Donation Request Letters
Sending out a donation request letter is a great way to increase fundraising from your supporters. Check out our templates to help you get started.
How To Write a Donation Request Letter
If you help run a charitable or cause-based organization, you’ve likely sent out a donation request letter before. Donation request letters are nonprofit fundraising letters to be sent out to individuals or other organizations, like local businesses. While these letters can be sent out at any time of the year, they are particularly effective during the holiday season in November and December, when people are feeling more charitable.
Donation request letters can be sent on their own, but some organizations also include additional information such as pamphlets or booklets. This can help your potential donor learn a little bit more about your organization and see if their ideals line up with your cause. These letters give you a chance to formally ask for donations and provide a space to clearly outline your needs and explain how a donation will benefit your mission.
Whether you’re a nonprofit organization, a school, or a church, you can send donation request letters whenever you need a little extra help fundraising for a project or if you’re in need of specific resources and supplies for an event.
Though many different types of organizations send out donation request letters seeking different types of support, the main elements in each letter tend to stay consistent.
3 key elements of any good donation request letter
What should you always include in your donation request letter? Think of this as your checklist, so make sure you have them all:
- Emotional appeal. Pull in your donors with an emotional story outlining your organization’s mission and what you’ve accomplished so far. Talk about how your organization has impacted constituents in a positive way. Whether you’re a nonprofit or you help run a faith-based organization, donors will want to know how you’ve been helping your surrounding community.
- How the donor can help solve the problem. Make sure to explain to your donors how their specific donation will contribute to your cause. Give examples of the specific, physical impact the donation will have.
- Donation information and details. Don’t forget to include information on how to send a donation, as well as details for further communication. Always provide a way for the donor to ask questions or request additional information.
Use these 3 key elements to guide your drafts as you write your donation request letters. For more specific templates, click below depending on what kind of organization you are.
Formatting your donation request letter
While the content of your letter is most important, the format and overall design can make a major difference in someone’s decision to donate.
An overloaded or otherwise unreadable donation letter will quickly turn prospective donors away, so take the time to put it into an attractive format. Here are some of the essential design elements you’ll want to consider when creating your letter:
- Letterhead: Include your nonprofit’s name, contact information, and branded logo.
- Graphics: While you might like the simplicity of a traditional black-and-white letter, images can elevate your fundraising appeals. You might include images of beneficiaries and artistic graphics.
- Typography: Choose one easily readable font and font sizes that are large enough.
- Colors: Stick to black ink. If you want to incorporate colors, choose ones that fit your brand guidelines and have enough contrast against your background.
- Envelope: While not technically part of the letter, the envelope is crucial since it’s the first impression prospects will have of your letter. Leveling up your envelopes could be as simple as including your organization’s logo in the corner or printing the text in your official brand colors.
Putting thought into your design will result in a more professional letter that inspires donors to actually read it. In any case, remember that the heart of your fundraising letter is the appeal. Because of that, you don’t want to overpower your text with an overloaded design and vice versa.
If you’re struggling with putting your letter into a compelling format, consider reaching out to a graphic designer to help. Those with experience designing letters, like Kwala, will know how to strike the perfect balance between text and graphics. That way, you can focus on perfecting the appeal itself while an expert graphic designer puts it into an appealing format that catches prospective donors’ eyes.
Take a look at this example donation request letter that Kwala’s team created:
The text and graphics complement one another rather than compete with one another. The result is a professional, sleek design that keeps the recipient reeled into the message.
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Sample Donation Request Letter for Nonprofits
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Silent Auction Donation Letter
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In-kind Donation Request Letter
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Donation Request Letter for Event
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Sample Donation Request Letter to a Company
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Donation Request Letter for School Supplies
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Sample Donation Request Letter for Church
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Donation Request Letter for Church Building
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Donation Request for Temple
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Corporate Donation Request Letter
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PTA Donation Request Letter Template
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Sample Food Donation Request Letter
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Donation Request Letter for Sports Team
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Donation Request Letter for Old Age Home
Sample Donation Request Letter for Nonprofits
Subject: Help us raise money for [nonprofit mission]!
Dear [donor’s name],
I am [name] and I am the [position] of [nonprofit’s name]. At [nonprofit’s name], we seek to help [nonprofit mission] by [actions nonprofit has taken, use an emotional story about what your nonprofit has one so far and the lives they have changed. Give a specific example of your impact.]
While we have made some great strides, [nonprofit’s name] still has a lot to accomplish.
We need your support to [new project or event that you’re asking donations for].
Would you consider donating [donation amount, items, or services that you need] to help us achieve our mission?
If you have any questions, I would be happy to provide you with more information about how you can help support our work at [nonprofit’s name].
We greatly appreciate your donation, and it will be used to [insert how the donations will be used and the impact that this donation will have]. If you wish to contribute, please fill out the attached form or give us a call at [phone number].
Please join us! With your donation, we’re one step closer to [insert goal]!
Sincerely,
[name]
[nonprofit website]
[email]
What makes this donation request letter effective?
Nonprofits depend on charitable donations in order to keep up their support for a cause, so writing an effective donation request letter is key. This donation request letter is effective because it immediately pulls in the potential donor with an emotionally appealing story describing who the nonprofit and its work.
Use this letter to explain that your nonprofit makes an actual difference in people’s lives with a specific example. This will show donors that this isn’t an empty request and that your organization wants to make a true difference. Be specific in what you’re asking for and what you want to do with that donation.
Silent Auction Donation Request
Subject: We need your help to make our auction a success!
Dear [donor’s name],
My name is [name] and I’m a part of the team at [organization’s name]. Our organization was created to help [organization’s mission] and we have [stories of how your organization has helped your cause in the past. Talk about specific accomplishments you have made].
We’re hosting a silent auction on [date] as a way to raise funds and continue our work!
In order to make our auction a reality, we are seeking unique and interesting items to auction off. In previous years we’ve had contributions like [examples of items and experiences you’ve auctioned off in the past]. With our last auction, we were able to [positive physical impact of the previous auction, for example: broke a fundraising goal].
We would like to ask your company if you’d be willing to donate, [specific item or service]. If an in-kind donation isn’t possible, monetary donations are always greatly appreciated, as well.
Your contribution will be vital to helping us succeed in planning our auction. With your generous donation, [specific impact that their contribution will have on your event and organization].
If you’re interested in learning how you can help our auction, contact our procurement team at [phone number] or [email address]. Or feel free to fill out and send the attached donation form with your contribution.
As always, your contributions are valuable to the continuation of our cause.
Sincerely,
[name]
[contact information]
Key Takeaway from This Donation Letter
Hosting a silent auction can be difficult, especially since it requires items that others will actually want to buy. Writing a donation request letter in order to procure these items can be a great way to ensure your auction is ready. This donation request letter is effective because it starts off by describing the silent auction and what your organization stands for.
Bringing up past accomplishments and previous auctions shows the potential donor that your organization has made differences in the past and that their contribution can do even more. Specifically mention successful past auction items to give your recipients a better idea of what they could donate. Let them know exactly how their donation or service can impact your organization’s event to incentivize them.
In-Kind Donation Request Letter
Subject: Do you have any [in-kind item] to help [organization’s mission]?
Dear [donor’s name],
I work with [organization’s name] and since [year of founding] we’ve been working hard to help [organization’s mission]. [Describe your organization’s mission with an emotional story].
Each year we plan a fundraising event to help [the specific impact of the fundraiser, for example: bring supplies to homeless people]. Last year, with the help of our community and other supporters, we were able to [positive impact]. It was an incredible opportunity, and we are so thankful that we had the resources to help.
That is why we need your support for [new project or fundraiser]. Would you consider donating [items or service] to help us achieve our mission? With just [item or service], we would be able to accomplish [specific positive action]!
I would be happy to provide you with more information about how [you/your company] can help [organization’s name]. Feel free to contact me through [phone number] or [email], or look at the attached form we have provided. We would love to start this relationship with you. [organization’s name] cannot thank you enough.
Thank you,
[name]
[title]
What makes this donation request letter effective?
Nonprofits write in-kind donation request letters when they would prefer items or volunteer services instead of financial support. These are usually written to corporations but can also be sent to specific individuals.
If you’re in need of something in large quantities, companies can provide a large resource of various supplies. On the other hand, if you need something like canned food or used clothing, the community of individuals around you are also great recipients for your donation request letter.
Make sure your letter clearly outlines what your organization is and the problem you are trying to solve. When you ask for specific items or services, the recipient needs to know why. Explain how these contributions will clearly impact your cause so that potential donors have a good idea about how they can help.
Donation Request Letter for Event
Subject: Help bring this year’s [event’s name] to life!
Dear [donor’s name],
My name is [name], and I’m part of the team at [organization’s name]. We’re hosting our annual [event’s name]. This event not only helps raise funds for [organization’s cause], but it also will raise awareness for our cause across the community. Our previous events have [describe an emotional story speaking to the specific positive impact of event].
We’re proud to announce that this year’s event will be held on [date] at [location].
Since the event’s inception, we’ve raised over [fundraising amount], and this year, we plan on raising even more! So far, we are expecting approximately [number of attendees] participants.
However, this event wouldn’t be possible without the support of local companies who provide valuable products and services so that we can support our attendees and participants.
Would you be willing to donate [donation amount, in-kind donation, or volunteer service] to help make this year’s event possible? With your donation, we’d be able to [specific action].
If you wish to support us, I would be happy to provide you with more information and [incentive, for example: put your logo on our event materials]. Feel free to contact me at [phone number/email] or feel free to fill out and send the attached donation request form with your contribution and we can start our conversation.
Thank you for your consideration! With your help, we’re one step closer to [your goal]!
Sincerely,
[name]
What makes this donation request letter effective?
When planning an event, organizations will often send out donation request letters to supporters and local companies in an effort to raise enough money or supplies to bring their event to life. Make sure to clearly explain what your event is and mention if it has been successful in the past. It’s smart to initially reach out to corporations, as they will have the most resources for a bigger event.
Whether you’re in the search for physical supplies or want a generous monetary donation, contacting a business can be extremely beneficial. To further incentivize your recipients, you can offer to thank them publically at the event or display their brand name on event materials.
Tips and Tricks for Donation Request Letters: Segmentation
When your organization sends out donation request letters, it makes sense to reach out to your entire donor database and cover as much ground as possible. However, you don’t want to fall into the trap of writing the same letter to every person. You might attempt to at least personalize each letter with the recipient’s name, but that runs the risk of becoming a huge time waster.
Many online donation software and CRM systems have segmentation capabilities to group donors in your donor base into more specific categories. Using these segmented groups, you can more efficiently target your messages by:
- Donation history. Segment your donors based on whether they have donated to your organization in the past. For example, when requesting donations from those who donate every year and those who have never donated before, it makes sense to frame the content differently.
- Location. If you are hosting a local event or focus your on-the-ground work in a specific community, you can segment your donors based on where they’re located. When asking supporters who live in your neighborhood, begin your donation request letter with a reference to something beloved by the locals.
- Demographic markers. Your supporters are made up of individuals of many ages. With Millenials and Gen Z becoming older, they’re turning into the next generation of donors. For those who are younger, it makes sense to send a donation request email more so than a letter. Furthermore, you can develop other marketing strategies that are targeted for certain age groups. For example, an online peer-to-peer fundraiser will likely attract a younger, tech-savvy audience.
Sample Donation Request Letter to a Company
Subject: Would you be willing to help [organization’s name]?
Dear [donor’s name, for more effectiveness, find the business owner or CEO],
We are [organization’s name] and we work hard to support and bring awareness to [organization’s cause]. Ever since [year of founding], our team has been [hosting events, raising money, etc.] to help [specific positive impact of your organization].
We are currently planning [your next initiative] that will hopefully bring [impact of your efforts] to our community. That is why we are asking for your help. With your resources and [specific reason why this company should donate, for example: it is a local business and a member of the community], together we could make an incredible difference.
Would you be willing to donate [specific donation amount, in-kind donation, or service] to help our cause? We’d be happy to provide [incentive, for example: we will thank you publically, put your company’s name on our website or on event literature] in exchange to show how much we appreciate this.
If you’d like to begin this partnership, please don’t hesitate to contact us at [phone number], or feel free to fill out and send the attached donation request form with your contribution and we can start our conversation.
Thank you for your help,
[organization’s name]
Key Takeaway from This Donation Request Letter
Often times, nonprofits and other organizations will try and appeal to corporations, whether big or small, for donation requests. Although structured similarly to donation request letters for individuals, often people ask for in-kind donations (non-monetary) in addition to financial help.
Corporations and businesses have more resources, so sending them a donation request letter is smart if you’re in need of specific material or supplies. Keep in mind that businesses might want something in return, so it can be a good idea to offer an incentive. For example, offer to post their logo and business name on your literature or publicly thank them at your event. That gives them some positive exposure!
Donation Request Letter for School Supplies
Subject: Be [school name]’s next hero!
Dear [donor’s name]
My name is [name] and I work at [school’s name] as [job position]. Each year we welcome a new class of eager and bright students that we’re so excited to get to know. We work hard to make sure we provide amazing learning opportunities and engaging events to bring our school’s community together.
This year, we are trying to [event or program you are raising money or supplies for]. [Attention grabbing story that explains why you’re raising funds. For instance, if you’re raising money to start an after school art program, share the story of a young student that needs the program to pursue his dream of becoming a graphic designer].
However, due to our school’s budgetary constraints, we had to cut back [school supplies/creative program/etc]. While we strive to offer our students the best education possible, we need the resources and supplies to keep our [program/club] running
We would like to ask that you help us continue [event or program] by donating [donation amount, specific item, or service].
If you choose to contribute to our school, you will give more than just [product or service]. You’ll be a hero to the students who will be able to [the positive result of your school reaching its goals].
Please feel free to contact me at [phone number] or by email [email address] if you have any additional questions about our program or if you’d like to support us in another way. If you would like to donate, please fill out and return the attached form with your in-kind donations.
All of us at [school’s name] thank you in advance for your support!
Warm regards,
[name]
[school’s name]
Key Takeaway from This Donation Request Letter
Pull at your potential donor’s heartstrings by talking about your school’s students. Mention the programs and events that your school hosts and write how your goal is to help these young students learn and grow into future leaders. Explain clearly what you’re asking the donor to contribute to, whether that is a specific program or end-of-year event.
Be specific in what you’re asking for as well, and give the recipient multiple options. Sometimes people would rather volunteer than donate monetary contributions, so it’s helpful for your donation request letter to include this as well. Make sure your donors know the specific impact of their donation to really solidify that donation!
Sample Donation Request Letter for Church
Subject: Help lift our congregation higher!
Dear [donor’s name],
As you know, we are [church’s name] and we are nothing without supporters like you. Thank you for continuing to keep us in your mind and contributing to our community. Every week we offer various services as well as host a number of programs and events to help empower and raise the people around us.
Lately, we’ve been trying to [talk about the reason why the church is requesting donations, for example: trying to provide clothes for those less fortunate or raising money to have a new youth program]. This will help our community by [talk about how specifically is the church going to make a positive impact].
Would you consider increasing your role in the church and donating [specific donation amount, in-kind donation, or service]? We would greatly appreciate any help you can provide, and our community will recognize your generous contribution.
If you’d like to continue this conversation and help us make the world a better place, please don’t hesitate to contact us at [phone number] or fill out the attached form. Additionally, our doors are always open and we’d love to talk to you in person at [church’s address]. [church leader’s name] is always available to discuss future steps.
Thank you,
[church’s name]
What makes this donation request letter effective?
If you’re a church, the bulk of your support is going to come from the community around you. From tithes to other fundraising events, many churches write donation request letters to garner more personal contributions. This donation letter is effective because you’re only going to be asking your existing community of supporters.
Oftentimes your church is going to need a little bit more funding, especially if you’re creating a new program or hosting an event. Those who support your church will want to show their altruism, so make sure to emphasize how much this donation will impact your church and help the community.
Donation Request Letter for Church Building
Subject: Help us build a new [church building name] for our community!
Dear [donor’s name],
My name is [name] and I am a part of the community of [church’s name]. Recently, we have been working hard to [explain what needs repairing or building for the church]. [Explain why this project is urgent, for example: the building is supposed to be ready by a certain date, or you’re so close to your fundraising goal to finish construction].
Our community is looking forward to [creating or repairing] a place where we can all come together. We would really appreciate your support and that is why we are writing to you today. Would you be willing to donate [specific donation amount or in-kind donation or volunteer activity]? With your generous help, we’d be able to [explain specific positive impact the donation will bring]. Together we can reach our goal and bring [church building name] to life!
I’d like to thank you for any help you’d be able to offer. We’re so excited to get started and [details of the church project]. If you’d like to donate, please contact me at [phone number/email] or fill out the attached form and come by the church at [address]. I would love to start this relationship with you and begin the conversation.
Hope to see you soon,
[name]
Key Takeaway from This Donation Request Letter
Often times, churches will need extra funds or resources to help them finish a project. Whether you’re expanding your church or just want to make repairs, a donation request letter to your community members is a good idea.
Make sure to reach out to those who frequent your church as they are the ones who want to help the most. Let them know what your goal is with the construction project so they are aware of exactly what is going on. Since you are a faith-based organization, reach out in personal ways. Include specifically how they can help and invite them to talk in person to begin this positive relationship!
Donation Request Letter for Temple
Subject: [temple’s name] calls out to you for support.
Dear [donor’s name],
My name is [name] and I work with our local temple, [temple’s name]. We have been active for [amount of years] and strive to engage our community in celebration of our shared history and traditions. More than ever it’s important that there is a safe, cultural place for us to come together and share experiences. Over the years, we have worked hard to [describe past events, past fundraisers, etc.]
Every week we host [weekly religious event, for example: shabbat] and see [amount] of families and individuals come through our door. Coming together to celebrate as a community is our core purpose and one of the main ways in which we give back, but we can’t do it alone. That is why we are writing to you today.
With a donation amount of [donation amount, in-kind donation, or volunteer service], it keeps [physical impact, for example: our lights on for a day], and a donation of [larger dollar amount, in-kind donation, or volunteer service] can [larger physical impact, for example: gives seven children the chance to join a program].
If you’d like to make a contribution, please contact our office at [phone number] or send the attached donation request form with your contribution and we can start our conversation. Additionally, we’d always love to talk in person, so feel free to visit us at [temple’s address].
Thank you again,
[name]
What makes this donation request letter effective?
Temples and other faith-based establishments send out donation request letters in order to garner additional support from their community. A lot of temples rely on their community in order to perform many of their recurring events and religious services. With Shabbat services happening every weekend, it can take a lot to handle the logistics and costs.
It’s smart to send your temple donation request letter to people of the same faith, as they would likely be the most familiar with your religious events. Along with asking for financial gifts, you might want to ask for volunteer help from older, more experienced members, as well as in-kind donations such as clothes, food, and other resources.
Tips and Tricks for Donation Request Letters: Prospect Research
If your organization needs extra help, whether it is financial gift or an in-kind donation, it’s likely that you’ll send out a couple of donation request letters. But how does your team choose who will receive them? With prospect research tools, your organization can do research to find those who might have the ability to become major donors.
Major donors are those who make large contributions to your cause. For many organizations, a majority of their funds are provided by just a couple of those major donors. According to DonorSearch, on average, over 88% of all funds come from 12% of donors — your major donors.
Prospect research is a method used by any organization that deals with donors in order to learn more about them. Filtering your past donors and the surrounding community, prospect research tools can look at a donor database and filter for:
- Business affiliations.
- Past giving history.
- Personal information.
- Real estate ownership.
- More markers of financial ability and philanthropic tendencies.
These factors can help evaluate a prospect’s giving affinity (to indicate how much they care about the cause), giving capacity (to indicate if they have the means to make a major gift), and giving propensity (to indicate where they are likely to be philanthropic), make up the three key factors of major gift fundraising.
Sample Donation Request Letter for Animal Shelters
Subject: Help us find homes for [pet names].
Dear [donor’s name],
We are [animal shelter’s name] and we have been in operation since [year of founding] to help [types of animals] who don’t have homes or need medical help. Earlier this year, we [emotional story about an animal you have saved or found a home for].
Furry friends like [pet names examples] are looking at shorter, harder lives without organizations like ours. We wish we could give each animal a home, but it’s always a challenge. We need funds for supplies like [food, medicine, shelter, etc] to keep them safe and healthy in the meantime. That’s why we are asking for your help.
With a donation of [donation amount or resources], you can help our shelter [physical impact of the donation, for example: help some kittens get vaccinated or help puppies stay warm for the winter]. We are able to provide these lovable animals with homes and love because of our community and supporters like you.
If you’d like to help in any way, please don’t hesitate to contact us at [phone number] or visit our shelter at [address]. Additionally, you can fill out the form we’ve provided.We’d love any help you can provide, and we know [pet names examples] will be grateful.
Thank you,
[animal shelter’s name]
What makes this donation request letter effective?
If you work for an animal shelter, you know that you can’t provide homes for or save every animal, even though you want to. If you’re looking for some extra help, sending out donation request letters to your community can be a good idea.
Pull donors in with an emotional story about an animal you have recently saved. This way they can get invested and you can prove that your animal shelter really does make a measurable difference. End your letter by giving the donation details. Let your donors know that they can help in other ways if they can. Pet supplies and volunteer work can also be a great help to your shelter.
Sample Donation Request Letter for Museums
Subject: [museum’s name] needs your help!
Dear [donor’s name],
[museum’s age] years ago, we opened our doors to our first visitors and officially began operating as the [museum’s name]. Since we opened, we’ve seen [number] international exhibits, [number] first-time visitors, and [number] groups of schoolchildren come through our halls.
Did you know that [percentage]% of our budget comes from the donations of supporters just like you? We as an organization rely upon donations of all sizes, from the change in your pocket to much larger endowments and grants.
Our mission is to provide education about [museum’s focus] and bring joy to everyone from the youngest to the oldest members of our community, and we can’t continue to do that without your support.
A donation of just [dollar amount] keeps [physical impact, for example our lights on for a day], and a donation of [larger dollar amount] can [physical impact, for example: gives seven children the chance to join a program].
If you are able to donate at this time, you can do so by returning the form attached to this letter, calling us at [phone number], or by visiting us online at [museum webpage]. We also gratefully accept in-kind donations of office supplies and technology to help keep our administration running smoothly.
Please consider becoming a member, as well, to take advantage of year-round benefits and provide more stable support for our work.
We appreciate your support of the [museum], and hope you come visit us soon!
Sincerely,
[name]
[museum website]
Key Takeaway from This Donation Request Letter
Museums often rely on their community of supporters to help them launch new exhibits or provide fantastical events showcasing a new artist. Major gifts make up a large part of the revenue for museums, so maybe look into some prospect research tools as well. Learn to write an effective donation request letter by starting out with a history of the successes of your museum.
Make sure to highlight your successes, whether it is the amount of exhibits you’ve hosted or the amount of schools you provided educational content to. Donors will want to know what your museum has done so they’ll have a better idea of what their money will be used for. Further explain how different donation amounts help impact your museum to show donors that any amount will help.
Sample Donation Request Letter for Theatres
Subject: The show must go on!
Dear [donor’s name],
My name is [name] and I work at the [theatre name]. For the past [years] years, we’ve been putting on productions that showcase our talented actors and actresses and work hard to provide unforgettable experiences for our audience.
Currently, our cast and crew have been practicing and rehearsing to help bring [new show name] to life. We are so excited to bring [show details] to the community, and we know it’s going to be a special night.
Last year, our biggest production, [show name], brought in [amount] attendees in the audience. This year, we hope to bring in even more people to our seats. That is why we need your help. With the costs of [expenses, for example: stage materials, costumes] piling up, it’s getting harder to put on the show that we’ve all envisioned.
Would you be willing to donate [donation money amount or other in-kind donations] to help out our cast and crew? With that small gift, we would be able to [positive physical impact], and bring us so much closer to putting this show on the stage. We would appreciate any help that you can offer.
If you’d like to make a contribution of any kind, please don’t hesitate to contact us at [phone number] or to check out our website, [website URL]. We have also provided an attached form for you to fill out. Let’s start this conversation. The shows that we put on would not be possible without supporters of the arts like you.
Please, don’t hesitate to visit us!
Thank you,
[name]
What makes this donation request letter effective?
Theatres often need support from their community so writing a donation request letter is a common occurrence. Whether you need financial help or specific materials and resources, reaching out to those around you is a great way to ensure that your productions are the best as possible.
This donation request letter is effective because it creates a connection between people who are inspired by the arts and possible donors. Pull them in with an emotional story about how your theatre came to be and some general history on it.
Corporate Donation Request Letter
Subject: [organization’s name] needs you.
Dear [donor’s name, for more effectiveness, find the business owner or CEO],
My name is [name] and I am in the [position] for [organization’s name]. Our team works hard to support and bring awareness to [organization’s cause]. Ever since [year of founding], our team has been [hosting events, raising money] to help [specific positive impact of your organization].
We are planning something new, so get excited. By [date], we are hoping to launch [upcoming project or event] that will bring [impact of event] to our community. That is why we are asking for your help.
As a leader of your community and business, you must know how difficult and costly large initiatives like ours can be. With the resources [corporation’s name] has and your incredible history of charity work, I know that together we can make a huge difference. [Bring up a common goal or mission of your organization with the corporation].
Would you be willing to donate [specific donation amount, in-kind donation, or service] to help our cause? We’d be happy to provide [incentive, for example: we will thank you publicly, put your company’s name on our website or on event literature] in exchange to show how much we appreciate your support.
If you’d like to begin this partnership, please don’t hesitate to contact us at [phone number/email]. We have also attached a form and other materials for you to review.
Hope to talk soon,
[name]
What makes this donation request letter effective?
Corporations and other large businesses have a wealth of resources that individuals might not. If you’re planning an event that is in need of a large amount of supplies, whether that be uniforms or food, or support to rent a venue, a corporation is a good recipient of a donation request letter. It can certainly be a challenge to get a large corporation to send a donation, however, so that is why you have to frame your request letter carefully.
Find a corporation whose mission aligns with yours or who has helped other similar charities or fundraisers in the past. Bring up how they specifically, can help your cause. Additionally, talk about all the great impacts your organization has already made. Larger corporations will want to donate to an organization that already has a positive reputation.
Tips and Tricks for Donation Request Letters: Matching Gifts
Writing donation request letters can help your organization raise revenue. Every contribution adds up, but did you know there’s a way to double some donations without asking supporters to give more? Corporate matching gifts can transform your fundraising by doing exactly that!
Matching gift programs are a form of corporate philanthropy where businesses match donations that their employees give to charitable organizations. While every matching gift program has different rules, your nonprofit can potentially take advantage of these programs. You just need to encourage your donors to check their matching gift eligibility!
To see if any recent donations can be matched by employers, you should invest in a reliable matching gift database. This way, your team and donors can look up employers’ guidelines and determine matching gift eligibility. 360MatchPro by Double the Donation is the largest and most accurate matching gift database on the market, covering 99.68% of match-eligible donors across 24,000+ companies. You can check your donors’ business affiliations, research their matching gift program requirements, and leverage automated communication tools to drive donors’ gifts to completion.
Plus, 360MatchPro also makes the volunteer grant request process a breeze. Through the Double the Donation Volunteering functionality, supporters can research their employers to discover if they’re eligible for volunteer grants, volunteer time off, and other corporate volunteer grant programs. These initiatives earn your nonprofit extra revenue through volunteer activities, meaning your supporters won’t need to spend a dime to give you extra support!
PTA Dontation Request Letter Template
Subject: Let’s make this the best year yet for [school’s name]!
Dear [donor’s name],
My name is [name] and I’m a part of the Parent Teachers Association at [school’s name]. As you probably know, we work hard each year to build strong relationships among parents, teachers, and the school, all while creating engaging programs for our students.
[describe the emotionally compelling reason why you’re reaching out to this donor. For example, they are a parent of a student, or they are an alumnus, or they are a local business]. You know how important the school experience is for students, which is why we are planning [new school event or program].
[new school event or program] is set to take place during [date]. [Describe the event/program, talk about what’s the event/program consists of and how it will help your students]. Working with the teachers of [school’s name], the PTA is so excited to bring this to our kids. However, with the costs of [school supplies, food, resources, venue], we need to reach out to our school’s community for the extra support to push us to the finish line.
Would you be willing to donate [specific donation amount, in-kind donation, or service] to help us bring this experience to the students? We would love to offer you an incentive and thank you during our event. Please contact our office at [school’s name] using this phone number, [phone number] or you can send us an email: [email address]. We have also provided a form which you can fill out.
We’d love to start this conversation with you and see how you can help make this year the best for our students!
Thank you,
[name]
Key Takeaway from This Donation Request Letter
If you’re a member of a school’s PTA, you are tasked with planning events and programs each year and work with both teachers and parents to engage your students. If you need extra funding or even some resources from local businesses, it’s smart to send out a donation request letter to the community.
Keep in mind that depending on who you are reaching out to, you can use their relationship with your school to create an emotionally compelling story. Reach out to parents, alumni, and local businesses, as they will connect to your school the strongest.
Also, don’t forget to describe the event or program your school is planning. Talk about the specific ways it will benefit your student life and engage them in educational and unique activities!
Sample Food Donation Request Letter
Subject: Help feed our community with [organization’s name]!
Dear [donor’s name],
We are [organization’s name] and we work hard to provide awareness and support to [organization’s cause]. [Describe emotional story about how your organization started working towards this cause].
In the past, we have hosted a number of programs that have helped our community. [Describe past events or activities your organization has hosted in the past. Talk about the specific positive impact of these events]. We hope to break our own records this year with our new, upcoming event, [new event name]. Taking place on [date], we want to bring [details of what this new event will do for your community, explain how food plays into your event].
However, to make this event a true triumph and bring the best experience to our community, we want to ask for your help. Would you be willing to make a food donation to our organization? In order to [goal of event, for example: feed our attendees, help homeless people], we would love any help you can give. Look through your pantry, because just [small donation amount] will help us [small positive impact] whereas a [larger donation amount] will help us [large positive impact].
If you’d be willing to contribute a gift of any kind, please contact us at [phone number] or visit our website at [website]. There is also an attached form with additional information. We’d love to begin this conversation!
Thank you,
[organization’s name]
What makes this donation request letter effective?
Whether your organization is a charitable nonprofit, a faith-based institution, or a local elementary school, oftentimes you will be in need of more in-kind donations rather than monetary donations. Donation request letters for food can be sent to either individual supporters or local businesses, depending on the gift that you’re looking for.
Make sure to mention specifically what your organization needs from the donor. It helps if you give specific amounts or a list of accepted items so they can look through their pantry and resources to gauge whether they can donate. Give them different donation levels to pick from with different impact levels as well, this way they can donate a smaller amount if that’s all they have and know it has made a difference.
Sample Donation Request Letter for Sports Team
Subject: Help [team name] bring home that trophy!
Dear [donor’s name],
My name is [name] and I’m [describe your association with the sports team, for example: I am a coach, I am a parent] with [number] other amazing players and teammates. [Give a description of your sports team and how it started. Try to make your story emotionally investing, for instance, describe a specific player and their journey on your team].
Each year, this league brings players so much joy and enjoyment, allowing them to engage with others who are passionate about [sport]. We are beginning to prepare for the new season, and we are so excited to help [team name] bring home that championship trophy. However, with transportation, new uniforms, and equipment for over [amount] of individuals, the costs are adding up.
Since you are [describe the reason why you’re asking them for a donation, for example: you used to play in the league, you are a parent of the league, you are a local business], would you be willing to make a donation of [donation amount, equipment, food, other in-kind donations]? With just that contribution, we’d already [positive impact, for example: give a whole team of young girls new softball uniforms].
If you’d like to make a donation or want to help out in other ways, please call me at [phone number] or visit our website, [URL], for more information. We have attached a form for convenience as well. The players of [sports team] can’t thank you enough.
Best wishes,
[name]
[photo of sports team]
Key Takeaway from This Donation Request Letter
If you help manage a sports team, you’ve probably had to raise funds before. Funding transportation, snacks, uniforms, and other team necessities can be difficult without some help from your surrounding community. You can ask for donations from both individuals or local businesses, depending on what you’re trying to fundraise for.
Remember to be specific in asking for what you need and why you need it. For example, whether you need help with transportation costs in order for your team to go to a different town for a game or need a new set of baseball uniforms, write that down. Additionally, be specific with the resources you are asking for. If you want a financial donation, talk about the exact amount you’d want and how that donation will impact your cause!
Donation Request Letter for Old Age Home
Subject: Come and help out the residents of [old age home’s name]!
Dear [donor’s name],
My name is [name] and I am on the [position/connection to old age home] for [retirement home’s name]. We support over [number] of elderly folk, some who have families and some who don’t. Ever since [year of creation], we’ve tried to help our older individuals be comfortable and engage with others in various activities. [Talk about a specific resident and how your old age home has helped them].
From day-to-day care, healthy meals, medical attention, and community programs, [old age home’s name] strives to create the best environment for our elderly to thrive in. However, the costs of looking after all these people can start to add up, especially since many of them don’t have any outside family. [old age home’s name] is proud to be a family to all residents and community members.
Currently, we have a shortage in [medical supplies, resources, etc.]. Would you be willing to donate [donation amount or in-kind donation or volunteer service time]? With your help, we’d be able to [positive impact on surrounding community and elderly residents].
If you’d like to make a gift, please contact our office at [phone number] or stop by the home. We can start talking about how you can best help. We have also attached a form to fill out for convenience. The elders of [old age home’s name] are so appreciative.
Thank you so much,
[name]
What makes this donation request letter effective?
Old age homes help the elderly who don’t have a place to live or need extra day-to-day support. While they are an important institution in society, many forget about them unless they themselves have a relative at one. Many old age homes depend on their community for support, both with financial help and volunteer services, so it’s good to learn how to write a great old age home donation request letter.
Make sure you open up with an engaging story to really let your recipients know how crucial it is that your elderly residents receive help. Be specific, it can help to talk about a specific resident or patient you have and how your old age home has helped them in particular. Describe exactly what you need and the services you’re looking for, and give them a wide range of choices.
Sometimes your community members can’t give a financial gift but would be happy to volunteer!
About FundraisingLetters.org
FundraisingLetters.org is a project put together by Nexus Marketing and ECardWidget as a way to help individuals and organizations across the world effectively communicate with supporters. Feel free to use our fundraising letter templates for your organization.