[Employee Name]

Thank you for going the extra mile for us!

Sincerely,

[Your Name]

Best Practices for Writing High-Converting Letters

Having the templates is a great start, but how you customize and deliver them matters. Here are several best practices to ensure your volunteer grant letters get opened and acted upon.

1. Personalize Your Outreach

Generic “Dear Volunteer” emails are easy to ignore. Use your CRM to merge in their first name and, if possible, details about their specific volunteer activity (e.g., “Thanks for helping at the Spring Gala”). This personal touch reminds them of the specific experience they had, making them more likely to want to amplify it.

2. Highlight the Impact

Don’t just ask for money; explain what that money will achieve.

Weak: “Please submit a request so we can get $500.”

Strong: “Submitting a request could generate $500, which is enough to provide school supplies for an entire classroom.”

Connecting the grant to a tangible outcome motivates the volunteer to take the administrative step of logging into their portal.

3. Keep It Simple

Your volunteers are busy people. If your letter is a wall of text, they will delete it. Keep your paragraphs short, use bold text to highlight the call to action (CTA), and use bullet points for instructions. The goal is to make the process feel effortless.

4. Leverage Social Proof

In your newsletter or general outreach, share stories of other volunteers who successfully secured grants.

Example: “Thanks to Sarah’s volunteer grant from Verizon, we were able to purchase new equipment for the shelter!” Seeing that others are doing it validates the process and creates a sense of “FOMO” (fear of missing out) on being a top-tier supporter.

Quick Tip: Include a link to a dedicated matching gift/volunteer grant page on your website in every email footer. This ensures that even if the email isn’t about grants, the resource is always accessible.

Wrapping Up & Next Steps

Volunteer grants represent a unique intersection of time and money—a way to double the impact of your most dedicated supporters without asking them to open their wallets. By raising awareness through strategic letters, simplifying the submission process with clear instructions, and leveraging the right technology to identify opportunities, your nonprofit can tap into this underutilized revenue stream.

The key is consistency. Make volunteer grant outreach a standard part of your post-event follow-up and annual communication calendar.

Ready to uncover more revenue? For the best results, consider utilizing a dedicated tool to automate this research. Double the Donation’s database provides a wealth of volunteer grant and matching gift information for thousands of companies. By embedding this tool on your website, you can help volunteers check their eligibility in seconds, driving higher submission rates and more funding for your mission.

Start drafting your letters today, and watch your volunteer program’s ROI soar. Plus, see how Double the Donation can help you automate your volunteer grant outreach to increase impact without taking up more team time! Request a personalized demo to get started today.

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Corporate Grant Letters: Templates to Secure More Funding

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Corporate grants represent a direct line of financial support from the business world to the social sector. Unlike loans or investments that expect financial returns, these grants are investments in community impact. However, unlocking these funds requires more than just a good mission statement; it requires strategic, persuasive, and professional corporate grant letters.

In this ultimate guide, we’ll explore the landscape of corporate grantmaking, identify the different types of funding available, and equip you with the templates and strategies needed to write appeals that get a “Yes.” Specifically, we’ll cover:

Writing effective corporate grant letters (whether as a formal Letter of Inquiry (LOI) or a full proposal cover letter) is the critical first step in securing these partnerships. And we’re here to help you do so with ease! Let’s begin.

What Are Corporate Grants?

Corporate grants for nonprofits are financial contributions made by businesses to nonprofit organizations. These grants are intended to support charitable programs, projects, or initiatives that align with a company’s values, community priorities, or social impact goals.

Unlike loans, corporate grants do not require repayment. Instead, they are typically awarded through a formalized application process. This process often begins with a letter or proposal that outlines how the funds will be used and how the outcomes will be reported.

Understanding the specific type of grant you are seeking is essential for drafting a successful letter. Most corporate grants fall into one of three categories:

1. Program Support Grants

These are funds designated for a specific initiative or project. For example, if you are a youth organization launching a new after-school coding workshop, you would apply for a program support grant. The funds are restricted to the costs associated with that specific project.

2. Capacity-Building Grants

These grants help nonprofits improve their internal infrastructure or capabilities. This might include funding to upgrade IT systems, invest in staff training, or expand service facilities. The goal is to help the nonprofit run more efficiently and sustainably.

3. General Operating Support Grants

These are flexible, unrestricted funds that allow a nonprofit to cover essential day-to-day expenses like staffing, rent, or utilities. Because they are not tied to a specific project, these grants are highly coveted for maintaining organizational stability.

Did You Know? Corporate grant funds are distributed through various channels. They may come from a company’s corporate foundation (a separate nonprofit arm), a dedicated Corporate Social Responsibility (CSR) department, or even local branches of national companies.

The Strategic Value of Corporate Partnerships

Writing corporate grant letters is about more than just asking for money; it is about proposing a mutually beneficial partnership. Understanding the value exchange is key to writing a compelling narrative.

For Nonprofits

The primary benefit is increased resources to support programs, staff, and infrastructure. However, the value extends beyond the check. Partnering with well-known corporate brands enhances a nonprofit’s credibility and visibility. It can also lead to expanded networks, opening doors to additional funding or volunteer partnerships down the road.

For Companies

While corporate giving is rooted in altruism, companies also benefit significantly. Supporting nonprofits enhances brand reputation and generates public goodwill. It strengthens employee engagement and retention, as employees prefer to work for socially responsible companies. Furthermore, it fosters deeper community ties in the areas where the company operates.

For Communities

Ultimately, corporate grants benefit the communities served. Corporate support leads to tangible outcomes: more meals served, more youth mentored, more families housed, and better access to healthcare. When nonprofits are well-funded, they are better equipped to drive long-term change.

Identifying the Right Corporate Partners

Before you draft your first corporate grant letter, you must identify companies whose philanthropic goals align with your mission. Sending a generic request to a company that does not support your cause is a waste of time.

Research Giving Priorities

Start by researching businesses that have a strong presence in your community or service area. Look for companies that support causes similar to yours. You can find this information on company websites, in their annual CSR reports, or by using philanthropy databases.

For example:

  • Bank of America focuses on workforce development and basic needs.
  • Google.org offers grants for technology-driven solutions in digital equity and climate action.
  • SC Johnson supports sustainability, education, and health.
  • Verizon awards grants for digital inclusion and STEM education.

Verify Guidelines

Once you have identified a potential partner, verify their specific giving guidelines. Check if they offer the type of grant you need (cash vs. product). Confirm eligibility requirements, such as 501(c)(3) status or geographic restrictions. Also, pay close attention to application deadlines and cycles.

Quick Tip: Prioritize companies where you already have a connection. Check your donor database to see if any current donors, volunteers, or board of directors members work for the company. An internal champion can help ensure your letter gets read by the right person.

Template 1: The Letter of Inquiry (LOI)

Many corporations require a brief Letter of Inquiry (LOI) before accepting a full proposal. This letter is your “elevator pitch.” It should be concise, compelling, and designed to generate interest.

Subject: Inquiry: Partnership Opportunity regarding [Project Name]

Dear [Name of CSR Director or Foundation Officer],

I am writing to you on behalf of [Nonprofit Name] to introduce our organization and inquire about the possibility of submitting a proposal for [Company Name]’s corporate grant program. We admire [Company Name]’s commitment to [mention specific focus area, e.g., STEM education or environmental sustainability], which aligns closely with our mission to [Brief Mission Statement].

At [Nonprofit Name], we have served the [City/Region] community for [Number] years. Last year alone, we [Key Achievement, e.g., provided 10,000 meals to families facing food insecurity].

We are currently seeking funding for our upcoming [Project Name]. This initiative addresses [Specific Problem] by [Specific Solution]. We believe this project resonates with [Company Name]’s goal of [Company Goal].

Our preliminary budget for this project is [Amount], and we are seeking a grant of [Requested Amount].

We would welcome the opportunity to submit a full proposal detailing how this partnership could drive measurable impact for our community. Thank you for your time and consideration.

Sincerely,

[Your Name]
[Your Title]

[Nonprofit Name]
[Website URL]

Template 2: Requesting Program Support

Use this template when you are submitting a formal request for a specific project. This letter should focus heavily on the impact and outcomes of the program.

Subject: Grant Request: Supporting [Program Name] in [City]

Dear [Name of Contact],

[Nonprofit Name] is dedicated to [Brief Mission Statement]. I am writing to request a grant of [Amount] from [Company Name] to support our [Program Name], an initiative designed to [Brief Description of Program Purpose].

We know that [Company Name] values [Value, e.g., youth development], and we believe [Program Name] offers a unique opportunity to advance that shared goal.

The Need: Currently, [Statistic or Description of Problem, e.g., 40% of local third graders are reading below grade level]. This gap creates long-term challenges for our community’s growth and workforce development.

Our Solution: [Program Name] provides [Specific Service, e.g., one-on-one literacy tutoring for 200 students]. Our evidence-based approach ensures that participants receive the support they need to succeed.

Anticipated Impact: With a grant of [Amount], we will be able to:

  • [Deliverable 1, e.g., Purchase curriculum materials for 5 classrooms]
  • [Deliverable 2, e.g., Train 50 volunteer tutors]
  • [Deliverable 3, e.g., Improve reading scores by 15% in one year]

We are eager to partner with [Company Name] to create lasting change. I have attached our full proposal, budget, and IRS determination letter for your review.

Thank you for your leadership in our community.

Sincerely,

[Your Name] [Your Title]

Template 3: Requesting General Operating Support

General operating grants are harder to secure but vital for sustainability. When writing this letter, focus on your organization’s overall efficacy and track record.

Subject: Investing in the Future of [Nonprofit Name]

Dear [Name of Contact],

Since [Year], [Nonprofit Name] has been a cornerstone of support for the [Community Name] area. Our mission to [Mission] has driven us to serve thousands of individuals, ensuring that [Outcome, e.g., no neighbor goes hungry].

I am writing to request a General Operating Support grant of [Amount] from [Company Name]. This investment will ensure that [Nonprofit Name] maintains the essential infrastructure required to deliver our high-quality programs effectively and sustainably.

General operating funds allow us to:

  • Retain the skilled staff who deliver our services.
  • Maintain the facilities where our community gathers.
  • Remain agile enough to respond to emerging community needs.

We know that [Company Name] prioritizes efficient, impactful philanthropy. By supporting our core operations, you are investing in the stability and longevity of a proven community resource.

Thank you for considering an investment in our organizational health.

Best regards,

[Your Name]
[Your Title]

Template 4: Requesting Capacity-Building Funds

Use this template when you need funds to grow, upgrade technology, or improve internal systems. Frame this as an investment in efficiency and future scale.

Subject: Capacity Building Request: Scaling Impact at [Nonprofit Name]

Dear [Name of Contact],

At [Nonprofit Name], we are proud of the impact we have achieved with our current resources. However, to meet the growing demand for our services, we must evolve.

I am writing to request a Capacity-Building grant of [Amount] from [Company Name] to support [Specific Initiative, e.g., a complete upgrade of our donor management software].

Currently, our team relies on [Old System/Process], which limits our ability to [limitation, e.g., track client outcomes effectively].

The Investment: Funding for this upgrade will allow us to:

  • [Improvement 1, e.g., Automate administrative tasks, saving 10 hours per week]
  • [Improvement 2, e.g., Improve data reporting to better measure success]
  • [Improvement 3, e.g., Scale our services to reach 20% more beneficiaries]

This grant is not just about buying software; it is about building a more efficient, data-driven organization capable of serving our community for decades to come.

We believe [Company Name] understands the value of operational excellence. We would be honored to partner with you on this transformative step for our nonprofit.

Sincerely,

[Your Name]
[Your Title]

Closing the Loop: Grant Acknowledgment Templates

Securing the grant is a victory, but the work doesn’t stop there. Prompt, sincere acknowledgment is the first step in stewardship. If you want a renewal next year, you must say thank you today.

Option 1: Formal Thank You Letter

Subject: Thank You for Your Generous Grant to [Nonprofit Name]

Dear [Name],

On behalf of the Board of Directors and the entire team at [Nonprofit Name], I write to express our deepest gratitude for [Company Name]’s grant of [Amount].

We are thrilled to partner with you. This funding will be immediately applied to [Project Name], allowing us to [Specific Impact]. Your commitment to [Cause] is making a tangible difference in the lives of those we serve.

We look forward to keeping you updated on the progress of this initiative. Thank you for believing in our mission.

With gratitude,

[Your Name]

Option 2: Impact-Focused Update

Subject: Your Impact in Action: Update from [Nonprofit Name]

Dear [Name],

Thank you again for [Company Name]’s generous support of our [Project Name]. Because of your grant, we have already been able to [Milestone, e.g., purchase the new supplies].

This contribution means that [Beneficiary Story or Metric, e.g., 50 children started school this week with full backpacks]. We could not have done this without you.

We are proud to list [Company Name] as a partner in our work.

Sincerely,

[Your Name]

Best Practices for Grant Writing Success

To ensure your corporate grant letters stand out in a crowded inbox, follow these best practices derived from successful fundraising strategies.

1. Tailor Your Message

Never copy and paste a generic proposal. Tailor your letter to the company’s specific interests and language. If their CSR report talks about “sustainability,” use that word. If they focus on “innovation,” highlight your most innovative programs.

2. Be Specific and Measurable

Corporate funders are driven by ROI (Return on Investment). Be clear and concise with your goals. Don’t just ask for support; explain the measurable outcomes.

  • Weak: “We need funds to help children.”
  • Strong: “A grant of $10,000 will provide literacy tutoring for 50 at-risk students for one academic year”.

3. Demonstrate Mutual Benefit

Show how the partnership benefits the company. Whether it is brand visibility, employee engagement opportunities, or alignment with their corporate values, make the shared value proposition clear.

4. Track and Follow Up

Don’t just hit send and disappear. Create a tracking system to monitor submission dates and follow-up deadlines. If you haven’t heard back in 2-3 weeks, send a polite follow-up email. If a request is denied, ask for feedback to improve your next proposal.

Quick Tip: Don’t forget to attach required documentation! Most corporate grants require your IRS 501(c)(3) letter, a budget, and a project description. Ensure these are updated and ready to go.

Wrapping Up & Next Steps

Corporate grant letters are powerful tools for unlocking the capital your nonprofit needs to grow. By understanding the types of grants available, identifying the right partners, and crafting professional, impact-driven appeals, you can build a diversified funding strategy that sustains your mission for years to come.

Remember, corporate philanthropy is a relationship business. Be professional, be persistent, and always focus on the impact you can achieve together.

Ready to uncover more opportunities? Finding the right corporate partners can be the most time-consuming part of the process. Double the Donation’s corporate giving database simplifies this by providing a centralized resource for corporate grant information and more. Request a demo today to see how they can help!

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Corporate In-Kind Donation Letters: Free Templates

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Every nonprofit leader knows the feeling of staring at a budget that just doesn’t stretch far enough. You have ambitious goals and a team ready to execute them, but the funds required for new software, event supplies, or professional services simply aren’t there. However, savvy fundraisers know there is another way to secure the resources they need without spending a dime. And well-written corporate in-kind donation letters can help you get there!

Corporate in-kind donations are one of the most valuable, yet overlooked, forms of philanthropy. Instead of writing a check, companies donate their products, services, or expertise directly to your cause. From a law firm providing pro bono counsel to a local bakery supplying refreshments for your gala, these contributions free up your liquid capital for other critical needs.

However, securing these gifts requires a different approach than standard fundraising. In this guide, we’ll explore the strategy behind corporate in-kind donation letters and provide you with the templates you need to turn local businesses into long-term partners.

A smart in-kind donation strategy can bring your nonprofit’s operations to the next level. Let’s get started with the basics.

What Are Corporate In-Kind Donations?

Before drafting your letters, it is essential to define exactly what you are asking for. In-kind giving refers to the donation of goods, services, or resources instead of cash. In a corporate context, this occurs when a company leverages its own assets (such as its inventory, staff time, or physical footprint) to support a nonprofit organization.

These contributions generally fall into three main categories:

1. Tangible Products

This is the most common form of in-kind giving. Companies donate physical items that they manufacture or sell. Examples include:

  • Office Supplies: Furniture, paper, or computers to keep your operations running.
  • Event Goods: Food, beverages, or auction items like gift baskets.
  • Program Materials: Clothing, hygiene kits, or educational supplies like art tools or books.

2. Professional Services

Services are often the most high-value in-kind gifts. This involves employees using their professional talents to help a nonprofit during work hours. Examples include:

  • Marketing: A local agency designing your annual report or managing your social media.
  • Legal & Financial: A firm providing pro bono legal counsel or accounting services.
  • IT & Strategy: Tech companies offering web development or consulting firms helping with strategic planning.

3. Space and Facilities

Real estate is expensive. Companies can support you by offering free or reduced-cost access to their physical assets. Examples include:

  • Meeting Space: Using a corporate boardroom for your monthly board of directors meetings.
  • Event Venues: Hosting a gala in a hotel ballroom or corporate auditorium.
  • Storage: Utilizing warehouse space for your inventory or supplies.

Did You Know? In-kind support can sometimes be more valuable than a financial grant. It helps nonprofits access expertise, technology, and tools they might not otherwise be able to afford, effectively “saving” money that can be redirected to direct services.

The Strategic Value of Non-Cash Giving

Why should you spend time writing corporate in-kind donation letters when you could be asking for cash? Because in-kind giving is a gateway to deeper corporate engagement.

For Your Nonprofit

The benefits extend beyond the item itself. Securing in-kind donations for nonprofits allows you to allocate your limited cash budget to expenses that cannot be donated, like salaries and utilities. Furthermore, using a company’s product or service builds a relationship. A company that donates laptops today is more likely to sponsor your tech education program tomorrow.

For the Corporate Partner

Companies are eager to give in-kind gifts because it is often easier for them than giving cash. Donating inventory or utilizing staff time aligns with their existing operations. It enhances their brand reputation, boosts employee morale, and demonstrates a commitment to the community where they operate.

Preparing Your In-Kind Donation Ask: The Research Phase

Sending a generic letter to “To Whom It May Concern” is a waste of time. To ensure your corporate in-kind donation letters land on the right desk and receive a “yes,” you must do your homework first.

1. Identify the Right Opportunities

Start by looking for companies whose business model aligns with your specific needs.

  • Need art supplies? Look at Crayola, which donates large volumes of materials to schools and youth programs.
  • Need hotel stays for a silent auction? Look at Marriott, which frequently donates stays and meeting space.
  • Need technology? Cisco and Verizon have robust programs for donating hardware and internet access solutions.
  • Need items for a raffle? Big Lots and Target are known for donating merchandise and gift cards to local nonprofits.

2. Verify Guidelines

Once you have a target, dig into the details. Every company has specific eligibility criteria. You need to know if they accept unsolicited requests, if you must be a 501(c)(3), and what their application deadlines are.

3. Find a Connection

The most effective letter is one that follows a warm introduction. Prioritize companies where you already have a connection. Check if any of your current donors, volunteers, or board members work for the company. An internal champion can fast-track your proposal.

Template 1: The Product Donation Request

This template is ideal for requesting tangible goods from retailers, manufacturers, or local businesses. It focuses on the specific utility of the item and the impact it will have.

Subject: Donation Request: Supporting [Program Name] in [City]

Dear [Name of Store Manager or CSR Director],

My name is [Your Name] and I am the [Title] at [Nonprofit Name]. We are a local nonprofit dedicated to [Brief Mission Statement, e.g., providing after-school arts education to at-risk youth].

I am reaching out because we admire [Company Name]’s commitment to our community, specifically your support of [mention a specific value or initiative, e.g., youth creativity or education].

We are currently preparing for our [Event Name or Program Cycle], which serves over [Number] local children. To ensure every child has the tools they need to succeed, we are seeking in-kind contributions of [Specific Item Needed, e.g., art supplies, snacks, or winter coats].

Specifically, a donation of [Quantity] [Item] would allow us to:

  • [Impact 1: e.g., Provide a full semester of art classes for 50 students]
  • [Impact 2: e.g., Direct our limited budget toward hiring expert teachers]

In-kind donations allow us to focus our financial resources on direct service delivery. In recognition of your generosity, we would be delighted to acknowledge [Company Name] on our social media channels and in our program materials.

I have attached our 501(c)(3) determination letter for your records. Thank you for considering this request and for helping us build a brighter future for our community.

Sincerely,

[Your Name] [Your Title] [Nonprofit Name] [Phone Number]

Quick Tip: Be specific about quantities. A request for “some snacks” is easily ignored. A request for “500 granola bars for our 5K run” gives the company a clear box to check.

Template 2: The Professional Services Request

Use this template when you need expertise, whether that’s marketing, legal, IT, or consulting. This in-kind donation letter appeals to the company’s desire to use its skills for good.

Subject: Partnership Opportunity: Pro Bono Support for [Nonprofit Name]

Dear [Name of Partner or Agency Head],

I am writing to you on behalf of [Nonprofit Name] to explore a potential pro bono partnership. We have long admired [Company Name]’s reputation for excellence in the field of [Industry, e.g., digital marketing or employment law].

At [Nonprofit Name], our mission is to [Brief Mission]. Over the past year, we have [Brief Achievement]. However, to take our impact to the next level, we identified a critical need for professional guidance in [Area of Need].

We are seeking in-kind support in the form of [Specific Service, e.g., a website audit, logo redesign, or strategic planning session].

By partnering with us on this project, [Company Name] would:

  • Enable us to reach [Number] more beneficiaries by improving our efficiency.
  • Provide your team with a meaningful skills-based volunteering opportunity.
  • Demonstrate your company’s commitment to [Cause] in our region.

We understand that your time is billable and valuable. We are committed to being respectful of your team’s schedule and have a clear scope of work prepared.

Would you be open to a brief 10-minute call to discuss if this might be a good fit for your CSR goals?

Thank you for your time and leadership.

Best regards,

[Your Name] [Your Title] [Nonprofit Name]

Template 3: The Event Support Proposal

Events require a multitude of resources, from venues to auction items. This template is designed to secure the “extras” that make an event successful without breaking the budget.

Subject: Sponsorship Opportunity: [Event Name] & [Company Name]

Dear [Name],

On [Date], [Nonprofit Name] will host our annual [Event Name] at [Location]. This event brings together [Number] of our community’s most dedicated leaders to raise funds for [Mission/Cause].

To maximize the funds raised for our mission, we strive to keep our overhead costs as low as possible. We invite [Company Name] to partner with us by providing an in-kind donation of [Service/Item, e.g., floral centerpieces, printing services, or a silent auction item].

Your contribution of [Item] would help us:

  • Create a memorable experience for our donors.
  • Direct more dollars straight to our [Program Name].
  • Showcase your brand to our audience of [Number] attendees.

In exchange for your in-kind sponsorship, we will provide logo placement on event signage, verbal recognition during the program, and social media shout-outs to our [Number] followers.

I have attached a form detailing the specific delivery needs. Thank you for considering supporting our work!

Sincerely,

[Your Name] [Your Title] [Nonprofit Name]

Did You Know? Companies like Google and Microsoft offer massive in-kind donation programs for technology. Google for Nonprofits provides free ad credits and Workspace tools, while Microsoft focuses on accessible technology and legal services.

Template 4: The Board Member Introduction

The most powerful letter is one that comes from a peer. Use this template for your board members to send to their personal contacts at target companies.

Subject: Connecting [Company Name] with [Nonprofit Name]

Hi [Name of Contact],

I hope you are doing well!

As you may know, I am currently serving on the board of [Nonprofit Name]. This organization does incredible work to [Brief Mission], and I have seen firsthand the impact they have on our community.

I am writing because [Nonprofit Name] has a specific need that I think [Company Name] is uniquely positioned to help with. We are currently looking for in-kind support for [Project/Need], specifically [Items/Services].

Given [Company Name]’s expertise in this area, I thought this could be a great partnership opportunity. It would be a fantastic way for the company to give back and get some great visibility in the community.

Would you be open to introducing me to the person who handles community giving or CSR?

Let me know what you think!

Best,

[Your Name]

Closing the Loop: Thank You Letter Templates

Securing the donation is just the beginning. To turn a one-time donor into a long-term partner, you must steward the relationship. A prompt, specific thank-you letter is non-negotiable.

Option 1: For a Product Donation

Subject: Thank You! Your donation is making a difference.

Dear [Name],

Thank you so much for [Company Name]’s generous donation of [Items] to [Nonprofit Name].

Your contribution has solved a major logistical challenge for us. By providing [Items], you have allowed us to focus our financial resources directly on our programs rather than overhead costs.

We are proud to partner with a company that cares so deeply about our community. We will send you photos of the items in use shortly!

Sincerely,

[Your Name]

Option 2: For Professional Services

Subject: Thank you for your expertise!

Dear [Name],

On behalf of the entire team at [Nonprofit Name], I want to express our deepest gratitude for the pro bono [Service] provided by [Company Name].

The expertise your team shared with us was invaluable. Because of your guidance on [Project], we are now better equipped to [Outcome, e.g., reach more donors/serve more clients]. We simply could not have achieved this without you.

Thank you for believing in our mission.

With gratitude,

[Your Name]

Best Practices for Writing Winning Requests

To ensure your corporate in-kind donation letters are effective, keep these best practices in mind:

1. Be Specific

Vague requests get vague answers. Don’t ask for “help.” Ask for “10 laptops,” “venue space for 50 people,” or “20 hours of legal consulting.” Being specific helps the company understand exactly what is required and determine if they can fulfill it.

2. Demonstrate Impact

Connect the item to the outcome. Don’t just ask for office chairs; explain that “new seating will allow our volunteer crisis counselors to work longer shifts comfortably.” Show the company that their old assets can have a new life as a tool for good.

3. Track and Follow Up

Don’t hit send and disappear. Create a simple tracking system for your requests. If you haven’t heard back in 2-3 weeks, send a polite follow-up email. Sometimes a request is lost in an inbox, and a gentle nudge is all that is needed.

4. Align Values

Ensure your request makes sense for the company. Read their mission statement. If they focus on sustainability, ask for eco-friendly products. If they focus on education, ask for school supplies. Alignment drives approval.

Wrapping Up & Next Steps

Corporate in-kind donation letters are more than just requests for free stuff; they are invitations to collaborate on solving meaningful problems. By understanding the different types of in-kind support, researching your prospects, and crafting professional, impact-driven letters, you can unlock a sustainable source of resources for your nonprofit.

Remember, every connection you make is a chance to build trust. Be professional, be specific, and always focus on the shared value you create together.

Ready to find more opportunities? Double the Donation’s corporate giving database simplifies the process by providing a centralized resource for in-kind donation information and more. Request a demo today to see how they can help you identify thousands of potential corporate partners in seconds.

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Corporate Sponsorship Letters: Templates for Partnerships

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Securing sustainable funding is the constant challenge of every nonprofit leader. While individual donors form the backbone of your support, there is a limit to how much you can rely on the same pockets year after year. To truly scale your impact, upgrade your facilities, or launch ambitious new programs, you need to tap into a different reservoir of resources: the corporate sector. And corporate sponsorship letters provide the perfect opportunity to do so.

Corporate sponsorships, whether in the form of financial grants or in-kind donations, represent a massive opportunity for growth. However, these partnerships rarely happen by accident. They start with a conversation, and more often than not, that conversation begins with a letter.

In this ultimate guide, we will break down the essential elements of a winning sponsorship request, provide strategies to identify the right prospects, and equip you with copy-and-paste templates to start securing funding today.

Writing effective corporate sponsorship letters is an art form. It requires balancing your need for support with a clear value proposition for the company. It involves moving beyond a simple “please donate” to a strategic “let’s partner.” Let’s dive in to find out how you can get started.

What Are Corporate Sponsorships?

Before drafting your corporate sponsorship letters, it is vital to understand exactly what you are asking for. In the nonprofit world, corporate sponsorship is a broad term that generally covers two distinct types of support: Corporate Grants and In-Kind Giving.

Corporate Grants

Corporate grants are financial contributions made by businesses to nonprofit organizations. Unlike a loan, these funds do not need to be repaid. Instead, they are an investment in the community. These grants are typically intended to support charitable programs, projects, or initiatives that align with a company’s values and social impact goals.

When writing a letter for a grant, you are usually asking for one of three things:

  • Program Support: Funds designated for a specific initiative, like a literacy workshop or a food pantry expansion.
  • Capacity-Building: Investments to help your nonprofit improve its infrastructure, such as IT upgrades or staff training.
  • General Operating Support: Flexible funds that cover essential day-to-day expenses like rent and salaries.

In-Kind Giving

In-kind giving refers to the donation of goods, services, or resources instead of cash. This occurs when a company leverages its own assets to support your mission.

Your letters for in-kind support might request:

  • Products: Office supplies, food for events, or educational materials.
  • Professional Services: Pro bono marketing, legal counsel, or strategic planning provided by employees.
  • Space and Facilities: Free use of meeting rooms, event venues, or warehousing space.

Did You Know? In-kind support can be just as valuable as cash. By securing donated goods or services, your nonprofit saves money it would have otherwise spent, allowing you to reallocate those funds to other critical mission areas.

The Strategy Before the Letter

Sending a generic letter to “To Whom It May Concern” is a recipe for the recycling bin. To ensure your corporate sponsorship letters land on the right desk and receive a positive response, you must do your homework first.

1. Identify the Right Prospects

The first step is finding companies whose giving priorities align with your mission. Start by researching businesses that have a strong presence in your community or support causes similar to yours.

Look for companies that have established grant programs or in-kind donation initiatives. You can find this information by reviewing company websites, checking their Corporate Social Responsibility (CSR) reports, or using philanthropy databases like Double the Donation.

2. Leverage Your Network

The most effective letter is one that follows a warm introduction. Prioritize companies where you already have a connection. Review your donor database to see where your current supporters, volunteers, or board members work. An employee can often tell you exactly who to address the letter to, or even hand-deliver it for you.

3. Verify Giving Guidelines

Once you have identified a potential partner, dig into their specific giving guidelines. Each company has its own application timeline, eligibility criteria, and preferred method of contact.

Before writing, confirm:

  • Eligibility: Do they require you to be a 501(c)(3)? Do they serve your specific geographic region?.
  • Deadlines: Are applications rolling, or is there a specific annual window?.
  • Preferences: Do they prefer cash grants or product donations?.

Quick Tip: Don’t just ask for support; demonstrate impact. Companies want to know how the partnership will benefit both parties. Be prepared to show how their sponsorship will enhance their brand reputation, engage their employees, or strengthen their community ties.

Template 1: The Corporate Grant Request

This template is designed for a formal request for financial funding. Use this when applying for program support or community grants.

Subject: Partnership Opportunity: [Project Name] & [Company Name]

Dear [Name of CSR Director or Contact Person],

I am writing to you on behalf of [Nonprofit Name] to invite [Company Name] to partner with us in making a difference in the [Community Name] community. We have long admired [Company Name]’s commitment to [mention a specific value or recent initiative of the company, e.g., sustainability or youth education].

At [Nonprofit Name], our mission is to [Brief Mission Statement]. Over the past year, we have served [Number] individuals and [mention a key achievement]. However, the demand for our services continues to grow.

We are currently seeking a corporate grant of [Amount] to support our [Name of Specific Program]. This program is designed to [briefly describe what the program does and the problem it solves].

With [Company Name]’s support, we will be able to:

  • [Impact Metric 1, e.g., Provide 500 meals to families in need]
  • [Impact Metric 2, e.g., Purchase new textbooks for 3 classrooms]
  • [Impact Metric 3, e.g., Train 20 new volunteer mentors]

We believe this partnership aligns perfectly with your goal of [mention company goal]. In recognition of your generosity, we would be honored to feature [Company Name] in our [Newsletter/Website/Annual Report], highlighting your dedication to our community.

I have attached our [Project Proposal/Budget/501(c)(3) Letter] for your review. I would welcome the opportunity to discuss this proposal further.

Thank you for your time and for considering this request.

Sincerely,

[Your Name] [Your Title] [Nonprofit Name] [Phone Number] [Email Address]

Template 2: The In-Kind Donation Request

Use this template when you need tangible goods or professional services rather than cash. This is often successful with local retailers, tech companies, or service providers.

Subject: Donation Request: Supporting [Cause] in [City]

Dear [Name of Store Manager or Contact],

My name is [Your Name] and I am the [Title] at [Nonprofit Name]. We are a local nonprofit dedicated to [Brief Mission Statement].

I am reaching out because we are currently organizing [Event Name or Project Name] scheduled for [Date]. To make this initiative a success, we are seeking in-kind contributions of [Specific Item or Service Needed, e.g., laptops, office furniture, or catering services].

Knowing [Company Name]’s reputation for quality and community support, we thought you would be the perfect partner for this endeavor.

Specifically, we are requesting:

  • [Item 1 and Quantity]
  • [Item 2 and Quantity]

These items will be used to [explain exactly how the items will be used, e.g., update our computer lab to help 50 students learn coding].

In-kind donations allow us to direct our limited financial resources straight to our programs, maximizing the impact of every dollar we raise. In exchange for your contribution, we would be delighted to acknowledge [Company Name] on our social media channels and event signage.

Thank you for considering supporting our work. I will follow up next week to see if you have any questions.

Best regards,

[Your Name] [Your Title] [Nonprofit Name]

Did You Know? Companies like Home Depot and Cisco have specific product grant programs. Home Depot provides product donations for community renovation projects, while Cisco offers networking equipment and software to nonprofits.

Template 3: The Event Sponsorship Proposal

Events are a classic sponsorship opportunity because they offer high visibility for the corporate partner. Use this letter for galas, walk-a-thons, or charity auctions.

Subject: Sponsorship Opportunity: [Event Name]

Dear [Name],

On [Date], [Nonprofit Name] will host our annual [Event Name] at [Location]. This event brings together [Number] of our community’s most dedicated leaders and supporters to raise funds for [Mission/Cause].

We invite [Company Name] to join us as a corporate sponsor for this exciting event.

We know that [Company Name] values [mention value, e.g., community wellness], and we believe this event offers a unique platform to demonstrate that commitment to a highly engaged audience.

Sponsorship Benefits Include:

  • Logo placement on all event marketing materials and signage.
  • Verbal recognition during the event program.
  • [Number] complimentary tickets for your team.
  • Social media shout-outs to our [Number] followers.

We have several sponsorship levels available, ranging from [Lowest Amount] to [Highest Amount]. I have attached a full sponsorship packet detailing the benefits of each tier.

Your support will directly fund [Specific Impact, e.g., cancer research/scholarships]. We would be thrilled to have [Company Name] represented at [Event Name].

I look forward to hearing from you soon.

Sincerely,

[Your Name] [Your Title] [Nonprofit Name]

Template 4: The “Warm Intro” Letter

This template is for your board members or volunteers to send to their own employers or contacts. It is less formal and relies on the personal relationship to open the door.

Subject: Connecting [Company Name] with [Nonprofit Name]

Hi [Name of Contact],

I hope you are doing well!

As you may know, I am currently [volunteering with/serving on the board of] [Nonprofit Name]. This organization does incredible work to [Brief Mission], and I have seen firsthand the impact they have on our community.

I am writing because I see a lot of alignment between [Company Name]’s values and [Nonprofit Name]’s mission. I know we are always looking for meaningful ways to support the community, and I think a partnership here could be really powerful.

[Nonprofit Name] is currently seeking corporate sponsors for [Project/Event], and I thought of [Company Name] immediately.

Would you be open to a brief introduction to [Name of Development Director], their Director of Development? I know they would love to share more about the upcoming initiative and see if there is a fit.

Let me know what you think!

Best,

[Your Name]

Closing the Loop: Thank You Templates

Securing the sponsorship is just the beginning. To turn a one-time donor into a long-term partner, you must steward the relationship. A prompt, specific thank-you letter is non-negotiable.

Option 1: For a Financial Grant

Subject: Thank you for supporting [Nonprofit Name]!

Dear [Name],

On behalf of the entire team at [Nonprofit Name], I want to express our deepest gratitude for [Company Name]’s generous grant of [Amount].

Your support comes at a critical time. Because of your contribution, we will be able to [Specific Action, e.g., launch our summer reading program for 200 children]. This investment in our community will have a lasting ripple effect.

We will keep you updated on the progress of the program and look forward to sharing the success stories that your funding has made possible.

Thank you for believing in our mission.

With gratitude,

[Your Name]

Option 2: For an In-Kind Donation

Subject: Thank You! Your donation is making a difference.

Dear [Name],

Thank you so much for [Company Name]’s donation of [Items] to [Nonprofit Name].

Your contribution has solved a major logistical challenge for us. By providing [Items], you have allowed us to focus our financial resources directly on our programs rather than overhead costs. [Optional: Insert a photo of the items in use].

We are proud to partner with a company that cares so deeply about our community.

Sincerely,

[Your Name]

Best Practices for Writing Winning Letters

Even with the best templates, you need to refine your approach to stand out. Corporate officers read hundreds of requests; here is how to make yours stick.

1. Tailor Your Message

Never copy and paste without customization. Tailor your letter to the company’s specific interests and language. If their website talks about “sustainability,” use that word. If they focus on “innovation,” highlight your most innovative programs.

2. Be Specific and Measurable

Vague requests get vague answers. Be clear and concise with measurable goals. Don’t just ask for money; tell them exactly what that money will buy.

  • Weak: “We need funds for our shelter.”
  • Strong: “A grant of $5,000 will provide veterinary care for 50 rescue animals.”

3. Demonstrate Mutual Benefit

Show how the partnership benefits the company. Whether it is brand visibility, employee engagement opportunities, or access to a new audience, make the “return on investment” clear.

4. Track and Follow Up

After submitting your letter, don’t just wait and hope. Create a tracking system to monitor submission dates and follow-up deadlines. If you haven’t heard back in 2-3 weeks, send a polite follow-up email reiterating your interest and offering to provide more information.

Quick Tip: If a request is denied, ask for feedback! Use it to refine your proposal for next year. A “no” today is often just a “not right now.”

Wrapping Up & Next Steps

Corporate sponsorship letters are more than just requests for money; they are invitations to collaborate on solving meaningful problems. By understanding the difference between grants and in-kind donations for nonprofits, researching your prospects, and crafting professional, impact-driven letters, you can unlock a sustainable source of support for your nonprofit.

Remember, every connection you make is a chance to build trust. Be professional, be persistent, and always focus on the shared value you create together.

Ready to find more opportunities? Identifying the right corporate partners can be the hardest part of the process. Luckily, Double the Donation’s database simplifies this by providing a centralized resource for corporate giving information. Request a demo today to see how we can help you identify thousands of potential corporate partners in seconds.

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5 Email Templates Your Nonprofit Should Use to Increase Donations

From phone calls to direct mail to text messaging, there are seemingly countless ways to engage your nonprofit’s supporters. However, one channel stands out as a strong communication tool for garnering support: email.

Email marketing is crucial for nonprofit organizations, offering a cost-effective way to personally engage with donors and supporters, share the organization’s impact, and increase support through meaningful, direct, and regular communications.

Email templates help ensure consistency across communications, personalize messages, and display clear calls to action—that’s why we’ve laid some out for you in this guide! We’ll review five different touchpoints your nonprofit will have with its supporters, as well as the purpose of the touchpoint and additional tips for success. Review these templates to streamline campaigns and capture donors’ attention, nurturing them to support your organization without constant manual effort.

1. The Welcome Email

The Purpose

A strong welcome email is crucial in establishing your first point of contact with a donor. A lasting first impression has the potential to lead to continued engagement in the future, making it vital to exemplify the organization’s mission and your gratitude for new donors.

Tip for Success

Since welcome emails are your nonprofit’s first interaction with a donor, you won’t have enough information to incorporate high levels of personalization and should instead focus on reaching out briefly and quickly. As CharityEngine’s fundraising software guide points out, email marketing automation tools can help you craft and send messages quickly, making it an advantageous feature for emailing new supporters.

The Template

Subject: Welcome to [Organization Name], We’re So Excited to Have You!

Dear [First Name],

Thank you for your generous support towards our mission! Your donation to [Organization Name] is already making a difference in [Cause the nonprofit supports].

Your donation has contributed to [Specific impact statement, such as “X number of families receiving nutritious meals”].

We are thrilled to have you as part of our community, and we look forward to working together to [Reemphasize the mission your nonprofit supports].

Follow us on [Social media links] to learn more about our organization and ways you can support us.

Thank you for believing in our mission. Together, we are making a difference! 

With gratitude,

[Your Name]

[Your Title]

[Organization Name]

2. The Impact Story Email

The Purpose

Sending an impact story email to your donors and contacts can be an engaging and effective way to show donors how their contributions made a difference in your organization’s mission. A combination of key metrics and heartfelt stories will showcase the power of a donor’s contribution to your organization. Ultimately, this will encourage them to continue donating to view the continued value of their actions.

Tip for Success

Remember to position donors as the story’s hero—not your nonprofit. While showcasing your nonprofit’s impact, be careful to highlight donors as the characters who made the story possible.

The Template

Subject: Your Contribution Made a Difference!

Dear [First Name],

Because of your generosity, we are making a difference. We wanted to share your impact on [Name of Beneficiary] – which would not have been possible without your support.

Meet [Beneficiary]:

[Share a brief story of the beneficiary’s challenge before your organization started working with them].

But thanks to your support, [Organization Name] was able to step in.

Because of your kind donation: 

    • [List 2-3 results that have come from donations made to your organization]

You are the reason that stories like [Beneficiary’s Name] exist. Your generosity brings support to those who need it most and fuels hope in the lives of those we work to serve.

Want to continue making a difference? A monthly gift ensures that more of our beneficiaries receive the support they deserve. [Include a link to set up a recurring donation]

From all of us at [Organization Name], we thank you for your support. Together, we can change the world. 

With gratitude,

[Your Name]

[Your Title]

[Organization Name]

3. The Urgent Fundraising Appeal

The Purpose

By sending an urgent fundraising appeal email to your donors, your organization will be able to quickly mobilize donations and instill a sense of urgency towards your mission. A time-sensitive campaign can encourage donors to act fast, prompting action as soon as they open the email instead of waiting until another time to do so.

Tip for Success

Be sure to emphasize the importance and necessity of making a time-sensitive donation. Getting Attention’s marketing guide recommends using current events and highlighting your nonprofit’s mission to foster this sense of urgency. Or, you might notify donors of fundraising deadlines, like encouraging them to participate in your year-end giving campaign before it’s too late.

Also, be sure to streamline the process of submitting a donation. As you encourage donors to act quickly and make the donation before they close out of the email, ensure the process is as simple as possible. By tying the time-sensitivity of the donation to a specific event, donors will understand the need to act quickly and prevent lingering on making the donation.

The Template

Subject: We Need Your Help!

Dear [First Name],

Right now, we at [Organization Name] are facing an important challenge, and your support can make all the difference.

[State the time-sensitive event and need for an immediate donation.]

Together, we can change this. 

Your donation today can help [Specific impact of donation]. Every contribution, big or small, creates a world of difference and brings us one step closer to meeting this urgent need.

If you are able, please consider donating today using this link. [Insert link for donation]

Thank you for your kindness and all that you do for our community. It’s supporters like you who make a real impact on those we serve!

With gratitude,

[Your Name]

[Your Title]

[Organization Name]

4. The Recurring Donation Request

The Purpose

Statistics show that revenue from monthly giving is on the rise, and 94% of recurring donors prefer to give monthly. In other words, recurring donations—particularly those that occur each month—are a popular way to give. A recurring donation request encourages donors to give on a repeated basis and explains how they can sign up.

Tip for Success

To make your recurring donation request more compelling, segment your donors and tailor your messages according to each group’s preferences, motivations, and interests. For example, an animal shelter might appeal to donors by explaining that monthly donations provide food for the animals in their care and fund adoption events to draw attention to pets in need of a home.

The Template

Subject: Make a Lasting Impact by Joining our Monthly Giving Program!

Hi [First Name],

Your kindness and generosity have already made a difference to [Organization Name], but did you know that by giving monthly, you can create an even greater impact?

When you join [Name of Monthly Giving Program], your donation provides reliable funding that helps us serve our community.

Did you know that a recurring donation of just [$X] a month can: 

    • [State 2-3 bullets of the impact a monthly donation will have on your beneficiaries]

Will you join us?

[Link to Become a Recurring Donor]

Join us today and become a member of the [Name of Monthly Giving Program]! Together, we can create a better future for [Your Beneficiaries]! 

With gratitude,

[Your Name]

[Your Title]

[Organization Name]

5. The Thank You Email

The Purpose

The purpose of sending a thank-you email is to strengthen donor relationships and encourage their long-term support. A personalized and heartfelt thank you email is integral to ensuring continued success with those who make your mission possible.

Tip for Success

Show donors your nonprofit recognizes their unique contributions by personalizing your email. This could include:

  • Addressing the donor by name
  • Mentioning their specific contribution
  • Acknowledging their past giving or involvement

Be sure to express sincere gratitude as well, exhibiting warmth and authenticity to ensure the donor feels acknowledged.

The Template

Subject: Thank You – You Made a Difference!

Dear [First Name],

We cannot thank you enough for your generosity and support towards our mission!

Your contribution of [Detail the specific contribution] allowed [Detail the specific impact of the contribution on your beneficiaries].

Your kindness brings hope to those who need it most and does not go unnoticed. We are so grateful to have you as part of our community. 

We would love to keep you updated on the impact of your kindness and ways that you can stay engaged with our community in the future! Follow us on [Social media links] to stay involved and see the stories of the people you have helped.

Thank you again for all that you do to support [Organization Name]. Together, we can change the world! 

With gratitude,

[Your Name]

[Your Title]

[Organization Name]

Email marketing is a vital form of communication to spread your nonprofit’s mission and encourage your donors to continue contributing. As your organization begins sending a steady stream of emails to your donors, be sure to test and optimize your emails to find the messaging that supporters are most responsive to.

Whether you find that your donors engage the most with longer, more thought-provoking content, or shorter and direct messages, optimize your future emails to stay consistent with what works best, and watch your engagement skyrocket!

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Harnessing Email Marketing for Nonprofit Fundraising Success

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Email is a powerful tool for nonprofits of all types and sizes. Whether you’re promoting a fundraising event, trying to boost traffic to your online donation page, or sharing information about your cause, email marketing is a great way to spread your message. There’s a tangible ROI for fundraising via email—
according to Double the Donation, for every 1,000 fundraising emails sent, nonprofits raised an average of $90.

If you’re not effectively harnessing the power of email marketing or are looking for ways to improve your email campaigns, this post will help you hone your email marketing plan with five fundamentals: audience targeting, subject line optimization, personalization, and storytelling.

Audience Targeting

Segmenting your audience is key to reaching the right people with messaging that resonates and compels them to take action. Segmentation is the process of grouping your audience based on shared characteristics. There are several ways to approach segmentation, but some common segments include basic demographics (age, location, gender), plus individual donors’ giving history, participation in events, volunteer engagement, or favorite outreach campaigns.

While it might sound tricky, segmenting your audience for targeted email marketing is a crucial part of database management. Here are some ways to improve your audience segmentation:

  • Collect donor information. Don’t stress if you don’t have this information readily available. Now’s the time to start and you’ll be better prepared for future campaigns. Survey your audience to collect basic demographics and dive into your database to pull data points that relate to their history with your nonprofit.
  • Leverage digital marketing tools. There are a ton of choices available for nonprofit marketing tools. For instance, you might use an event management tool specific to a fundraising event. Use this to collect pertinent information for integration into your CRM. Nonprofits can often utilize these tools and no or reduced cost.
  • Review previous segments. If you’ve done segmentation in the past, it’s a good idea to periodically review your processes and individual segments to ensure you’re getting the information you need and that it’s accurate. You might also dive into past campaigns for each segment to see what’s worked and where you can improve.
  • Monitor engagement metrics. After you send an email campaign to specific segments, keep an eye on metrics such as open and click-through rates to see how folks are responding. Your email marketing tool might also be able to help you identify promising new segments within your broader audience.
  • Use A/B testing. Try different messaging within your audience segments. For example, split your past gala participants into two groups and use different calls-to-action in each email to see what resonates.

Once you’ve identified your core audience segments, document them in your nonprofit’s overall marketing plan so they can be effectively leveraged down the road in future campaigns.

Subject Line Optimization

How often have marketing emails landed in your inbox, only for you to ignore them because the subject line wasn’t compelling or interesting enough? Engaging subject lines have a major impact on open rates, and subsequently, engagement with your nonprofit. Subject lines are the first opportunity you have to make an impression on the reader, so it’s important to get them right.

Try these strategies to make your subject lines irresistible:

  • Use relevant and appropriate emojis. Sending an email about a dog adoption event? Drop the dog emoji in the subject line. Inviting people to your annual golf fundraiser? Use the golfer emoji. Emojis are fun and engaging and often prompt people to click.
  • Use active language and verbs. You want the reader to act, so your subject line should compel them to do so. Words like help, act, and give are great to include, as well as verbs that relate to your cause, like feed, clothe, protect, and rescue.
  • Create a sense of urgency. Like with active language, your subject line should encourage folks to do something
    right now. Words or phrases that imply a time limitation or that people are missing out on something are good examples, such as donate now, feed 10 kids today, don’t wait, and time is running out.
  • Make it personal. Use merge tags to pull personal information into subject lines to draw readers in, like “[First Name], we need your help” or “A special offer for you, [First Name].
  • Mention impact data. Numbers are attention-grabbing. Drop some data in your subject lines and watch your open rates climb. For example, you could mention the number of constituents you’ve served, data from a survey, or how much you need to reach your fundraising goal.

Above all, subject lines should accurately reflect the purpose of the email and entice them to participate. For example, let’s say you’re adding a new fundraising idea, like a hole-in-one contest, to your annual charity golf tournament. Use the real estate in your subject line to mention the contest’s prize to grab your audience’s attention.

Personalization

We’ve talked about how segmentation is the driver for you to be able to personalize messaging, but how you use that personalization in the email’s content is also important. Once you have your segments in place, it’s time to incorporate details about those segments into the email copy. Some information you can integrate could include:

  • Previous amount giving to a past or similar campaign
  • The outcomes of their donation
  • How they can grow their impact in a new campaign that’s targeted to their interests

For example, let’s say you’re hosting a charity golf tournament to raise money for your organization’s mission to build homes for underprivileged families. Your audience’s occupation segments might include homebuilders or realtors, so your personalized content could focus on the need for affordable housing in your community.

Storytelling

Everyone loves stories. It’s how nonprofits can authentically connect with donors and supporters. And while it might seem challenging to tell a nonprofit story through a medium such as email, there are many strategies you can employ to make it impactful, such as:

  • Using photos and videos that feature beneficiaries
  • Focusing on a single beneficiary and telling their story in detail
  • Highlighting your nonprofit’s impact and transformation with tangible facts and data
  • Give your email a narrative structure that has a beginning, middle, and end
  • Includes clickable call to action buttons and banners

The most important thing to keep in mind is to let the human aspect of your cause shine in your email. Don’t focus on hitting your fundraising goals in a vacuum—instead, contextualize your fundraising asks with the emotions of your beneficiaries to show that your cause and their donations impact real people.

Suppose you’re collaborating with a business as a sponsor for a specific fundraising event, campaign, or matching donation. GolfStatus suggests including them in promotional materials to maximize exposure to their target audience. You might consider sending a specific email that tells the story of the impact the sponsor has had on your mission or specific beneficiaries.

Wrapping Up

Email is one of the most heavily used digital marketing tools for a reason—it’s effective. These marketing strategies will help give dimension to your cause and solicit emotional responses from your audience—all through a screen.

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5 Benefits of Nonprofit Direct Mail Campaigns in 2023

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In our increasingly digital world, your donors are constantly bombarded with emails, notifications, and online ads. If your nonprofit needs a way to break through the noise and connect with supporters offline, look no further than tried and true direct mail campaigns.

Direct mail is the perfect solution for combatting supporters’ digital fatigue, and it remains an effective tool for fundraising, acquiring new supporters, and stewarding existing donors. To give you a better idea of why it’s so effective, we’ll discuss five impactful benefits that direct mail offers:

  1. Direct Mail is Highly Personal
  2. Supporters Get a Tangible Reminder of Your Organization
  3. Direct Mail Provides the Space to Tell Stories
  4. There’s Less Competition for Recipients’ Attention
  5. It Fits Seamlessly Into a Multichannel Strategy

Direct mail campaigns can be successful for nonprofits of all sizes and experience levels. As we explore these benefits, we’ll also give you tips on how to make your campaign resonate with your audience.

1. Direct Mail is Highly Personal

Emails tend to feel generic and bland because recipients get so many, but your supporters likely don’t receive as much physical mail. This makes direct mail feel special, and the fact that it arrives at recipients’ homes and they can hold it in their hands makes it feel even more personal. Just compare the effect of a physical, handwritten letter thanking someone for their support with a typical thank-you email that they may not even open.

Direct mail’s personalization helps you connect with existing supporters and acquire new donors by showing recipients that you care about them as individuals, not just sources of funding. Use additional personalization techniques to see better results, such as:

  • Using the donor’s name. Steer away from “Dear Donor” and address every recipient by their first name. Even though it’s simple, opening with the supporter’s name is important for starting the letter off on the right foot.
  • Referencing their past donations and involvement. If you’re writing to an existing or lapsed donor, mention how they’ve supported your organization in the past. Get specific by referencing data from your nonprofit’s CRM, such as the most recent campaign they donated to or the last event they attended.
  • Updating them on the personal impact of their donations. Go one step further by not only mentioning their last donation but also letting them know the impact it made. Give them a tangible result, such as “Your $200 donation allowed us to add 50 new diversity-focused children’s books to the public library.”

Remember that the information in your donor database must be regularly updated to ensure that the personal details you reference are correct and up-to-date. Follow best practices from resources like NPOInfo’s nonprofit data hygiene guide to maintain clean and accurate data that you can use in direct mail campaigns.

2. Supporters Get a Tangible Reminder of Your Organization

A major part of direct mail’s value for nonprofits is its tangibility. Your donors are likely to delete emails that are crowding their inboxes right away, but most people keep physical mail for a longer time.

Whether your fundraising appeal ends up sitting on their desk for a few days or they leave it by the door until they’re ready to donate, it serves as a physical reminder of your nonprofit in your recipient’s home. Direct mail can even hold sentimental value for supporters in a way that emails can’t replicate. Think of donors keeping an especially heartfelt thank-you note or putting a card with photos representing their impact on their fridge.

Tangibility is a benefit of all types of direct mail, but especially if you supplement your letters with occasional small gifts. Sending small items like branded water bottles or stickers is a nice way to recognize donors and keep your nonprofit top-of-mind.

3. Direct Mail Provides the Space to Tell Stories

Across every medium, using storytelling strategies humanizes your communications and helps you connect with readers on an emotional level. However, direct mail is uniquely suited to storytelling because it provides more space than social media or texts, it’s more likely to be fully read by recipients, and it’s easy to add compelling visuals.

Meyer Partners’ guide to direct mail fundraising recommends focusing on these three strategies to tell powerful stories with your direct mail:

  • Resonance: Stories have to resonate emotionally with your supporters to have an impact. The best way to achieve this is to use real, genuine stories of people involved with your nonprofit, such as beneficiaries, volunteers, or donors.
  • Relevance: Place the donor in the driver’s seat of the story to make sure they see where they fit in. Use donor-centric language like “you” and “we,” and emphasize how the reader can make a personal impact with their donation.
  • Respect: When using real stories, it’s important to maintain a high level of respect for everyone involved, meaning beneficiaries and donors. Only tell people’s stories with their express permission, don’t embellish the truth, and stay away from negative emotions like fear or guilt.

To see these strategies in action, take a look at this short example of a fundraising appeal for a capital campaign:

Devin says that the Augusta Boys and Girls Club raised her. She came to the Matthews Center every day after school, where she made friends, had fun safely, and felt supported throughout her childhood. But in the years since Devin graduated, the building has developed a number of problems and now needs a major renovation. You can support countless Augusta children by making a donation to help us rebuild the Matthews Center. Donate today and be the reason more kids have the same experience Devin had.

4. There’s Less Competition for Recipients’ Attention

The average office worker receives over 120 emails a day. That’s a lot of messages to wade through to find your organization’s fundraising appeal or campaign update. But while your supporters’ email inboxes are oversaturated with promotional messages, far fewer letters end up in their mailboxes.

This makes your nonprofit’s direct mail much more likely to stand out and mean more to recipients. Your message can easily get lost in a string of 100 email notifications that feel like a chore to read. But if a supporter only finds five items in their mailbox, two of which are bills, they’ll be excited to see what your organization has to say.

5. It Fits Seamlessly Into a Multichannel Strategy

Finally, direct mail helps you create a well-rounded nonprofit marketing strategy when you incorporate other channels. Use a variety of communication channels that are relevant to your audience to give your messages a broader reach. This might include your website, phone calls, email, social media, texts, and more.

A key part of developing a successful multichannel marketing strategy is connecting your channels to present a cohesive brand. To connect direct mail with your other marketing channels, you can:

  • Add QR codes. Many of your direct mail recipients may want to donate online. Instead of making them type out a link or Google your nonprofit’s website, add a QR code that leads to your donation page or event registration form when readers scan it with their phones.
  • Include your social media handles at the bottom of the letter. Remind supporters to follow your organization on social media by placing each of your handles below your message. Include your nonprofit’s Facebook, Instagram, Twitter, and any other profiles you have.

By giving your donors multiple ways to connect with your nonprofit, both online and offline, you’ll increase the chances that your organization stays on their minds.

As you develop your own direct mail campaigns and explore these benefits for yourself, make sure to measure your direct mail strategy’s success and change course as needed. Monitor response rates, donations from direct mail, and other key metrics to ensure that your messages are making an impact.

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A Guide to Creating Effective Golf Fundraiser Invitations

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You’ve set a date and booked a golf facility—now it’s time to get people on the green! A well-crafted, personalized invitation is a great way to rally your donors, constituents, volunteers, and partners to attend. Personalizing your invitations is a great marketing tactic that not only garners the recipient’s attention but makes them feel valued. After all, wouldn’t you rather open a letter addressed to you rather than something vague, like “valued supporter”?

According to GolfStatus, the average golfer’s annual income is near twice that of the average American, which makes them prime candidates for donors. Because the golfer donor is such a valuable audience segment, inviting them in the most personal way possible makes them more inclined to participate or donate to your event. Here are seven tips to effective golf fundraiser invitations.

1. Segment your audience.

Your organization likely has a great base of contacts to invite to your charity golf tournament. Start by segmenting your recipients by your chosen criteria to tailor your messaging to appeal to each audience segment. You can segment by:

  • Age or gender
  • Past event participation
  • Giving history
  • Volunteer history
  • Interest in a particular program or outreach effort
  • Geographic location
  • Job title or organization

It’s important to note that to create these segments for targeted messaging, it’s important to collect as much information about your contacts as possible. If you haven’t done this in the past, now’s the time to start! You can better understand your audience by conducting surveys, hosting focus groups, tracking email opens and clicks, or using social media to gather insights.

2. Determine how you’ll reach supporters.

A mix of approaches is likely to yield the best results in inviting people to play in, sponsor, or donate to your golf fundraiser. Email, direct mail, in-app messaging, social media, are all possibilities to include in your marketing mix.

According to Double the Donation, email fundraising has the highest ROI of any fundraising communication method. It’s effective in reaching a wide audience with less time and expense, and it can be scheduled to send at certain dates or times with calls-to-action specific to an audience segment. Craft clickable and compelling subject lines that capture the recipients attention so they open and act on the invitation. Use humor, wit, or creative wordplay to increase open rates, such as:

  • Swing into Action: Join Us for Our Annual Golf Fundraiser
  • Fore! Get Ready for a Hole-in-One Experience
  • Hit the Green and Support Our Cause
  • Tee Up for a Great Cause: You’re Invited to Our Golf Fundraiser

Relevant emojis can also be used sparingly as well as personalized greetings by using merge tags to make the email stand out in your recipient’s inbox.

Don’t underestimate the power of direct mail invitations. Make these printed pieces attractive, personal, branded, and compel the recipient to open it instead of tossing it straight into the recycle bin. Think about creating a custom envelope that bears your email subject line to create a cohesive campaign and pique the recipient’s interest. Or send a simple save-the-date postcard ahead of the formal invitation to get it on golfer and sponsor radars as soon as possible.

3. Personalize the invitation’s message.

Adding a layer of personalization to your invitation makes your donors feel even more seen by your nonprofit. This can be as simple as customizing the email or letter for each audience segment or any of the following creative approaches:

  • Send a personalized video via email or text. Record a video from event organizers, nonprofit beneficiaries, or volunteers thanking the recipient for their past support and inviting them to attend the golf event. Add a personal touch by mentioning something specific to the recipient, such as their favorite golf course or a recent accomplishment.
  • Include a small personalized gift. Show the recipient how much you value their support and involvement with a gift that plays to their interests or the type of event, such as a golf ball, can cooler, or set of tees bearing your organization or tournament’s logo along with a handwritten note. Tap your planning team, board of directors, or volunteers to help write these notes.
  • Create a custom invitation package for major donors. Because this is more time and cost-intensive, it’s best to save this approach for major supporters. Design a special invitation that’s customized to the recipient, such as their name or photo, as well as event details and program highlights. You might also hand-deliver the package to the recipient’s home or office for an extra touch.
  • Combine printed and digital formats. Use QR codes in printed pieces to link folks directly to the event registration website or to a personalized video that invites them to support the event.

However you choose to personalize your invitations, your message should resonate with the recipient in some way. Whether you cater to their specific interests or past involvement with the organization, a personalized ask is more likely to get a response.

4. Keep it clear and concise.

No one wants to read a wall of text in an email or letter and will fast-track your invitation right to the trash. Keep your copy brief, concise, and to the point. Use bullet points to break up text and complement text with graphics, photos, or infographics.

For example, instead of detailing everything about your event in the invitation, write a brief description and supplement it with photos from last year’s golf fundraiser. Link out to a photo album or the event website where folks can find out more about the event, what you’re raising money for, and the itinerary for the day.

5. Make them want to get involved.

Above all, your invitation should make recipients want to play in the golf event or support it in some way. Highlight elements that make it fun and exciting, specifics about the program or effort the tournament will raise funds for, and components that make it special. If you’re hosting a hole-in-one contest, raffle, or silent auction, talk up the prizes they could win. If you’re live-scoring the tournament, you could also invite people to follow along with the live leaderboards and follow certain teams (these are also a great chance to ask folks to donate to the event). If you have other games, entertainment, or demonstrations on the course, be sure to feature these in your invitations. Another idea is to create videos of your unique golf tournament fundraising ideas in action.

6. Include a call-to-action.

However you invite people to your golf fundraiser, it should be actionable. Email invitations should include a direct link to where they can register, purchase add-ons, make a donation, or purchase a sponsorship as soon as they hear about the event. Printed and mailed invitations should include a QR code that links to the same event website. Forcing people to fill out a paper form, write a check, find a stamp, and drop it in the mail creates barriers to participating. Make it simple!

Create urgency by offering early bird registration rates, offering an exclusive offer for a certain number of golfers or teams (such as a free t-shirt, gift certificate from a sponsor, or sleeve of golf balls), or limiting your tournament’s field.

7. Follow up after the tournament.

Keep the conversation going after the tournament. At a bare minimum, send recognition letters to all attendees. For major donors and sponsors, send handwritten thank you notes that help build and strengthen the relationship. Think creatively about how to keep these folks engaged with your organization, such as making check-in phone calls, inviting them for coffee or lunch, a round of golf, or a tour of your offices.

Wrapping up

You can adapt this road map for golf tournament invitations to your nonprofit’s needs and capabilities. The goal is to create invitations that compel people to play in, sponsor, or donate to your charity golf tournament, so use these tips and best practices to make your next golf event a success.

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Converting Direct Mail to Donations: 4 Best Practices

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Direct mail is an integral part of any multichannel fundraising campaign. Your organization benefits from mail’s high visibility, response rates, and separation from online marketing clutter. There are a few best practices you can take to make the most out of your direct donation request letter efforts. 

Effective direct mail can be the turning point in meeting your goals. A physical fundraising appeal can work to direct readers to your donation page, ask for volunteer time, spread news, and anything else you may need to drive your mission forward. The opportunities are vast with effective communication via physical mail. 

Here at iATS Payments, we’ve worked with a wide range of nonprofits to increase their ROI in their fundraising efforts. A common challenge we’ve seen organizations run into is converting direct mail supporters to actual donors. There are a few practices you can use to make your mail work for your nonprofit:

  1. Strategize your direct mail fundraising appeal with donor segments.
  2. Add a personal touch to your mail for each supporter.
  3. Write effective copy in the body of your letter.
  4. Provide ways for donors to give through a payment processor.

With these tips in mind, you’ll get the highest ROI out of your direct donation request mail campaign. Let’s unpack some of the necessary steps.

1. Strategize your direct mail fundraising appeal with donor segments.

One of the first steps your team should take in creating a marketing strategy is to segment your audience. Categorizing your donors is easy and helps you specifically target those who can push your mission forward. Here’s how taking this simple step benefits your marketing efforts:

  • Higher conversion rates
  • Increased ROI
  • Targeted communications

This way, you’ll be sending mail to the segments that have taken previous similar actions to help your mission. These recipients are more likely to help out versus someone who has never interacted with your cause. If you’re looking to move forward with segment your audience, here are three simple steps you can take to do so effectively:

Utilize your CRM data. 

Your CRM works with the data you retain to build profiles and sort your valuable fundraising data. For example, you’re able to see the data inputted during the giving process from your donors. This can look like recent giving, events they’ve registered for, and contact info. Additionally, you’re able to track their interactions with emails you’ve sent and any other interactions with your digital marketing. If your CRM or donor database is missing key data points like date of birth, employer information, mailing address or phone numbers, a data append service can help you fill in the gaps.

Put your CRM to use by incorporating your data insights into your direct mail strategy by focusing on targeted appeals to recipients for the most effective fundraising letter possible. 

Characterize your donor groups. 

When you characterize your donors into groups, you will notice that each segment becomes its own subset within your organization. When this happens, it’s indicative that your data effectively targets different people who participate in your efforts. For example, a school’s groups may look like this: 

  • Students
  • PTA Parents
  • School Board Members
  • Faculty and Staff

With these groups, your team can paint a picture of what it looks like to contribute to each subsection and how to communicate with them efficiently.

Plan separate outreaches to your donor subsections. 

Now that your groups are separated by characteristics, your communication should be strategic for targeting their interests. For reference, DNL Omnimedia provides specific tips for segmenting your donors that your team should consider. A good way to ensure you’re leveraging this data is to make sure your fundraising letters for each group cater to their interests. Be sure to keep track of how they’re responding and adjust accordingly. 

2. Add a personal touch to your mail for each supporter.

The next step after determining your donor segments is to draft your letters with personalization to each recipient. According to Experian, personalized emails deliver 6x higher transaction rates (source). You’re already making a specific ask to your subgroups, and it’s worth it for your team to go the extra mile and incorporate a bit of extra information from your CRM into each letter. Your fundraising software should even automate this process.

Here’s how to catch your donor’s eye. 

  • Writing Dear [their name], rather than a general salutation.
  • Taking care to include the proper spelling of their name and address.
  • Including details about their prior engagements.
  • Recognizing donors for their previous efforts.

These personalized details can save your letter from looking like junk mail to the recipient. In taking these steps, your relationships with your donors also grow that much more. Going the extra mile confirms to your recipient that you recognize their efforts and care about them as an individual. 

3. Write effective copy in the body of your letter.

Now that you have a strategy for targeting individual donors, be sure to incorporate specific writing strategies to fully establish the mission of your letter. Think about how your team can write a letter that both tells a story about your specific fundraising campaign and why you’re asking for their contributions. 

Stories leverage your letter by:

  • Having an emotional appeal to the reader.
  • Being more memorable than numbers and facts.
  • Sharing the reason why you’ve dedicated your time to this cause.

You can tell the story of why you’re devoting time and energy to this specific fundraiser in a variety of ways. For instance, communicate this through how your past efforts have positively affected the community. When recipients read of tangible results, they know your organization is capable and worth investing in. 

Another storytelling route you can take is communicating why you’ve decided to form this nonprofit in the first place. If you’re stuck in writing the body of your letter, refer to this guide of fundraising letter templates for inspiration.

However you tell the story of your mission and efforts, be sure to make the donor feel like they are the hero of your story. This is effective writing because the reader will begin to picture themselves as part of the change your group is making. For example, you’ll want to directly address them as “you”.  Remember, they care more about what they can do for your organization rather than general actions you’ve done on your own.

Finally, end your letter with a straightforward call to action for a donation, whether online or through physical mail. Make sure that you tell your reader exactly how you want them to take action. Don’t leave details up for interpretation as it may confuse them. These details can include:

  • Asking for specific amounts. Include a variety of options for donation amounts. For example, writing out “$10, $25, $50, $100…” can help your donor picture what amount will serve your organization.
  • Cater these amounts to your donor segments. With your CRM’s data, you’re able to get an idea of each recipient’s giving history. With this, you can ask for larger gifts to people with the willingness and ability to give more.
  • Direct them to your giving options. The goal of your letter is to convince your reader to give to your organization. Make sure it’s clear how they can contribute with a link or QR code to a donation page, or a physical donation form.
  • Provide clear contact information. If your recipient has any questions about their donation, be sure to provide multiple lines of contact. This will reinforce your relationship with them even further if they pursue this option.

With these tips in mind, you’ll be writing an effective direct mail appeal in no time. 

4. Provide ways for donors to give through a payment processor.

Now that you’ve inspired your recipients to give to your cause, make sure they’re able to complete the process quickly and easily. iATS Payments explains the impact of your donation page and how its design affects the completion of the donation. If your system is confusing, it can scare away potential donors at the final step. On the other hand, providing a quick and convenient way to give encourages increased or recurring giving!

Let’s get into important items to consider when developing your donation form. Your goal is not not only to capture a single donation but to increase your efforts in any way possible. For example:

  • Suggested donation amounts help donors picture what is needed for your organization to reach its goals. These can also persuade donors to give a little more than they would have previously.
  • Including a recurring donation option can increase the likelihood that your supporter will consider and follow through with this giving tactic.
  • Provide multiple options for giving; this can be through a physical prepaid envelope, your website, etc. 
  • Continued communications that donors can opt in to. Include an area where visitors can indicate that they’re interested in attending events or giving time are great for recruiting more volunteers.
  • A few optional questions to boost your donor data. Consider asking simple questions such as “how did you hear about us?” to track the ROI of your direct mail campaign.

Overall, your donation page is the final and crucial step to securing donations. The choices you make can provide an easy and fast experience for donors, and ultimately can encourage future engagement and increased donations. 

Your direct mail fundraising campaign can bring in a lot of donations for your organization. Be sure you’re taking the above tips into consideration to make the most of your efforts. Get the most out of your CRM and personalize your letters for increased readership, then drive them to your optimized donation page. Happy fundraising!

Author Biography

Robbie Bernstein 

Author photo

Robbie Bernstein, an iATS Payments Account Executive, uses her wealth of payment processing knowledge to help nonprofits thrive. Robbie puts her heart into fundraising for Cancer research, the Make a Wish Foundation and the Heart and Stroke Foundation.  

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