The Basics of Creating a Great Fundraising Letter
Get started with our collection of the core fundraising letters every organization should be considering. It’s a great starting spot for any organization.
Fundraising Letters: How to Reach Out to Your Community
Whether you’re a nonprofit or a different type of organization that depends on donations from supporters, sending out fundraising letters should continue to be an integral part of your outreach strategy.
Writing physical letters may seem like an outdated tradition, especially in the age of smartphones and instant messaging. However, it is still one of the most effective ways to connect to donors. Additionally, it’s pretty feasible to turn each of these letters into an email if you want to reach out in the online space.
One of the biggest perks of sending out a letter is taking advantage of the opportunity and space to tell a compelling story—a huge motivator for donors. If you’re considering sending out fundraising letters to help garner donations, make sure you explain who you are and what your organization does, and don’t be afraid to bare it all.
Many organizations fundraise, whether it is for their own personal use or to help better the surrounding community. There are a couple of core elements that stay consistent between different fundraising letters. However, we have also provided templates for your convenience, so feel free to choose the one that best pertains to your organization.
Read on to check out the standard nonprofit fundraising letter or click around to find one that fits your specific needs.
Bonus tip! Once you have your fundraising letter drafted, consider working with a direct mail platform to create and distribute the materials to your donors. It will simplify the entire process, allowing your team to spend more time and effort on personalization and relationship-building.
Qualities of an Effective Fundraising Letter
Before we dive into fundraising letter templates, let’s review the essential traits of an outstanding fundraising letter:
Personal
While personalization is crucial to build a connection with your audience, writing a unique fundraising letter for each recipient can be time-consuming. You can have the best of both worlds by using segmentation techniques in your fundraising letter. Separate your audience into different groups, such as by their preferred communication channel, relationship with your nonprofit, and campaign interests. Then, create messages that align with the preferences of each segment.
Impactful
Donors contribute to make their mark on your mission. Show them exactly what their gift’s impact would be within your letter. For instance, you could say that donating $25 provides 5 cats with food for a month. This allows your audience to clearly visualize what they’d be providing for your cause.
Clear
Avoid using jargon and fluffy language in your fundraising letter. Straightforward, powerful writing is more effective at mobilizing your audience toward making a donation. Pay special attention to your calls to action, ensuring that they’re short and sweet.
Accessible
This is especially important when sending fundraising letters via email. Stay up-to-date on WCAG best practices so that everyone, regardless of their abilities, can take in and get inspired by your appeals. Common practices to keep in mind include incorporating alt text for photos, using high color contrast, and not relying solely on visual content.
Beneficiary-focused
You should tell a story in your fundraising letter—and your nonprofit’s team should not be the main characters. Rather, focus your fundraising letter on your beneficiaries’ stories and how they’re impacted by your work. You could even choose to highlight one compelling story in detail so your audience can connect with them on a deeper level. Just ensure you have your beneficiaries’ permission to share their story beforehand.
Emotional
It’s crucial to tug on your audiences’ heartstrings in your fundraising letter to inspire them to join your cause. A classic example of this tactic is animal shelters using pictures of cute animals to endear the audience to their beneficiaries.
Easy to respond to
Your fundraising letter’s goal is to inspire donations from your audience, and to do that, you need to make it easy for them to give. For direct mail letters, include a return envelope that has your office’s address printed on it and a slip to fill out your donation information. For emails, include a large button that links to your donation page so your donors don’t need to close their browser.
Humble
Donations make your nonprofit function, and you should express your gratitude to your audience frequently. Even if a segment has never given before, you should thank them for their time spent reading the letter and humbly request that they consider supporting your organization.
Aesthetically pleasing
Keep in mind that your audience might not even know what your nonprofit is when they open your fundraising letter. Ensure that you make a great impression by using professional graphic design elements branded to your nonprofit. We’ll discuss letter formatting in the next section.
Formatting Your Fundraising Letters
While you’ll naturally put time into perfecting your ask, you might put less emphasis on the formatting of your letter. However, your fundraising letter’s design can factor into someone’s decision to donate.
A letter that’s unreadable or difficult to follow will turn prospects away before they even read through it. In turn, you’ll miss out on donations.
Instead, consider how you can lay out your letter to be visually appealing without overpowering your ask. For instance, you might want to consider the following design elements:
- Your letterhead: Include your logo, organization name, and contact details. This slight adjustment can make your letter look more professional and give it a pop of color.
- Graphics: You might emphasize your mission with a picture of your cause’s beneficiaries or spruce up the letter’s appearance with some artistic graphics.
- Colors: While it might cost a little extra to print, straying from black ink and including some colors throughout can emphasize key details and make your letter more visually engaging.
- Return envelope: To make mail-in donations easy, include a perforated slip that donors can fill out with their information and a pre-addressed return envelope where they can return that along with their donation.
It can be tempting to stick to the traditional letter format of strictly black ink on white paper. However, throwing in a few other elements can level up your ask and encourage donors to actually read it.
If you need help perfecting your format, consider reaching out to graphic designers who have experience in designing fundraising letters, like Kwala. Experienced designers understand how to level up your donation letters without overloading them with too many elements. Take a look at this well-formatted, professional design their team created:
As you can see, the result of relying on the right graphic designer will be a visually appealing letter that catches donors’ attention, guides them through the letter, and inspires them to give.
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Nonprofit Fundraising Letter
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Small Nonprofit Fundraising Letter
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Fundraising Letter for Large Nonprofits
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Year-end Fundraising Letter
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Church Fundraising Letter
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Church Building Fundraising Letter
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Mission Trip Fundraising Letter
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Grateful Patient Fundraising Letter
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School Fundraising Letter to Local Businesses
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PTA Fundraising Letter
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Fundraising Letter to Businesses
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Corporate Fundraising Letter
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Sample Political Fundraising Letter
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Animal Shelter Fundraising Letter
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Sports Fundraising Letter
Nonprofit Fundraising Letter
Subject: [nonprofit’s name] can’t do it without you!
Dear [donor’s name],
[Open the letter with a personal story about why your nonprofit’s mission is so important. The story you tell should grab the reader’s attention and speak to their emotions.]
[nonprofit’s name] can only achieve our goals with the help of generous donations from supporters and community members. With their support, we’ve been able to [describe some of your past accomplishments and how donors contributed to your success].
We are asking for your help so that we can continue assisting our community and [insert information about new projects you hope to initiate with the funds].
Would you be willing to donate [amount] to help us reach our goals?
If you wish to contribute, please don’t hesitate to contact us at [website URL] or give us a call at [office phone number]. Every donation makes a difference and takes us one step closer to building a better community!
Thank you in advance for your support!
Sincerely,
[name]
[title]
[organization]
What’s the most important part of this fundraising letter?
When a nonprofit sends out a fundraising letter, it should always start out with some sort of introduction to the organization. Even if you are extremely world-renowned, not everyone is going to know the actual physical impact of the actions you’ve taken.
Additionally, reminding your recipients of the dire situation of your mission will pull at their heartstrings and encourage them to do further research. Make sure to give specific reasons for what you are fundraising for this time around, and ask for a specific donation amount as well. This way, your donors know exactly what your nonprofit needs and how their contribution will advance your cause.
How To Write a Fundraising Letter
Writing a fundraising letter can seem daunting every time you sit down and consider the best ways to ask for money from strangers. However, there are a couple of consistent key pieces that you should keep in mind. Don’t start out your letter straight out asking for funds. Instead, ease your way in so your ask doesn’t come out of the blue.
Here are some tips that you can apply to every fundraising letter you might write, no matter if you’re a nonprofit, a religious institution, a school, or another type of organization:
- Use the donor’s name. Utilizing your donor database, make sure you always personalize your letters. No one wants to feel like one of many, especially when someone is asking you for something.
- Use an emotional story. Pull recipients in with a compelling narrative. It can either be about a particular person your organization has helped or about the very real negative aspects of the mission you’re trying to help, people are more likely to donate if they’re emotionally invested and there’s a sense of urgency.
- Describe your organization’s history and mission. People will only donate to your organization once they know who you are. Clearly outline what you’re trying to support.
- Explain your current fundraiser. After you describe your nonprofit’s general mission, make sure to include why you are asking for support now. Donors appreciate when organizations are transparent about how they use fundraising revenue, especially when you’re asking them for financial help!
- Give options to donate or help. When you give your supporters options with specific donation amounts, it encourages them to make that gift because they know what you need right now. Additionally, sometimes people want to donate but can’t make a financial contribution right away or don’t have the funds for a larger gift. Suggest in-kind donations, volunteer opportunities, and sponsorships, as well as recurring donations if they want to give in smaller amounts.
Small Nonprofit Fundraising Letter
Subject: [nonprofit’s mission] needs your help!
Dear [donor’s name],
Every year since [year of origin], [nonprofit’s name] works hard to raise awareness and support for [nonprofit’s mission]. [Include a brief history of your nonprofit and the problem you’re working to help.]
[Describe your nonprofit’s mission with a real life example of how you have helped so far. Make sure to include specific details and explain the impact of your organization.] The reason [nonprofit’s name] was able to accomplish this, is due to our exceptional supporters and volunteers helping us raise [past fundraising total amount].
Currently, we are hoping to do even more for [nonprofit’s mission]. [Describe why you are raising funds right now, whether it is for a specific event or fundraising campaign.] We are reaching out to you because [reason why recipient might donate, for example: is a part of a related organization, has donated before, etc.]
With a generous gift of [specific donation amount], [nonprofit’s name] will be able to [specific impact of donation]. If you’d like to contribute or help out in another way, please don’t hesitate to contact us at [website URL] or give us a call at [office phone number]. Every donation or volunteer hour put in makes a difference and takes us one step closer to [how your fundraiser helps your mission].
Sincerely,
[name]
[title]
[organization]
What makes this fundraising letter exceptional?
If you are a smaller nonprofit, it’s likely that not many people know about your organization and what you do. Sending out fundraising letters can be extremely beneficial for you, as it is a way to initially get the word about the work you have been doing.
It’s smart to start off with explaining your nonprofit’s cause and why this is a problem that needs to be fixed. Don’t be afraid to get into the nitty-gritty of it, especially if it isn’t a commonly known problem. Additionally, give a brief but detailed description of the history of your nonprofit. Talk about how it started and what you have done so far. This will show potential donors that you’re a legitimate organization and that you won’t waste their donations on empty promises.
Make sure you carefully consider who you send this letter to, as well. Since you are a smaller nonprofit, try to reach out to those who you know share your ethics and may care about the same causes that you do, whether those are active individuals in your community or a local business. Emphasize why their specific donation would benefit the cause by highlighting those shared values.
Fundraising Letter for Large Nonprofits
Subject: Help [nonprofit’s name] today.
Dear [donor’s name],
[nonprofit’s name] has [describe what your nonprofit has accomplished so far for your mission. Mention your most successful events and the impact the money raised has made]. It’s a joy to be able to bring [specific impact] to the community, and we hope that this only increases.
However, [describe the reason for your new fundraiser. Be specific about the problems and the negative consequences it has. Don’t be afraid to include a personal story]. This is a huge undertaking for us, but we know that [explain dire situation and what would happen if the funds were not raised].
With [fundraising amount goal], we’d be able to [fundraiser goal]. With a donation amount of [specific donation amount], we are one step closer with [specific positive impact]. With something more generous like [specific donation amount], [nonprofit’s name] will [larger specific positive impact]! Imagine the lives you could change!
If you’d like to contribute to this cause or help out in another way, please don’t hesitate to contact us at [website URL] or give us a call at [office phone number]. Every donation or volunteer hour put in makes a difference and takes us one step closer to [how your fundraiser is going to help your mission].
Thank you,
[name]
[title]
[organization]
What’s the most important part of this fundraising letter?
As a large nonprofit, one of the biggest concerns donors may have is that their gift isn’t actually making that much of an impact. It’s important to keep in mind that people don’t necessarily like feeling like a small fish in a big pond, and without some confirmation that their donation is actually going somewhere important, they might not think a donation is worth it.
Similar to this, because you are a larger nonprofit, they might think you already have all the funding you need! Make sure to emphasize the need for their donation by clearly specifying what would happen if the funds are not raised.
Additionally, don’t forget to tell your recipients exactly what their contribution will do. You can do this by specifying the exact donation amount your organization wants and explaining the positive effect it will have.
Year-end Fundraising Letter
Subject: Make this a happy holiday season for all!
Dear [donor’s name],
I am the [position] of [nonprofit’s name], and we work incredibly hard each year to raise money and awareness for [nonprofit’s mission]. As the holiday season is coming up, we always like to take the time to think of those who are less fortunate and how we can help them.
Holidays can be tough, which is why [nonprofit’s name] is working to raise funds for [nonprofit’s mission]. We are hoping to [describe your holiday fundraiser. Be specific about the problem you’re trying to solve and the exact actions you are going to take].
[Insert how your year-end fundraiser from the previous year went. Talk about how much money you were able to raise and what you did with the funds. Describe a personal story about someone your fundraiser specifically helped.]
Would you be willing to give this year? With a gift of just [specific donation amount], [nonprofit’s name] will be able to [small positive impact]. If you’d like to contribute to this cause or help out in another way, please don’t hesitate to contact us at [website URL] or give us a call at [office phone number]. Every donation or volunteer hour put in makes a difference and takes us one step closer to [how your fundraiser is going to help your mission].
Thank you,
[name]
[title]
[organization]
What makes this fundraising letter exceptional?
It’s common knowledge that nonprofits see an incredible spike in donations towards the end of the year. The last couple of months of the year are when donors usually get their finances together as well as when people start getting into the holiday spirit and being more charitable.
Around 30% of annual giving occurs in December, while almost 12% of all giving happens in the last 3 days of the year. Year-end giving usually starts around Giving Tuesday, the Tuesday after Thanksgiving, and lasts until the New Year. This means that you should be sending your fundraising letter as fall is starting, but don’t wait until the last minute as you’ll face the risk of not reaching your donors in time.
Emphasize the holiday spirit in the air and capitalize on their already existing charitable feelings. Make sure to give them specific donation amount suggestions that they can give, so they know their gift will have an impact.
Church Fundraising Letter
Subject: Your contribution can make a difference.
Dear [donor’s name],
Greetings! We hope you’re having a blessed day. Since you’re such an important part of our family, we wanted to tell you about our upcoming [project/mission trip/event/etc.].
As you may know, our church [describe why you’re raising funds. For instance, if you’re looking to build a new atrium to accommodate your growing congregation, you could explain to details on the how long the project will take and your fundraising goal].
In an attempt to raise funds, we are hosting an [envelope fundraiser, angel festival, or another fundraising idea] and want to invite you to participate. Our [fundraising idea] will take place Sunday, [date and time] right after our normal service.
Of course, if you’d like to make additional contributions, donations of any size are always welcome at any time!
If you have questions about our event or why we’re raising funds please feel free to reach out at [phone number] or send us an email at [email address].
We hope to see you Sunday, and thank you for your continued support!
Sincerely,
[Pastor’s name]
[title]
[organization]
What’s the most important part of this fundraising letter?
If you’re working to raise funds for your church, don’t send your fundraising letter out to just anyone. For the best results, you should narrow the recipient list to include those who go to your church or those who have made past donations. You already know that these individuals support your cause and believe in your mission—don’t risk becoming a nuisance to those who may not share the same values.
Turn your fundraiser into a physical event after Sunday service, encouraging community members and others who are interested to come engage with others. Being a part of a church is basically being a part of a larger family, so it makes sense to offer an opportunity to bring them together!
Church Building Fundraising Letter
Subject: Together, we can build anything.
Dear [donor’s name],
First off, we’d like to thank you for being a part of the [church’s name] family for so long. It’s because of supporters and members like you that we can continue doing our good work. As you know, [explain the upcoming expansion or repair project. Talk about when this need started and also provide a deadline to express urgency].
This project has been painstaking, long journey, but we know that in the end we’ll have [explain the end result of the building project and what you’re going to do with it, for example: expanding the building to make room for new youth programs]. We’re so excited to share the [benefits] with the whole community and can’t wait for you to experience it with us.
However, even though we’re so close to our goal, we still need your help. Would you consider contributing [specific donation amount] to help us complete the project? If you can’t give at this time, we’re also hosting an event on [date] for those who want to volunteer and do some building themselves! Get together with the rest of the community and be proud to add to the church’s future.
If you’d like to contribute to this cause or help out in another way, please don’t hesitate to contact us at [email address] or give us a call at [office phone number]. We’d like to thank you in advance for any support, and we hope to see you Sunday.
Thank you,
[Pastor’s name]
[title]
[organization]
What makes this fundraising letter exceptional?
Churches often need extra help when they’re tackling a big project. As churches gain new members or just want to refresh their look, it’s normal for churches to reach out to the community for help in building something. Let your church members know why you’ve started this construction project and highlight what it will add to the community.
For example, is this new building going to host more youth programs? Is it going to serve as housing for those in need? Don’t leave your church supporters guessing and be honest about why you need their help. Additionally, a fun thing you can do is have a day where church members can even come and volunteer on the construction project!
Mission Trip Fundraising Letter
Subject: Wish our team a great trip to [mission trip destinations]!
Dear [donor’s name],
Each year, [church’s name] sends a dedicated team of members to help [describe the mission trip work your church does, for example: build schools, teach English, etc.]. Last year, we [describe how the previous mission trip went. Be specific about location, who went, what they did, and the positive impact they made on those they helped].
We are gearing up to send [describe your current mission trip team] to [mission trip location] and hope to [what you hope to achieve during this trip] while also spreading our good faith. However, the cost of travel fees and resources are adding up.
Would you be willing to help support our mission trip? By either contributing a generous donation of [specific donation amount], offering [resources or supplies you might need], or volunteering to [volunteer action], you will help our mission team have an amazing experience that they will remember for the rest of their lives. Additionally, [mission trip location] needs our help now more than ever.
If you’d like to contribute to this cause or help out in another way, please don’t hesitate to contact us at [email address] or give us a call at [office phone number]. We’d like to thank you in advance for any support, and we hope to see you Sunday.
Thank you,
[Pastor’s name]
[title]
[organization]
What’s the most important part of this fundraising letter?
Mission trips are opportunities for your church to spread the word about your cause as well as volunteer for those who need it the most. However, in order to send your team on trips where they can do good and honest work, sending out a mission trip fundraising letter is good practice. Make sure to start off with describing the mission trip and the individuals who are going on it.
A lot of the time your donors will have personal relationships with those on the mission trip, so they will want to support their journey. Let your recipients know the purpose of the mission trip as well. Mission trips will also usually include some volunteer work, so don’t forget to elaborate on that.
Knowing that your mission team is making a real physical difference encourages supporters to donate, as well.
How do I turn a fundraising letter into a fundraising email?
Fundraising letters can easily be converted into an email format. All you have to do is take your physical letter, and type it into your organization’s email provider.
However, simply copying the words does not do the email medium justice. Remember, with emails, you can even schedule out when they can be sent out, and once they’re sent, they’re received immediately. Don’t forget to make your email readable on any device, as well. Both mobile users and desktop users will be opening your fundraising email. Additionally, make sure to capitalize on the multimedia opportunities in order to tell your story better and highlight moments which words cannot describe.
Don’t be afraid to take advantage of what the internet can offer:
- Images. Photos and other images are a great way to show off your fundraising team and the work it has done. Include photos of how your organization has helped your cause and of individuals who your organization has impacted personally.
- Videos. Videos are great to wrap up a fundraising campaign or even introduce it. For example, create a video showcasing various highlights of your last fundraising event and interview those who were there. Showing your charity work in real time, as well as getting genuine reactions from volunteers, staff, and those you’re helping, will emphasize the good work you’re doing.
- Links to relevant content. One of the best things about the email medium is the ability to link to other content. For example, it is a great idea to reference other news stories to highlight your organization’s mission. You can even link to pages which highlight your past fundraisers so that recipients can click through other things your organization has accomplished.
- Buttons. A great way to draw readers to a particular link or area is with buttons. Buttons are another way for you to include links into your emails, but with a more visually catching image. This draws eyes to the link and encourages readers to click it if they’re interested. This is a great way to include your social media handles in your emails. Just include social media buttons after your signature and if the email recipient is curious, there’s nothing stopping them from clicking them. Additionally, social media icons are usually extremely recognizable, so it may garner more clicks than just a link with text.
Grateful Patient Fundraising Letter Sample
Subject: We hope our favorite patient is doing well!
Dear [donor’s name],
As you know, [explain connection of recipient to hospital, for example: they recently stayed there or they recently had a family member stay there]. We are so glad we were able to help the situation and [describe exactly what the hospital did for the recipient and the positive benefits that came from it].
We hope that our dedicated staff and team treated you well. We know that [specific doctor’s name] and [members of the doctor’s team] helped you out and we hope that you were satisfied with the treatment. Our top priority is the patient’s health and safety, so please let us know if anything seems off.
Even though the staff of [hospital’s name] does so much, it can be hard to compensate them for every extra hour and act of labor they put in. Our doctors always go above and beyond for their patients, so we are asking you if you’d like to make a donation in order to express your gratitude.
With our grateful patient program, you can properly thank the doctors and whoever else helped you through this traumatic and very emotional time. If you’d like to contribute to our fund or help out in another way, please don’t hesitate to contact us at [email address] or give us a call at [office phone number]. For any additional information on our grateful patient program, read the attached literature we’ve included or check out our website at [website URL].
Thank you,
[name]
[title]
[hospital]
What makes this fundraising letter exceptional?
Grateful patient programs are fundraising campaigns where hospitals raise money based on the gratitude from current and previous hospital patients. These programs help hospital fundraising teams solicit donations from those who might be willing to make donations to the hospital that they’ve recently interacted with, whether they themselves were a patient or they had family members who were patients.
Many hospital fundraising teams will conduct prospect research on their patients in order to identify those who might make the biggest impact. If your fundraising team is considering starting or you want to improve your grateful patient program, think about investing in a capable prospect research database.
In your grateful patient fundraising letter, make sure you specify the patient’s actual experience at your hospital. Mention their exact doctor and remind them of the good work they’ve done for them. The patient and their family are already grateful, you just have to remind them why.
School Fundraising Letter to Local Businesses
Subject: The kids of [school’s name] need your help!
Dear [donor’s name],
My name is [name] and I am the [position] for [school’s name]. You likely know our students, [describe the connection this local business has with your school, for example: Do kids often go there afterschool for a quick meal?]. Our students love you as well, and they wanted to thank you for being a part of our neighborhood.
Our staff and teachers work hard to make sure we have the best opportunities so our students can learn. However, [explain why you’re school is currently fundraising, for example: launching a new program, hosting a school dance, planning a school event]. The costs are adding up with every [resource that connects to local business] and that is why we are asking for your help.
We strive to offer our students with experiences they’ll never forget, and with your help, it can happen. Would you be willing to contribute [in-kind gift that the business offers] and give these students the best year yet? With your help, we’d be able to [describe specific positive impact the donation would have].
Please don’t hesitate to contact us at [email address] or give us a call at [office phone number]. Thank you so much for your help and support either way, we appreciate your business.
Thank you,
[name]
[title]
[school]
What’s the most important part of this fundraising letter?
If you’re trying to raise money or resources for the school you work for, reaching out to businesses in the area is a great idea. Not only are you helping out local businesses, but also, these neighborhood establishments have more of a connection with your school than larger, national corporations. It’s important in your fundraising letter to highlight this connection.
For one thing, they’re a part of your community.It’s likely that your students frequently visit these local businesses and various owners have seen those same students grow up. Additionally, sometimes they have kids themselves or have family members who attend your school. You don’t even have to ask them for money; a lot of local businesses will be happy to donate in-kind items.
For example, if you’re looking to cater your next school dance, think about sending a fundraising letter to your local pizzeria!
School Fundraising Letter
Subject: Help make this year the best one for [school’s name]!
Dear [donor’s name],
At [school’s name], we strive to provide the best education as well as offer rewarding experiences. [Describe some of the unique programs your school offers, for example: extensive afterschool programs, computer classes, theatre productions, sports teams, etc.]
This year, we are trying to [event or program which you are raising money or supplies for]. Our students love this and will be able to [specific example of how school program will enrich kids]. However, because of our school’s budgetary constraints, we have to cut back somewhere. [Emotionally investing story about students not getting the resources they need.]
We know that you [describe recipient’s relationship with school], and we would like to ask that you help us continue bringing [program] to our students. By a generous contribution of [specific donation amount], you’d be able to bring our students [specific impact that donation amount would have, for example: provide x amount of art supplies].
If you’d like to donate or support the students of [school’s name] in another way, please feel free to contact us at [phone number] or by email at [email address]. We’d love to start this conversation with you.
Thank you,
[name]
[title]
[school]
What makes this fundraising letter exceptional?
When you’re sending fundraising letters out in support of a school’s program, you need to emphasize the urgency of the funds as well as be transparent about where the funds are going. It’s a good idea to start out by reminding your recipients that your school is the place where their kids are growing up and having life-changing experiences.
Mention the programs and events you have already provided for your students and highlight any moments which were truly successful. However, to actually solicit funds, donors need to feel like their donations are making a difference. Let your letter recipients know what would happen if not enough funds are raised and pull at their heart strings.
PTA Fundraising Letter
Subject: [event name] coming soon to [school’s name]!
Dear [donor’s name],
My name is [name] and I am a part of the Parent Teacher Association for [school’s name]. As you may know fro our excited students, the PTA has decided to throw [event name]! We are so excited to be planning this, as it is [explain the event and why this event is important, for example: planning a school dance to celebrate the end of the year, planning a Halloween event, planning a science fair, etc.].
The last time we did this, we were able to [describe how this event has positively impacted students and the school in the past. If this is the PTA’s first time hosting this event, discuss a similar event the school has had before]. Our students are so excited and have already [talk about how the kids are preparing, for example: made their own costumes, planned science experiments].
However, the expenses are adding up, and with every [list of expenses the event needs, for example: food, hiring vendors, materials], the price goes up. Would you be willing to support [school’s name] and our students by donating [specific donation amount]? With just that gift, we’d be able to [specific positive impact].
If you’d like to donate or support the students of [school’s name] in another way, please feel free to contact us at [phone number] or by email at [email address]. We’d love to start this conversation with you.
Thank you for your support,
[name]
[title]
[school]
What’s the most important part of this fundraising letter?
If you’re a part of the PTA for your child’s school, it’s likely that you’ve had to raise funds for programs and events in the past. That’s why when you’re sending out these letters, you have to emphasize what makes this program or event different. The most important thing to consider when sending out fundraising letters is to emphasize the positive impact of the events on the students.
Remind your recipients, whether they’re parents or others, that you’re offering more than just classes to these kids; you’re providing unforgettable experiences to help mold them into adults. Additionally, pull at their heartstrings by mentioning that the kids are already excited for the event or program.
Fundraising Letter to Businesses
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 the [position] at [organization’s name]. [Describe your organization and what your mission is, for example: if you run a nonprofit, mention how you’re impacting the community and what your organization has done so far.]
We are excited to announce that we are launching a new campaign, [fundraiser name]. With these funds, we hope to [describe specifically what your organization is going to do with the funds]. [Describe what would happen if you don’t achieve these funds. Be specific and use real details and stories.]
Because [business name] has established itself as [describe any connection this may have to your organization, for example: we both believe in equal access to education, we work within the same community, or the business has a charitable history], we wanted to ask for your support.
Would you be willing to [donate, encourage employee volunteerism, become a sponsor]? As an incentive, we’d be happy to provide [incentive, for example: we will thank you publicly, put business logo on our literature] in exchange to show our appreciation. 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.
Thank you,
[name]
[organization]
What makes this fundraising letter exceptional?
If you’re reaching out to a business for help and support, consider the benefits that it will have on both your organization and their business. First off, explain what your organization is and why you even need fundraising in the first place.
If you aim to help a certain cause, describe the urgency of this cause and what would happen if your organization didn’t exist. Introduce your fundraising campaign and bring in real life examples as to why this campaign is necessary.
Additionally, some businesses have a long charitable history so make sure to mention that or any other connections they may have with your organization. Don’t just ask for fundraising help. Businesses can provide other forms of support such as sponsorships or employee volunteer programs. Make sure you let them know about all opportunities and provide added materials for them to review.
Corporate Fundraising Letter
Subject: Do you want to help [your mission]?
Dear [donor’s name; for more effectiveness, find the business owner or CEO],
Every year [describe your mission’s cause and why they need help. Don’t be afraid to go into details and emotionally invest the recipient. Create a sense of urgency so that they understand the importance of your organization].
Here at [organization’s name], we strive to [describe how you are trying to help your cause, for example: we are creating working water fountains for schools]. Last [time unit], we had a huge success with [describe a past successful fundraiser. Don’t forget to mention what it was specifically for, how much money was raised, and what you specifically did with that money].
However, this year we want to do more. Without any outside support, we risk [describe what would happen if your organization didn’t raise funds, for example: there will be no clean water available]. That’s why we are asking for your help. This year’s [fundraising event name] hopes to bring [specific actionable goal].
With [corporation’s name]’s charitable history and [connection that they have with your organization], we would love to start a relationship with you. With a [donation amount, sponsorship, partnership, in-kind donation, volunteer event], your company would help [describe one part of your fundraiser that would be enhanced with corporate support]. We’d like to provide you with [incentive, for example: we will thank you publicly and/or put your business logo on our literature] in exchange to show our appreciation.
If you’d like to form 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.
Thank you for your time,
[name]
[title]
[corporation]
What’s the most important part of this fundraising letter?
Reaching out to corporations is a great way to jump start your organization’s fundraising, especially if you’re planning an event. A partnership between a corporation and a nonprofit organization is a mutually beneficial relationship, and you should emphasize that in your letter.
For example, corporations love being associated with a fundraising campaign as it gives them some positive brand recognition. Offer to put their logo and name on your fundraising event’s literature, as well as give them a special shout out during the event.
Corporate Philanthropy: What You Need to Know
Corporate philanthropy is not a new trend, but it’s always on the rise. Corporate philanthropy is when a corporation or a business wants to give back to their community through various programs. Why would a corporation care about this? Well, corporate philanthropy helps employees get engaged as well as paints the company in a positive light. The more a company invests into its corporate philanthropy and giving programs, the more positive its public image becomes. This attracts consumers to the business as well as charitable-minded people who might want to join the business.
Matching gifts are the most popular form of corporate philanthropy and can essentially be seen as free money for nonprofits. Companies with matching gift programs will match an employee’s donations at a 1:1 (or even higher!) ratio to eligible nonprofits, doubling the original impact made. Additionally, companies with matching gift programs typically also offer volunteer grants. Better for employees who would rather put in physical work rather than a monetary gift, volunteer grants are when businesses will match employee volunteer hours to eligible nonprofits with a monetary donation.
Both programs have pretty strict guidelines, so it makes sense to invest in a corporate giving database which you can embed straight into your organization’s website or online donation page. Additionally, a lot of donors may not even be aware their employer will match a donation!
Check out Double the Donation, the leading corporate philanthropic database, and promote corporate giving programs even more. Send a matching gift fundraising letter to eligible donors and let them know.
What are some corporations with philanthropic leanings? Check out these companies; maybe your donors work there!
- Patagonia offers a matching gift program for a minimum of $10 and a maximum of $1,000 at a 1:1 ratio. They offer this program to full-time employees as well as part-time employees, but will not match for retirees. They also do not offer volunteer grants, but Patagonia will match employee donations to most nonprofits. Learn more about them Patagonia’s giving programs here.
- Google will match employee donations at a minimum of $50 and a maximum of $12,000 at a 1:1 ratio. They will match full-time employees as well as part-time, but not retirees. They also have a volunteer grant program, with a minimum of 1 hour and a corporate donation of $10 per hour of volunteering. Learn more about Google’s giving programs here.
- Coca-Cola will match employee donations at a minimum of $25 and a maximum of $20,000 at a 2:1 ratio. This means that the original donation is tripled. This is offered to full-time employees and retired employees, but not part-time employees. However, they do not offer a volunteer grant program. Learn more about Coca-Cola’s giving programs here.
Sample Political Fundraising Letter
Subject: Support [candidate name] and make our future brighter.
Dear [donor’s name],
My name is [candidate’s name], and I am running for the [position] role in the upcoming [year] election. As you may have heard, my team has worked hard during this election season to make sure [describe the efforts the political team has taken so far].
My political journey started when [describe the candidate’s political journey. Mention the highlights of their campaign and if they have already made any impact. Don’t be too self-praising, as it may come off as arrogant].
I have been actively involved in [political party] for [time frame] now, and that is why I’ve decided to run for [position]. If I am elected, I hope to [describe some of the big goals the political team has, as well as the objective for running. Be specific about how the candidate wants to serve the community and give examples].
However, in order to make my changes into a reality, I need to call on the help of supporters and community members. Would you be willing to give a gift for our campaign? Even the smallest donation amount can create a lasting impact. Just [specific donation amount] will provide our team with [campaign resources].
If you wish to contribute, you can give our office a call at [phone number], contact us via email at [email address], or send a direct gift to our headquarters using the materials provided. Thank you in advance for your support. It is people like you who help to change the world for the better.
Thank you,
[candidate’s name]
What makes this fundraising letter exceptional?
Sending out a political fundraising letter is a great way to empower your political campaign, but you have to be careful as to who you send it to. Politics can be a very polarized culture, so make sure you’re reaching out to those in your political party or in your local community. Make sure to explain who you are to those who might not be familiar with your campaign and policies. The journey of a politician rising to power can be very inspiring, so make sure to describe how you decided to go into politics.
The position you’re running for is likely very competitive, so to incentivize supporters, you should explain the actions you want to take. Explain your team’s big goals, as well as smaller, more specific actions which would directly affect the community.
Even if the actual political candidate cannot write the letter, it should still be from their point of view. Voters and supporters want to feel personally connected to their elected leaders, so make sure to keep up that close relationship in this letter, especially if you’re asking for help.
Animal Shelter Fundraising Letter
Subject: Help us save our furry friends!
Dear [donor’s name],
My name is [name] and I am the [position] of [animal shelter’s name]. Currently, we have [describe the animals who are in your shelter and be specific about numbers so that recipients understand how many animals are in need]. [Describe an emotional story about a pet that was recently helped, for example: found a dog a home, performed surgery on an injured pet.]
We work hard to find homes, provide shelter, and care for our furry friends, but sometimes we cannot do it all. It’s heartbreaking to say, but we do not have enough resources to fully care for every pet. Each year, we lose some lives due to the lack of space and care we can give. That’s why we are reaching out to you.
Through our [fundraiser name], we are trying to raise money to [describe what you do with the funds, whether it’s buying pet food or providing medical care]. Last year, we were able to raise [past fundraising amount] thanks to our amazing supporters and community.
Would you be willing to help out this time around? By donating [specific donation amount], we’d be able to [specific impact, for example: buy ten bags of dog food]. If you can’t make a monetary gift at this time, in-kind donations or spending actual time with our animal friends will make an incredible difference as well.
If you’d like to help in any way, contact our office at [phone number] or stop by and say hi at [animal shelter address].
Thank you,
[name]
[animal shelter]
[photo of animals]
What’s the most important part of this fundraising letter?
Raising funds for an animal shelter is extremely important, because the money you raise could decide which animal lives can be saved and which cannot. You need to really drive this point home to your recipients and remind them that even though your animal shelter does so much to improve the lives of animals with no homes, you can’t do it all.
While you’re soliciting donations, it’s a good idea to correlate the specific donation amount with a very specific positive action so that donors can quantify their contributions. That way, they know exactly where their funds are going.
Additionally, invite the donors to come and volunteer with the pets. Getting to know the animals first hand is a great way to incentivize your supporters to give. Also, it doesn’t hurt to include a cute photo of some of your furry friends!
Sports Fundraising Letter
Subject: Make this season the best one yet.
Dear [donor’s name],
My name is [name] and I am [describe relationship with the sports team, whether you are a coach or a parent]. [sports team’s name] is a group of talented [describe the team players and how it all started. Try to make your story emotionally investing, for instance, you can describe a specific player whose dream is to play baseball].
Through team building, memories that will bond us forever, and wins and losses, the league provides each player with an unforgettable experience. As [sports team’s name] gears up for the new season, we are so excited to bring that winning trophy home. Last time, [describe how far the team got before. If this is their first time in the league, mention this.
However, with transportation costs, new uniforms, and equipment for over [amount] of individuals, the costs are adding up. That’s why we are coming to you. [Describe the recipient’s connection to your team, for example: they used to be in the same league or they are a parent of a player]. Would you be willing to [make a donation, provide equipment, bring food to games, volunteer for transportation]?
If you’d like to make a donation or want to help out in other ways, please call at [phone number] or email at [email address] for more information. I have attached a form for your convenience as well. The players of [sports team’s name] can’t thank you enough.
Best wishes,
[name]
[photo of sports team]
What makes this fundraising letter exceptional?
If you help manage or coach a sports team, you understand the need to send out fundraising letters. Being in charge of a whole team of people is a big responsibility, and that’s not even considering all the costs of the resources you require. Whether you need equipment for practice or uniforms that actually fit the kids, sending out fundraising letters is going to be your best bet.
Remember to explain who your team is, as well as describe the need you have. A lot of the times if you don’t raise the funds, the team can’t participate at all. Emphasize that—no one wants to be the reason why a child’s dream to be a basketball star is ruined.
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.