how to write an application letter for donation

15 Sample Letters of Request for Donation

When it comes to nonprofit organizations and charitable efforts, the art of crafting an effective letter of request for donations is paramount. These letters not only serve as a bridge connecting the aspirations of an organization with the generosity of the public but also embody the voice and mission of the organization.

A well-written donation request letter can inspire potential donors to contribute to your cause, making it a critical tool in fundraising efforts.

The key to a successful donation request letter lies in its ability to communicate the organization’s needs, goals, and the impact that the donation can have. It’s about creating a connection with the reader, making them feel part of something larger than themselves.

Sample Letters of Request for Donation

Below are 15 sample letters of request for donation, each tailored to different scenarios and audiences. By exploring these samples, you’ll gain insights into how to craft letters that not only request support but also inspire action and foster a sense of community.

Sample Letter 1: General Donation Request

General Donation Request to Local Businesses

Dear [Business Owner/Manager Name],

We are reaching out to you as a pillar of the [Community/City Name] community with a heartfelt request. [Organization Name], a nonprofit dedicated to [briefly describe mission or project], is seeking the support of local businesses to further our efforts. Your contribution can make a significant difference in [describe the impact or outcome expected].

As a business that is deeply embedded in our community, your donation will not only help us achieve our goals but also strengthen the bonds within our community. We are looking for contributions in the form of [specify the type of donations you’re seeking], and any support you can provide would be immensely appreciated.

Thank you for considering our request. We are eager to discuss any questions you may have and explore how your support can be recognized within our organization and community.

Sincerely, [Your Name] [Your Position] [Organization Name] [Contact Information]

Sample Letter 2: Event-Specific Donation Request

Request for Silent Auction Items

Dear [Donor Name],

As we prepare for our upcoming [Event Name], we are reaching out to friends and supporters of [Organization Name] to ask for your help. This year, we aim to make our silent auction a cornerstone of our fundraising efforts, and we would be honored to feature your [business/products/services] among our auction items.

Your donation will directly support [specific project or cause], enabling us to [describe the impact of the donation]. In appreciation of your generosity, we will [describe how the donation will be acknowledged, e.g., featured in event materials, social media recognition].

We are looking for items such as [list specific item types or services], but we welcome any contributions that reflect the spirit of our cause. If you are interested in contributing or have any questions, please feel free to contact us.

Thank you for considering our request and for your continued support.

Sample Letter 3: Corporate Sponsorship Request

Corporate Sponsorship for Annual Gala

Dear [Company Name or Representative’s Name],

It is with great enthusiasm that we invite [Company Name] to be a part of [Organization Name]’s Annual Gala as a corporate sponsor. This event is not only a celebration of our achievements but also a crucial fundraiser to support [specific goal or project].

We offer various sponsorship levels, each with its own set of benefits, including [list some benefits like branding opportunities, VIP tickets, etc.]. Your support would not only help us reach our fundraising goals but also showcase your commitment to [describe the cause or community].

[Briefly describe the event and the expected outcome or impact]. We believe that [Company Name]’s involvement would significantly enhance the success of our event.

We are excited about the possibility of partnering with you and would be happy to discuss the sponsorship opportunities in detail. Please feel free to reach out to us at your earliest convenience.

Thank you for considering this opportunity to make a meaningful difference in [describe the cause or community].

Sample Letter 4: In-Kind Donation Request

In-Kind Donation Request for Community Event

Dear [Name or Company],

We are reaching out to ask for your support for our upcoming community event, [Event Name], organized by [Organization Name]. Our goal is to [briefly describe the purpose of the event and whom it benefits], and we believe that in-kind donations from our community can play a significant role in achieving this.

We are specifically looking for [list the types of in-kind donations you are seeking], which we believe will [describe how the donations will be used or the impact they will have]. Your contribution will be acknowledged [explain how the donor will be recognized, e.g., signage at the event, mention in promotional materials].

Your support will not only help make our event a success but also demonstrate your commitment to making a positive impact in our community. If you are able to contribute or have any questions, please contact us.

Thank you for considering our request. We look forward to the possibility of your support.

Sample Letter 5: Personalized Request to Previous Donors

Thank You and Follow-Up Request to Past Donors

Dear [Donor’s Name],

First and foremost, we want to extend our deepest gratitude for your previous support of [Organization Name]. Your generosity has been instrumental in [briefly describe the impact of past donations]. As we embark on our next project, [describe the project], we find ourselves reaching out to our most valued supporters.

We are currently seeking donations to [describe the specific goal or need]. Given your past support, we thought you might be interested in contributing to this new initiative. Your donation will [describe the impact of the donation on the project].

To express our appreciation, we plan to [describe any recognition or benefits for the donor]. We understand the importance of every contribution and want to ensure our donors feel valued and informed about the difference they are making.

Thank you once again for your past support. We hope you will consider contributing to our cause once more. Should you have any questions or wish to discuss your potential involvement further, please do not hesitate to contact us.

Sample Letter 6: Matching Gift Request

Matching Gift Request to Employees

Dear [Employee’s Name],

Did you know that [Company Name] offers a matching gift program that can double the impact of your donation? We are reaching out to encourage you to take advantage of this fantastic opportunity to support [Organization Name] and our mission to [describe mission or project].

By donating to our cause, not only will you be making a direct impact, but your generosity will be matched dollar for dollar by [Company Name], amplifying your contribution. The process is simple [briefly explain how to participate in the matching gift program].

Your support can make a significant difference in [describe the impact or outcome]. We hope you will consider making a donation today and leveraging [Company Name]’s matching gift program to double your impact.

Thank you for your consideration and for being a part of our community’s effort to make a difference.

Sample Letter 7: Grant Application Cover Letter

Cover Letter for Grant Application

Dear [Grantmaker’s Name or Foundation],

We are submitting this application for the [Grant Name], offered by [Grantmaker or Foundation Name], with the hope of securing funding for [describe the project or program]. [Organization Name] has been dedicated to [describe mission or purpose] and believes that with the support of the [Grantmaker or Foundation], we can achieve remarkable results.

[Briefly describe the project or program, its goals, and how it aligns with the grantmaker’s objectives]. We have attached a detailed proposal outlining the project scope, expected outcomes, budget, and how it contributes to our mission.

Your consideration of our application would greatly support our efforts to [describe the expected impact of the project]. We are excited about the potential to collaborate with [Grantmaker or Foundation Name] and are available to provide any further information or discuss our proposal in more detail.

Thank you for the opportunity to apply for this grant and for your commitment to [describe the cause or area of interest]. We look forward to the possibility of working together to make a meaningful impact.

Sample Letter 8: Volunteer Recruitment for Fundraising Event

Call for Volunteers for Fundraising Event

Dear [Community Members/Supporters],

We are excited to announce our upcoming [Event Name], a key fundraiser for [Organization Name] aimed at [describe the goal or cause]. To make this event a success, we are calling on the support of our community to volunteer their time and skills.

There are various ways to get involved, from [list a few volunteer roles or tasks]. Whether you can offer a couple of hours or are interested in taking on a larger role, your contribution will be invaluable.

Volunteering at [Event Name] is not only a chance to support a worthy cause but also an opportunity to meet like-minded individuals and be part of a community effort. If you are interested in volunteering, please contact us at [contact information].

Thank you for considering this opportunity to make a difference. Together, we can achieve something extraordinary.

Sample Letter 9: Request for Media Sponsorship

Media Sponsorship Request for Charity Event

Dear [Media Outlet Name],

With [Event Name] approaching, [Organization Name] seeks a media partner to help amplify our message and increase community involvement. This event supports [describe the cause or goal], and we believe that with your help, we can reach a wider audience and maximize our impact.

As a media sponsor, [describe the benefits for the media outlet, such as exposure to a new audience, content opportunities, etc.]. We are looking for coverage in the form of [list specific requests, e.g., pre-event articles, day-of event coverage, social media mentions].

Your partnership would be instrumental in raising awareness and driving participation for [Event Name]. We are excited about the potential to collaborate with [Media Outlet Name] and would be happy to discuss the details further.

Thank you for considering our request. We look forward to the opportunity to work together for a great cause.

Sample Letter 10: Urgent Appeal for Disaster Relief Donations

Urgent Appeal for Disaster Relief Donations

Dear [Donor Name/Community Members],

In the wake of the recent [type of disaster], the need for immediate support and relief efforts in [affected area] is critical. [Organization Name] is on the ground, providing [describe services and support being offered], but we urgently need your help to continue our work.

Your donation can provide [list specific items or services donations will fund], making a tangible difference in the lives of those affected. The situation is urgent, and every contribution, no matter the size, can help us respond more effectively.

We are counting on the generosity and compassion of our community to support these vital relief efforts. Please consider making a donation today to help us provide essential services to those in need.

Thank you for your immediate attention to this urgent appeal. Together, we can make a difference in the lives of those impacted by this disaster.

Sample Letter 11: Request for Educational Program Support

Support Request for Educational Program

Dear [Donor Name/Company Name],

As we strive to expand our educational programs at [Organization Name], we turn to our community for support. Our goal is to [describe the goal of the educational program], and with your help, we can make this vision a reality.

Your donation will directly support [specific aspects of the program, such as materials, scholarships, etc.], making a significant difference in the lives of [describe beneficiaries]. We are committed to [describe the impact of the program], and your support is crucial to our success.

We would be honored to count you among our supporters and are happy to discuss any questions you may have about our program and its impact. Please consider making a contribution to help us [describe the outcome or benefit].

Thank you for considering our request. Your support can change lives and shape the future of our community.

Sample Letter 12: Request for Food Bank Donations

Food Bank Donation Request to Local Businesses

Dear [Business Owner/Manager],

The demand for food assistance in our community has never been greater. [Organization Name], which operates the local food bank, is reaching out to local businesses for support. Your donation of [specify types of food or resources needed] can help us provide for families facing food insecurity.

We rely on the generosity of businesses like yours to stock our shelves and ensure that no one in our community goes hungry. Whether it’s a one-time donation or a regular contribution, every bit helps.

We would be happy to arrange a pick-up of your donation or discuss other ways you can contribute. Your support not only helps feed those in need but also strengthens our community.

Thank you for considering our request. Together, we can make a difference in the lives of those who need it most.

Sample Letter 13: Request for Technology Donations for Schools

Technology Donation Request for School

Dear [Donor Name or Company],

In today’s fast-paced world, access to technology is essential for education. [School Name/Organization Name] is seeking donations of [specify technology needs, such as computers, tablets, software] to ensure our students have the tools they need to succeed.

Your donation will directly impact our students’ ability to learn and thrive in a digital age. Whether you can donate equipment, services, or funding for technology purchases, your support will make a significant difference.

We are committed to preparing our students for the future, and with your help, we can provide them with a modern, inclusive learning environment. Please consider supporting our technology drive.

Thank you for considering our request. Your contribution can help shape the future of our students and our community.

Sincerely, [Your Name] [Your Position] [School Name/Organization Name] [Contact Information]

Sample Letter 14: Request for Support for Animal Shelter

Donation Request for Animal Shelter

At [Shelter Name], our mission is to provide care and find loving homes for animals in need. As we continue our work, we turn to our community for support. Your donation can help us provide [list specific needs, such as food, medical care, shelter improvements].

Every contribution makes a difference in the lives of the animals we serve. We are looking for donations of [specify types of donations], but we welcome any support you can offer.

Your generosity will not only help us meet the immediate needs of our animals but also ensure we can continue our mission long into the future. Please consider making a donation today.

Thank you for your support. Together, we can make a positive impact on the lives of animals in need.

Sincerely, [Your Name] [Your Position] [Shelter Name] [Contact Information]

Sample Letter 15: Capital Campaign Donation Request

Capital Campaign for Community Center Renovation

We are embarking on an ambitious capital campaign to renovate and expand the [Community Center Name], a cornerstone of our community. This project will [describe the project goals, such as enhancing facilities, expanding programs]. To realize this vision, we need the support of our community.

Your donation to our capital campaign will contribute to [describe specific aspects of the project], making a lasting impact on our community. We have various giving levels and recognition opportunities, and we would be honored to discuss how your contribution can be commemorated.

This project represents a significant step forward for our community, and your support is crucial. Please consider making a donation to help us turn our vision into reality.

Thank you for considering our request. With your help, we can create a space that serves our community for generations to come.

Related Posts

Donation Request Letters: 8 Types You Need to Know (+ Examples)

Whether you’re writing to an individual donor, corporation, church, or volunteer, an effective donation request letter must include personalization, clear communication about campaign goals, success stories and facts, and a powerful call to action. This blog discusses various types of donation letters and provides examples to help you get started.

Donation request letters – or simply donation letters – are one of the essential tools in a fundraiser’s arsenal. These letters can be sent to individuals and businesses and are meant to appeal to the reader to take a very specific action: make a donation of some kind!

Depending on the reason for the request , the feel of these letters can either be formal or informal. Sometimes known as appeals, donation request letters can also vary in length and messaging style.

This article explains eight different types of donation letters and gives examples of how organizations have used them. But before we dive into the types, let us have a look at what is a donation letter and why they’re so important!

What is a Donation Letter or Donation Request Letter?

The purpose of donation letters is to inform donors about your organization, why their gifts are needed, and how they can give.

Many donation letters will be mailed. The cost of printing and direct mail can be costly, though, so there are other options. Emails and social media donation appeals have grown in popularity. Even if you choose to send your request by email, you should still include as much information as possible.

Why are Donation Request Letters Important for Nonprofits?

Fundraising appeal letters are used for different reasons. If your organization requests donations or sponsorships from a corporation, a formal request letter is often required. It is also a way to show you are a serious organization capable of handling a large donation .

Sending out request letters to businesses and individuals is a way to give specific details on your campaign and organization. It’s also an ideal way to show how donations impact the nonprofit and your beneficiaries.

When Should You Use Donation Request Letters?

Donation request letters are a nonprofit’s primary tool for successful fundraising. The reasons you send these letters will depend on the type of campaign and the type of donors.

Nonprofits will create campaigns for different reasons, but the most popular reasons are upcoming events or giving holidays like Christmas and Ramadan . During these campaigns, a donation letter is often sent in the mail or by email. These letters can introduce the organization, explain the campaign, and detail how their donations can help.

Different Types of Donation Request Letters

A fundraising letter comes in many forms. Below are some of the more common types of donation letters with examples to get you started.

Some of these requests will look like regular letters, while others will seem like more of a one-pager. The design and text for each donation letter should be targeted specifically to your campaign and donor base. In addition, whether the tone of these letters is formal or informal depends on the type of request you are making and the population you are contacting.

1. Individual donation

As a nonprofit fundraiser , you will quickly become comfortable writing individual donation request letters. This type of letter is the most common type of appeal letter sent to individuals or families during major campaigns to raise money.

The most popular of these campaigns tends to be at the end of the year when people are in a giving mood. Known as the giving season, it’s often unofficially kicked off by Giving Tuesday , which is on the Tuesday after Thanksgiving and is an international day of giving. This is a theme to use for your end-of-year individual donation request letter!

Whether you are sending out a donation letter for Giving Tuesday or another campaign, a few practices can increase the letters’ response rate.

Make the letter personal

Individuals who receive a donation letter will often have a history with your organization and have donated or volunteered in the past. Keep track of this information in your donor management system, and this knowledge can help you personalize the donation letter whenever possible.

With Donorbox , you can add internal notes about donors to the donor record to better keep track. This will better your response.

Include details about the campaign

People give to successful programs. If you can include a success story or facts that show how your organization has already made a difference, more individuals will want to be part of it.

People are also more likely to give to people – including a beneficiary story with quotes about the impact your nonprofit has made will go a long way. Show your donors that they will make a real difference for someone, not just your faceless nonprofit!

2. Corporate donation

As your organization develops its community partnerships , you will have the opportunity to send more corporate donation request letters. These donation request letters for businesses can be sent during your annual campaigns, when you’re looking for event sponsorships, or to give corporate partners a unique marketing opportunity.

Encourage matching gifts

One of the ways both a corporation and your organization can benefit from a partnership is with a matching gift campaign.

After working with the corporation to finalize the details of their donation, create a matching campaign based on the amount raised from these corporations. Send out individual donation request letters and online campaign appeals to promote the matching gift campaign and the organizations.

To increase donor engagement in these campaigns, use a goal meter on the campaign’s fundraising page and social media to share how close donors are to meeting the corporation’s matching amount. Corporate donors will see how their original donation has encouraged more people to give.

For example, check out this matching gift campaign, during which all donations up to $100,000 were matched through a generous grant. Securing a challenge gift like this will encourage more donations because donors will see that their gift will go twice as far.

Get started with Donorbox

3. Sponsorship

Sponsorship request letters are generally sent to local businesses and foundations before an organization’s major event. These appeals will promote the event and explain the organization’s needs. An event is an excellent opportunity to introduce your organization to new businesses.

In your sponsorship request letters, be sure to include free tickets in exchange for their gift. This will give you the opportunity to connect with them in person and may serve as an extra incentive to sponsor!

Create customized sponsorships for each business if possible. Give them the chance to promote their organization and share their gifts with their customer base online.

4. Online donation

Online donation appeals can be sent through email or any social media platform. These appeals will be different from other donation letters for obvious reasons – people spend 5.59 seconds reading online content, so your online appeals will have to be short and to the point. And a great hook is a must!

The demographic of online donors also tends to be different from those who regularly respond to formal request letters.

Send more than one online donation request

Direct mail donation requests are typically sent out once because of printing and mailing costs. Online fundraising appeals, however, can be sent on a weekly or even daily basis! It is often best to send out at least one email and at least two to three social media posts a week during the end-of-year or other large campaigns . Note, however, that each audience is different, so be sure to keep track of the success of these appeals so that you do not reach out to often (or not often enough)!

These emails and posts will be shorter and should link to a donation page that includes more information on your campaign goals and the programs affected. They are also the ideal place to share images and videos, which will draw attention and encourage more engagement.

Include links to important information

Online donors tend to be younger and are used to researching the organizations they support. If you are sending out online donation requests, you will want to include links and ways to find more information about your organization’s programs and financial data.

Add more ways to give

Donors who give online are also often willing to give in different ways – and, many times, more often! Your donors who have shown support in the past can be solicited to give weekly, monthly, quarterly, or annually.

Online donation platforms, like Donorbox, offer donors the opportunity to manage recurring donations to nonprofits. Donors can set up a recurring gift in less than two minutes and control their donation amounts and intervals. You should check out Muso ‘s donation page for inspiration. They have added three different recurring giving intervals to give donors more choices while also ensuring a reliable source of funds for the nonprofit.

5. In-kind donation

In-kind donations can be as helpful to a nonprofit organization as a financial one if the items are in need. Pet adoption centers or day cares are examples of nonprofits that can often use in-kind donations, whether of food or toys.

The challenge is that some in-kind donations given are not what is needed. This is where a donation request letter comes in handy – you have got to be specific about what in-kind gifts you’re in need of!

Link the donation letters to a list of items

If you send out your donation letter, emails, and social media posts with a specific list of items included, you will have a better chance of receiving your organization’s needs.

Add this list of needed items to your website . Once that is live, you can link all emails and social media posts as well as add that link to your mailed donation letters.

Acknowledge these gifts online

People who donate love to be thanked. Sending an acknowledgment is necessary, but have you thought of adding in-kind donors to your donor wall or promoting their gifts on your Facebook page? By publicly acknowledging these gifts, you will let donors know you are grateful and let others know how they can support your organization too.

6. Church donation

Churches continue to need financial support from their members. With fewer members attending services every week, there is a greater need to look for other ways to collect donations. Church fundraising letters can be sent to re-connect with both current and lapsed members to ask for needed funds – just be sure to adjust your messaging according to your audience!

Donorbox is helping thousands of churches across the globe collect tithes and offerings online through the simplest yet most effective fundraising solution.

Here are a few additional tips to make your church fundraising letter effective and appealing.

Keep it warm

The feel of these donation letters should be different than those sent from other nonprofits. While many church fundraising letters are formal, a donation letter from your church still needs to have a warm tone.

Explain why

Churches do not often have events, but if you are holding a fundraising event, now is the perfect time to send out a donation request letter. Events often bring lost members back to the fold, so in your letter, explain the fun they may miss out on if they do not attend. You can give details on what to expect at the event, why the event is being held, and where exactly their donation will go, all in one fundraising appeal letter.

Introduce text-to-give

Instead of asking for donations every Sunday, churches are trying new ways to reach out to their congregation for help. A great way to reach younger members is with text giving . Churches can include a campaign ID and text number in their program, mention it during service, or send a campaign letter with an explanation on how text-to-give works. Donors simply send a text to the given number and receive a link to your mobile-friendly donation page!

After donors give once this way, it is easy to repeat their gifts. The Donorbox Text-to-Give system is automated, so you only have to remind your members that repeating the donation requires one text with another keyword – no inputting details or filling out additional forms. Here’s how our repeat donation looks:

7. Volunteer

Along with donations, many nonprofits need volunteers to keep their organizations running. A great way to remind your donors about this need is with a volunteer request letter. Use this letter as a way to reintroduce your organization to lost donors and explain how they can continue to help.

What will your volunteers do?

Nonprofits often have various roles for people who want to volunteer . In your letter, you can explain a few of your biggest needs. For example, if you have an upcoming event, you can send out a letter explaining the different ways people can volunteer before or at the event.

Explain their impact

Let supporters know how their volunteer work will help the organization. Does it keep an event running or do they have a direct impact on a specific population? Just like their money, people do not like wasting time. Make sure your volunteers understand how important they are to the organization.

8. Peer-to-peer

Technology has changed the ways nonprofits solicit. One of those ways is with social media. Peer-to-peer fundraising has given donors ways to play a larger role in fundraising for their favorite nonprofits.

Asking your donors to take part in peer-to-peer campaigning can  bothexcite and confuse them. It is best to explain how this type of fundraising works and give them the tools to be successful. One of these tools is a donation letter template to send to their friends and family. This way, they can quickly personalize their letter and easily send it to their prospective donors.

Pro tip: Let your donors make the campaign their own whenever possible. Sending them a template that includes your campaign’s branding will help donors raise more funds. Here’s an example –

Along with the donation letter template, send fundraisers pictures and success stories to keep their community encouraged. Let them know how they impact the campaign by linking a goal meter to any messages you send out to your fundraisers. Give donors access to this link to use in their communication with friends and family.

Donorbox’s peer-to-peer fundraising feature has great storytelling potential and helps your fundraisers get started within minutes. The fundraising pages whave great add-ons like a goal meter, a recurring donation form, social media sharing buttons, dedicated space for the fundraiser’s photo, a background image, and more. Check the feature out here .

How to Write an Effective Donation Request Letter

Now that you know the types of letters to send and when, you can start writing your next donation request letter. Here are a few tips on ways to make your letters more effective.

1. Keep it professional

When sending out an appeal by direct mail, you will want to keep it as professional as possible. The easiest way to keep this appearance is with an official letterhead. Your organization should have this letterhead for other official correspondence, so be sure to use the same!

Another way to keep the donation request letter professional is by including the date and the donor’s full name and address. These additions are common to formal business letters and will make a difference in solicitation letters you send to businesses.

Finally, one of the easiest ways to get a donation is by showing your organization is tax -deductible by including your organization’s EIN. Businesses and many individuals will need this information for tax purposes and to do further research on your organization.

Keep the tone of the letter warm yet professional. This should also depend on your target audience.

2. Clearly communicate the campaign goal

When sending out these request letters, you will want to explain your campaign and the goal donors can help you achieve. By giving as many specifics as you can, your donors will understand the reason for their gifts.

3. Use success stories and facts

In addition to details about the campaign, you will want to show how their donations have made a difference in the past. Include a personal success story from one of your organization’s beneficiaries. This story will give a face to the organization.

Another way to show success is with a few facts and figures. Some donors want a personal story, but others want to see proof that their donations are reaching more people. If your organization has been around for a while or affects large numbers of people, some data points may be quite compelling.

4. Segment and personalize the letter

When reaching out to donors and asking for gifts, it is best to segment your donors. Using your donor management system, you can segment donors by the amounts they donate, campaigns they support, and more. Donorbox makes it a breeze for you!

After segmenting your donors, you have the information to write a more personalized letter that focuses on the campaigns they find interesting, typically resulting in a higher return rate.

When writing about these campaigns, it is crucial you avoid jargon and technical language. People want to know more about the work you do, but using too much technical jargon can get confusing and turn donors away.

5. Include a call to action

The most important part of your request letter is the actual request. This is, unfortunately, an area that can be forgotten. When sending out these letters, always remember to include a call to action. Give donors a reason for your letter and let them know what they can do to help.

It is also essential to make this step as easy as possible. If you are sending a letter with a request for a donation, include an addressed prepaid envelope. Also include other ways to give, like online donation links and information on recurring donations and peer-to-peer fundraising opportunities.

6. Sign the letter and include a personal note

When sending a request, you will get a better response if your letter includes an actual signature from the board president or executive director. If your donor list is too large, add the signature to your Microsoft tools and have your executive sign the letters to all major donors.

Pro Tip: If you are sending a request letter online, you can use electronic signature tools to get a sign from the board president or executive director.

A personalized note – preferably handwritten in ink – can also help your request letter stand out, especially during year-end campaigns when donors receive direct mail letters from several different organizations.

7. Send an acknowledgment

Many donors expect an acknowledgment within 48 hours after donating. If they donate online, they will receive a receipt right away, but a mailed acknowledgment makes their end-of-year tax preparation easier. Plus, it helps them feel as if their gift is truly needed and appreciated!

Donation Request Letter Examples for Nonprofits

Looking for inspiration? Take a look at these effective fundraising appeal letters.

1. Adult & Child Therapy Services (ACTS)

ACTS is a 501(c)(3) registered nonprofit that provides speech and occupational therapy to men, women, and children in their community. Their appeal is an online donation request letter with every element for success one can think of.

This appeal was clearly written to appeal to donors who feel connected with the cause of children’s health. The picture and story are a great way to personalize and draw donors’ attention. Here’s what we love –

• An image and inspiring story of the beneficiary
• Numbers and descriptions to indicate the future impact
• Donor levels (also known as donation levels)
• Their online donation link
• An alternative way to make a donation

2. Little Angels Centre for Exceptional Care

Angel Songs was an event held by Little Angels Centre for Exceptional Care to raise money for taking care of the kids and young adults living in their homes. This donation request letter is a great example of a sponsorship request letter sent to potential corporate sponsors.

Here’s what we absolutely love about this donation letter –

• The mention of last year’s impact
• A clear indication of this year’s fundraising goal
• Details of the gala event
• Opportunities and benefits for the corporate sponsor (enclosed with the letter)
• Tax-deductibility information

3. Health Education Centre

The Health Education Centre hires and trains health professionals to serve the marginalized communities in Connecticut. This donation letter can be a classic example of an in-kind donation request letter, as well as that for corporate sponsorship. If you’re planning for a silent auction to raise money for your cause, this should be helpful.

Here’s what caught our attention –

• The mission of the organization explained right at the beginning
• Number of guests expected to pique interest in sponsors
• What gift items are expected from donors/sponsors
• Benefits that are clearly explained, along with tax-deductibility

Final Thoughts

Donation request letters are vital for a nonprofit’s financial health. Be it via direct mail or email, every nonprofit needs to send out these fundraising appeal letters to raise money. However, donors get tired of getting the same types of fundraising letters for each campaign. Successful nonprofits make each letter unique to the campaign and the donor.

Donorbox lets you securely store and manage your donor data. You can use this effective donor management system to uncover details about your donors and personalize your donation letters to each of them.

If you have more questions about different types of request letters and fundraising campaigns, visit our blog . On the hunt for an affordable online fundraising system for your nonprofit? Learn more about Donorbox and our incredible suite of fundraising tools . Our platform is simple to use and offers powerful features like Crowdfunding, Peer-to-Peer, Text-to-Give, Events, Memberships, Donor Management, and more. Sign up for free today!

Kristine Ensor

Kristine Ensor is a freelance writer with over a decade of experience working with local and international nonprofits. As a nonprofit professional she has specialized in fundraising, marketing, event planning, volunteer management, and board development.

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Donation Request Letter Templates That Actually Work

Donation letters are an important fundraising tool for many nonprofits. Get the best tips and donation request letter templates that actually work.

Bryan Shanaver

Donation letters are an important source of fundraising for nonprofits , even in the digital age. Whether you’re planning to send physical letters or emails (or both!), donation request letter templates for nonprofits can help you find your voice – and bring in funds for your organization. Read on for the best tips and templates to help you fundraise effectively.

Tips for How to Write a Donation Request Letter

There’s no single formula for writing a donation letter – they should always come from the heart. However, we do have a few tips to help you as you work your way through the donation request letter templates below. 

• Start strong . Open your letter with an engaging story about your organization, its mission and how it makes a difference in the world. 
• Make it personal . You want the reader to feel compelled to make a donation. Sharing a personal story or a donor story can make a strong connection. Include a picture or two if you can. 
• Provide details . If you have statistics about the impact your organization has had, include them. If your fundraiser involves an event, go beyond the date and time to provide information about who will be there and what you’ll be doing.
• Ask for a specific amount . The best charitable donation request letter templates include details about the difference each dollar amount can make. For example, “Just a $25 donation can provide a holiday meal for a family of four.” 
• Build trust . Mention your organization’s history and achievements, like awards or partnerships, to build credibility. Donors also want to know their donation is going directly to the cause, so break down where you’ll be using the funds.
• Provide convenient options . It’s best to have multiple ways to donate. If you ask for donations by mail, include a self-addressed envelope. You should also have a fundraising page so people can make donations online. Many nonprofits also accept donations through Venmo or PayPal.
• Give thanks . Showing appreciation for your donors and potential donors is the most important part of any donation request letter template. Even if they haven’t donated previously, you can thank them for their time and consideration. 
• Proofread . A well-written, error-free letter makes your organization look professional. Before you hit “send” or put your letters in the mail, have a colleague or another volunteer look it over. 

Top 4 Donation Request Letter Templates

Donation letters often include some of the same information, but they vary depending on the request that’s being made. Here are 4 free donation request letter templates for various situations that any organization can use. 

1. General Donation Request Letter

This is the most common example of a donation request letter. You’d typically send it to individual donors who aren’t familiar with your organization. 

[Organization Name] [Organization Address] [Date] Dear [Name of Donor], Paragraph 1: Introduce yourself and your organization. Highlight your mission and add some statistics about what you’ve accomplished for your cause. Describe what you’re raising funds for and the difference you hope to make in your community.  Paragraph 2: Appeal to the donor’s emotions with a compelling story that relates to the donations you’re requesting. It can be an example of a past project or a story of a person you’ve helped.  Paragraph 3: Make your donation request. Give specific amounts with examples of how that amount will make a difference. Don’t forget to mention that any amount is appreciated. Paragraph 4: Tell them how to donate. Direct them to the donation website or provide a mailing address for a donation. Better yet, include a self-addressed envelope for checks. Paragraph 5: Thank them for considering your request. Restate that any amount is appreciated and let them know they will make a difference by donating. Sincerely, [Your Name] [Your Title]

2. Online Fundraiser

Online fundraisers are a little different than general fundraising through the mail or your website. Giving them a start and end date can create urgency, and fundraising for something specific can get donors interested. Here’s a sample request for donation letter for an online fundraiser.

[Organization Name] [Organization Address] [Date] Dear [Name of Donor], Paragraph 1: If they’ve previously donated, thank the donor for being a part of your community. Include a specific amount they donated in the past, if possible.  Paragraph 2: Introduce (or re-introduce) your organization with a brief summary of your mission. Give an example of a past fundraising campaign and the impact it had. Let them know you couldn’t have done it without them. Paragraph 3: Announce your current online fundraiser. Provide a specific purpose for the campaign as well as a specific goal you’re trying to reach. Give a date when the campaign will end, and let them know you need their help.  Paragraph 4: Ask for a donation in a specific amount to help kick off the campaign. Provide the URL of the fundraising website. If it’s an email, add a “Donate Today” button.  Paragraph 5: Be sure they know that any amount is helpful. Offer an incentive for donating, like a social media shout out or a raffle ticket if you have an upcoming event.  Paragraph 6: Thank them for their support, and direct them to the fundraising website or your organization’s website for updates on the campaign. Sincerely, [Your Name] [Your Title]

3. P2P Campaign

Peer-to-peer (P2P) campaigns are essential for many nonprofit organizations. They allow individuals to raise money on your behalf by setting up their own online donation page. You can send this 501(c)(3) donation request letter template to your volunteer fundraisers to use.

Hi [Name]! Paragraph 1: Introduce the organization you’re raising money for. Include a description of their mission and history, for example, how long they’ve been operating.  Paragraph 2: If there’s a specific purpose or campaign you’re raising money for, include that here. If you have a personal story about how the organization has impacted you, include that here as well. Let the donor know how important this is to you and how excited you are.  Paragraph 3: Tell them the total amount you’re trying to raise. Ask if they’d consider making a donation in a certain amount, and give an example of how that amount can make a difference. Provide a link to your P2P donation page. Paragraph 4: Include any specific information about the campaign here, for example the total fundraising goal, a date the campaign ends or any events involved, like a 5K or other fundraiser.  Paragraph 5: Let them know that any amount is helpful, and if they can’t donate, they can share your page online to help spread the word.  Thank you, [Supporter’s Name]

4. Sponsorship Request Letter

A sponsorship letter is a request for a business to sponsor an event you’re holding. For example, they might sponsor a table at a dinner, and receive a placard on the table showing their name and business information. This is a popular donation request letter for schools and teams, as community businesses are likely to get behind these types of organizations. 

[Organization Name] [Organization Address] [Date] Dear [Name of Business Contact], Paragraph 1: Introduce yourself, your organization and your mission. Give an example of how you’ve made a positive impact in your community. Describe what you’re raising funds for and the difference it will make. Paragraph 2: Provide some benefits the sponsor will receive if they support you. For example, they might get networking opportunities, media coverage or exposure to a certain audience.  Paragraph 3: Describe the details of the sponsorship. Provide a few different sponsorship levels, the donation amount, what they will get, and how that amount will help the community.   Paragraph 4: Write your call to action. Let them know how to sign up for the sponsorship, whether by filling out a form and sending a check in the mail, or signing up through your website. Also provide a phone number they can call to get more information.   Paragraph 5: Thank them for their time and consideration. If you can, recognize the business by including some details about how they make a positive difference in the community, and thank them for their hard work. Let them know you’re all in this together and their sponsorship will make a difference. Sincerely, [Your Name] [Your Title]

We’ve provided you with our top donation request letter templates that actually work – now it’s up to you to put them into action. Whether you’re writing a donation request letter for a church, school or another nonprofit organization, remember to make that emotional connection and also make it easy for people to donate. 

That’s where fundraising sites like Donately come in. Our customizable forms and pages, plus P2P fundraising and features like text-to-donate and recurring donations , can help you reach every donor. And with a variety of pricing plans, including a free option, you can find one that suits your budget. Sign up for free today and start raising money. 

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10 Steps for How to Write an Inspiring Donation Letter with Templates

Donor Acquisition and Retention

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Donation letters, also referred to as donation request letters, are one of the most effective ways to reach your donors and solicit a gift. However, it’s not enough to simply send the same appeal to your entire supporter base and ask them to donate.  

Writing a great donation letter is an opportunity to engage your supporters and show them the impact they have on your mission. By personalizing your donation letters, your nonprofit can not only increase your fundraising revenue but also develop relationships with your supporters.  

Whether you’re just starting your donation letter strategy or seeking ways to improve it, it’s always a good idea to review the basics and make sure your communication strategies lay a solid foundation for growth.  

Ready to start crafting the perfect donation letter to send to supporters?

• What is a donation letter?
• How to write the perfect donation letter in 10 steps

Donation request letter templates

• Donation letter writing best practices

What is a donation letter? 

Donation letters are used to request financial contributions or solicit in-kind donations through traditional channels, like direct mail, or using digital channels, like email. Donation request letters are an essential tool for nonprofits seeking to connect with potential donors and inspire them to contribute to their cause. These letters are particularly impactful during nonprofit giving days like GivingTuesday and targeted fundraising campaigns, providing a personal touch that can resonate with recipients.

Whether delivered through traditional direct mail or digital channels like email , donation request letters offer flexibility to suit the preferences of different donors. While they are commonly utilized to request financial contributions, it’s important to note that donation letters can also effectively solicit in-kind donations , such as goods or services, from generous supporters. This versatility allows nonprofits to leverage donation letters across various fundraising initiatives, maximizing their outreach efforts and fostering greater community engagement.

What is the purpose of a donation letter?

The primary goal of donation letters is to encourage your supporters to give to your cause by showing them the effectiveness of your organization’s mission. Not only can donation letters help boost your fundraising, but they can also help you establish a personal connection with your supporters to foster long-term relationships built on shared values and philanthropic impact.

A simple donation letter can also help you raise awareness for your cause. While not everyone you send a letter to may be able to give, you can provide them more information about the work your organization does so they think of you in the future. 

Who do you send donation letters to? 

As you’re first building out the recipient list for your donation letters, your best bet is to look at your previous donors. They’re already familiar with your organization and your work, meaning they’re more likely to give again. Plus, you can segment your previous donors by how often they engage with your organization and what campaigns they’re most likely to respond to. This allows you to create more specific donation letter templates for different types of donors and keeps you from flooding unresponsive donors’ inboxes. 

Besides previous donors, donation request letters can help you motivate others to give as well. Here are some other examples of who to send a donation letter to:

• Social media followers. These supporters engage with your content and mission, meaning they’re already invested in your cause. 
• Past volunteers. Even though you know they’ve never given, you also know that they support your mission. 
• Previous event attendees. Remind your past attendees of your mission to respark their support.
• Corporations. You can send businesses a donation appeal to encourage them to create matching gifts programs with your nonprofit.
• Local clubs. Local community groups can be a great source of mutual aid for your organization.

How often should you send donation letters? 

Determining the right frequency for donation letters can vary based on your donors’ preferences and nonprofit’s needs. While the conventional suggestion is about four direct mail letters per year and one email monthly , it’s essential to adapt to the evolving landscape of donor engagement .

An effective strategy includes promptly surveying donors for their communication preferences post-donation or opt-in to email lists. Recording this data in your fundraising platform enables tailored correspondences in line with donors’ preferences, ensuring more meaningful engagement. Focusing not only on frequency but also on personalization and relevance is key to fostering deeper connections and driving impact for your cause.

What channels should you send your donation letters through? 

Sending donation letters through direct mail or email remains the most common practice among fundraisers, allowing them to cater to donors’ preferences effectively. However, with the continued evolution of digital communication and the emergence of new fundraising channels, nonprofits have expanded their approaches to include various methods beyond traditional mail and email.

Here are some other ways your organization can send donation appeals to help you achieve a greater impact:

• Social media messaging platforms
• Mobile apps
• Personalized vi d eo messages
• Text messages

Leveraging donor data is crucial in determining the most effective communication channels for your organization. By analyzing donor behavior and preferences, nonprofits can tailor their outreach strategies to match how donors prefer to engage. For instance, if a donor has previously donated online, sending donation letters via email might be more effective, while donors who have primarily engaged offline may respond better to direct mail campaigns.

In addition, conducting donor surveys to gather insights into donors’ communication preferences is another valuable strategy. By directly asking donors about their preferred communication channels and frequency, nonprofits can refine their approach and ensure that donation letters are delivered in the most impactful way possible.

What types of donation letters are there? 

There are many different types of donation letters your organization may need to send out over the years. The most common letters are general donation appeals, thank-you letters , and sponsorship pitches. There are a lot of situations where sending a letter could help your nonprofit increase funding. Create a donation letter specific to your cause or create letters for specific events. 

• General appeal letters: Use a general appeal letter to ask for donations, call for crisis funding, or request items your organization needs. These letters can also be used to recruit volunteers or invite your supporters to a fundraising event.
• Donor thank-you letters: Send a thank-you letter to encourage donors to upgrade their one-time donation to a recurring donation or apply for their employer’s gift matching program while updating them on your campaign’s progress.
• Donation request letters: Donation request letters are also a great way to pitch to local businesses for sponsorships or help convert a mid-level donor into a major donor. Taking advantage of templates and ChatGPT decreases the time it takes for you to reach out to your donors! 

What do you write in a good donation letter?

The contents of your donation letter should be customized to your campaign, but there are several key elements you should include:

• Introduction
• The problem
• Your solution
• How donations help
• How to donate

How to write the perfect donation request letter in 10 steps

To write an inspiring donation letter, follow these simple steps:

1. Start with a personalized greeting.

The first thing that your donors look for is a personalized salutation, begin your letters with a nice greeting and include your recipient’s name. Donation letters without a name seem impersonal and are more likely to be ignored. Some studies show that emails including names in the salutation are 26% more likely to be opened, but only 79% of donation emails actually use donor names! It’s also important to include your organization’s logo on the letterhead so donors recognize who the letter is from and don’t throw your letter away.

2. Explain your mission. 

If the recipient hasn’t heard of your organization before, explain your mission at the beginning. This way, readers get a good understanding of what you’re fighting for and the goals you want to accomplish. One of the best ways to do this is by sharing a story from someone who’s benefited from your organization, and then sharing how your donors helped make a difference in that person’s life. This connects your donors to your mission and shows them the people they’ll help with a gift. 

3. Describe your current project/campaign/event. 

You’re likely sending out donation letters for a specific reason, whether that’s a project, campaign, or event. Describe that reason clearly and include key details like dates or guidelines. The story at the beginning of your donation letter will reinforce your appeal! 

4. Include why this project is in need and what you hope to accomplish. 

Don’t forget to explain why it’s important for your donors to support this project in your donation letters. How does it help them make a difference? Why should they give to this program in particular? For instance, if you’re raising money to provide resources to schools around the world, tell your donors the exact school and community their donations will support. Giving a backstory is a great way to connect deeper with your prospective donors. 

5. Add meaningful photographs or infographics.  

Humans are visual creatures and often make connections to a cause through visualizing it. Include photographs of your impact, especially photos featuring people you’ve helped! If your appeal is focused more on data, use infographics that show statistics to make important information easier to understand and bright colors to attract your donors’ attention. If you’re sending your letters via email, include a behind-the-scenes video.

6. Show the tangible impact associated with specific donation amounts.

Donors like knowing exactly where their money is going and how it will help make a difference. Within your donation letter, make a strong ask by describing specifically what their gift will do. For example, stating that a donation of $100 provides a dog with food, shelter, and medicine helps your donors understand their impact. It may also inspire more generosity—they might decide to increase their original $50 donation to $100! 

7. Highlight past successes.

Share specific examples of how past donations have made a difference and contributed to the success of your organization’s projects or programs, if applicable. Demonstrating tangible outcomes and success stories can inspire confidence in potential donors and illustrate the impact of their contributions.

8. Include authentic testimonials or endorsements.

Incorporate testimonials from satisfied donors, volunteers, or community members to add credibility and authenticity to your donation request letter. Positive endorsements from individuals who have firsthand experience with your organization can resonate with potential donors and reinforce the value of supporting your cause.

9. Use a clear and direct call to action so readers know how they can give.  

It’s essential to provide a clear and direct call to action (CTA) that guides donors on how they can give. Whether it’s directing them to visit your website’s donation page , filling out and mailing back a donation form, making a text donation , or calling a designated phone number to make a contribution, clarity is key. By clearly outlining the steps donors need to take to support your cause, you remove any ambiguity and make it as easy as possible for them to act on their desire to make a difference.

Furthermore, it’s essential to create a sense of urgency and importance around your call to action, emphasizing the immediate impact that donors’ gifts will have and highlighting any deadlines or matching gift opportunities.

10. Sign your name with any contact information and thank your reader for their future gift. 

Express sincere gratitude to your donors for considering supporting your organization. Even if the primary purpose of your donation letter is to solicit a gift, taking the time to thank recipients for their attention and potential contribution demonstrates genuine appreciation for their support.

Additionally, ensure that your letter is signed by hand personally, ideally by a member of your organization’s leadership or a recognizable figure associated with your cause. Including contact information, such as phone numbers, email addresses, website URLs, and social media handles allows donors to easily reach out with any questions, concerns, or to make their donation. Providing this accessibility reinforces transparency and trust, essential elements in fostering strong donor relationships.

To get you started on your donation letter journey, here are some templates for common situations: 

General donation request letter

When sending donation letters, there’s a standard format you can follow or adjust to suit your unique voice and audience. Above all, your donation letters should be personalized to the recipient and effectively explain how their donation will make a difference in the world. 

This template is very generic and can be referenced for any type of fundraising effort. Use this simple donation letter sample for guidance to ensure you hit the most important points, but feel free to add your own spin to it to better connect with your audience.

Thank you letter for donation

Every donation you receive should be answered with a heartfelt thank-you letter! After all, without the support from your donors, your organization wouldn’t be able to make the meaningful difference it has. 

When crafting your thank-you donation letter , feel free to use this template to guide you. This way you know you’re keeping the content personal and effectively showing appreciation to your donor. Remember to include the impact of the gift so that your donors know it was put to good use. Include receipts for your donors’ taxes when sending thank-you letters to take care of both items in one fell swoop.

Donation letter during a crisis

Writing donation letters during times of crisis and instability may seem like a daunting task. When approaching delicate topics like this, your best bet is to acknowledge it right off the bat and let your donors know you understand their situation. In the end, it’s important to remember that these letters should be donor-centric and focus on connecting your donor to the people they’ll help. 

Follow this template to ensure you hit the important points and details. As always, you can add additional information that’s pertinent to your organization.

Best practices for successful donation letter writing

Donation letters and other donor communications are a great way to build important relationships and, in turn, increase your donor retention rates . To be the most effective, your communications must be personable and relevant to the recipient. 

To best connect with your donation letter recipients, here are some best practices you can incorporate, in addition to the steps highlighted above: 

• Tell a story. As mentioned before, it’s been proven that a captivating story is one of the best ways to connect with your donors. Include a personal story from someone that’s benefited from your programming in your donation letters. Instead of telling your donor what your organization does, show them! This is a compelling way to introduce your mission to those who haven’t heard about your organization before. 
• Appeal to your donors’ emotions. Your donors are more likely to connect with your mission if your donation letters appeal to their emotions. Humor or heartwarming stories are both great ways to get your donors to feel good about donating while reading your letter. You can also play on people’s sense of urgency by relaying the need you have for funding. Remember to center your donors with actionable language about what they can do to help. Make your donors the hero of your organization. 
• Make sure your letter is easy to read. Your donation letters won’t have the desired effect if they’re unreadable. Choose your font and letter style carefully to guarantee your supporters can easily skim through your letter. Don’t use overly complicated language either. Having to look up what your letter says takes the reader out of the donation mindset. 
• Know your audience. You’re going to be sending donation letters to a wide variety of supporters, whether they’re young or old, past donors or new donors, one-time or recurring donors. Your donation letters should reflect those differences by catering to those various donor segments. For instance, a donation letter to someone who previously gave before should include an acknowledgment of that fact as well as the impact of that gift.  
• Segment your donors. Divide your donor database into distinct segments based on factors like donation frequency, amount, and engagement level. By understanding the unique characteristics and behaviors of each segment, you can tailor your donation letters to resonate more effectively with specific donor groups, ultimately maximizing engagement and donations.
• Personalize your donation appeals. Customize your donation request letters by addressing donors by name and referencing their past interactions or contributions. Incorporate personalized anecdotes or stories that illustrate the impact of their support, fostering a deeper connection and motivating continued engagement. By personalizing your communication, you demonstrate appreciation for each donor’s individual role in advancing your organization’s mission, ultimately inspiring greater loyalty and support.
• Be specific. When asking for donations from your supporters, you have to be specific about what you want them to do. Don’t just specify why your organization needs funds during this time— specify how much you want them to give by suggesting exact donation amounts. It’s also helpful to explain why your donors should give now instead of waiting to make a gift. When your recipients understand the appeal’s urgency and have an idea of how much they should give, they’re more likely to donate immediately instead of waiting.  
• Track your donation letter data. Each time you send a donation letter, whether by email or direct mail, you should be collecting and storing data in your CRM about that letter’s performance. Make sure your tools can track important data points like the recipient’s name, whether the recipient responded, and how often your donation letters convert to gifts. 
• Pick the perfect time to send it. Send a direct mail donation letter at the beginning of your campaign. You don’t want to risk asking too late. The recipient may not have enough time to make a gift before your campaign ends! On the other hand, sending one too early can have its drawbacks, too. For example, if you’re sending a donation letter asking for gifts to your Giving Tuesday campaign, sending too early may result in the recipient forgetting about the event before it even happens. Carefully consider the perfect time to send donation letters and find that sweet spot between too late and early.  

Your donation letters have one primary purpose: to inspire your donors to give. But a great donation letter does more! By following these donation letter best practices, you lay the foundation for future engagement. Sending an engaging, inspiring donation letter gives you the opportunity to get to know your supporters better and build long-lasting relationships.

Final thoughts

Feel free to use any of these donation letter templates to help you with your communication and fundraising needs . Having the resources to effectively reach your donors is the best way to develop relationships and increase fundraising for your organization! Donation letters help you expand your donor base and improve your connection with your current donors. 

Additional resources

Check out these additional resources for more donation appeal templates!

• Donor Appreciation Email Templates: Showing donors you genuinely appreciate them can strengthen connection and loyalty. Use these donor appreciation email templates to make the work a little easier. 
• Peer-to-Peer Fundraising Email Templates:  Effective communication is one of the best ways to inspire your peer-to-peer participants. With these peer-to-peer fundraising email templates and tips, keeping your supporters motivated is simple.
• Text Message Templates for Nonprofits: Here’s a collection of handy text message templates for thank-you texts, impact messages, volunteer appeals, event reminders and more!
• Interactive Donation Form Templates: The layout of your donation form has a major impact on donor conversion rates! Should you use a multistep layout to break up the process? Is a single step form the best answer? These interactive donation form templates to help you decide! 

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How to Write A Donation Letter (+ Examples & Template)

If you work in a nonprofit, you’re probably knee-deep in crafting your donation letters.

After all, donation letters are one of the most effective ways to connect with your supporters and inspire them to contribute to your nonprofit. 

Effective letters also deepen the trust between your nonprofit and supporters by highlighting where their financial gifts will go and what impact they will have. 

Now the question is: how do you get your donation letter to stand out from the crowd?

Truth be told, everything from your intended audience to your donation letter format matters if you want to attract donors.

So, in this post, I’m breaking down how to write a donation letter.

I’ll also highlight two stellar nonprofit donation letters, provide you with a sample donation request letter and share some best practices to help you along your letter-writing journey.

If you’d like to skip down to the template, click here . Otherwise, read on!

Why: The Purpose of Donation Letters

Donation letters, also known as appeals, are a tool nonprofits use to entice prospective supporters to donate. Most of the time, they include a written ask for donations like financial support or an in-kind gift.

Donation letters can ask for: 

• Individual financial donations from people and families 
• Corporate financial donations from businesses and corporate partners 
• In-kind donations for non-cash gifts, such as office equipment 
• Volunteer requests for someone’s time, like helping out at an event

Although they’re fairly short and don’t necessarily have the depth of your typical pamphlet or other marketing materials, donation letters address the specific need a nonprofit is trying to meet. Many letters also include basic information about the overall organizational impact and acknowledge a donor’s past philanthropic efforts, much like you’d include on your donation website .

As an essential part of a nonprofit’s fundraising strategy, these letters engage your supporters and show how their gifts will make a difference. By committing to transparency and outlining where funds will go, donation letters also help build trust with your supporters.

Consider the power of donor intent . This refers to how your supporters want their gifts to be used. For instance, a donation made towards a scholarship fund needs to be used for that purpose. Honoring donor intent and showing exactly how donations are used reinforces the trust supporters have in your nonprofit.

In a nutshell, donation letters are meant to inform your supporters about your efforts and ultimately encourage donations.

Who: Individual vs. Corporate Appeals

Fundraising letters generally fall into two separate categories: individual and corporate appeals. Wondering what the difference is — and why it matters? Read on!

Individual Appeals

As the name suggests, individual appeals are donation letters directed to individual donors. This category also includes couples and families who give collectively.

You know those letters you receive in the mail from March of Dimes, the ASPCA and the World Wildlife Fund? Those are individual appeals! Individual appeals are personalized to a donor or family and usually request a one-time or recurring gift . Appeals can be geared for everyday donations, or a specific campaign, like #GivingTuesday , depending on your nonprofit’s needs.

Corporate Appeals

Corporate appeals are a type of donation letter sent to businesses. Nonprofits can reach out to local, national and international small, medium and large companies. Often, nonprofits may choose to find a business whose mission aligns with theirs or those that have a history of supporting nonprofits. 

Although the audience is different, corporate donation letters are structured similarly to individual appeals. Many nonprofits write in-kind donation letters to corporations requesting contributions. In-kind donations can include gift certificates for a raffle, employee gift matches and corporate sponsorship .

For example, if you want to supply pizza for a volunteer thank-you party and are looking for a local pizza parlor to provide the pizza in-kind, you’d write a corporate appeal.

This type of donation letter often focuses more heavily on the benefit to the organization donating and how it helps their business goals. For the example above, you could say that your volunteers will now recognize the pizza parlor that donated and will be more likely to eat there in the future.

Corporate giving is also great for diversifying your revenue streams . By getting support from several businesses or corporations, you can earn more revenue, expand your network and increase your nonprofit’s stability.

How to Write a Donation Request Letter 

While the goal of your donation letter is to inspire people to give, it also creates the opportunity for you to deepen your relationship with supporters . 

I’ll show you how to craft an engaging letter that showcases the great work you do, resonates with long-time and new donors and shows supporters how they can make a difference.

1. Understand Your Audience

From past donors to potential ones, you likely have a wide audience that you can reach out to. Your donation letter should reflect the audience you’re speaking to. That’s where segmentation comes in. 

By segmenting your letters, you can tailor their content to capture your audience’s unique preferences and interactions with your nonprofit. For example, you can thank regular donors for their continuous support and encourage future donations from them. 

You can segment your audience by: 

• Donor history: Create messages that speak to first-time, lapsed and recurring donors  
• Interests: Send campaigns that align with your supporters’ interests, like a fundraiser dedicated to a local school or youth sports team
• Preferred communication methods: Depending on your audience’s preferences, they may want their donation letter emailed or physically mailed to them

2. Tell a Powerful Story

Telling an impactful story is an effective way to resonate with your audience. If someone is new to your nonprofit, start by explaining your mission . Share the cause you’re championing, the community you support and the goals you want to achieve.

For people familiar with your nonprofit, you can tell the story of a recent project. In this case, break down the issue your nonprofit wanted to tackle, your team’s solution, the people helped and how your supporters’ donations made this work possible. 

To make your stories more impactful, get quotes, pictures and videos of your team or the community you help. For instance, a team member can discuss how meaningful their work is and a community member can show the difference your nonprofit has made in their life.

3. Make the Ask

You likely have a specific objective that you’re raising money for, like a resource or event. Make sure that you clearly detail the reason your nonprofit needs donations and why it matters. Having a concrete understanding of what they are contributing to can make your audience more likely to donate. 

Imagine that your nonprofit wants to give individualized coaching to public school teachers. Tell your audience how this initiative will benefit teachers and students. Also, be specific about how donations will be used for this program, such as for hiring coaches and buying classroom resources.

4. Personalize the Letter

Your recipients have likely been asked for donations by countless organizations. Use personalization to make your audience feel appreciated and have your letter stand out from the crowd. 

The more personal you can make your fundraising letter, the more likely your recipient will donate. Use information you have about your audience, like their name and giving history, when writing your letter. Having a donor database makes gathering and leveraging this information easy.

5. Format & Design

Your donation letter’s visuals also play a major role in connecting with your supporters. When formatting your donation letter, make sure that you use fonts and colors that are easy to read and match your nonprofit’s branding.

Visuals are another great way to demonstrate your nonprofit’s impact. For instance, you can include pictures of the people you helped, your team at work and infographics that illustrate your nonprofit’s progress.

6. Express Gratitude

Before your recipients even send a gift, be sure to thank them for their time and consideration when reading the donation letter. 

No matter the size of their gift, sincerely thank your donors for their contribution. Later, follow up with your donors by sending another message that shows how their contributions support your work and uplift the community you serve.

7. Proofread & Edit

Make sure that your donation letters are as impactful as possible by proofreading and editing them. Be on the lookout for any typos and confusing sentences. Reading your donation letter out loud will also help you catch errors.

As you review your letter, put yourself in the mind of your audience. Ask yourself if it’s clear why your nonprofit is looking for donations, how the funding will be used and exactly how recipients can support your nonprofit through monetary gifts or in-kind donations.

8. Measure Success & Improve

Every time you send a donation letter, you should be gathering and organizing data about its performance. Having a robust donor management tool will streamline this process and let you drill down into the details. For example, you can measure the letter’s response rate and the total amount raised. 

This data is essential for optimizing future donation letters and learning more about your supporters. Plus, you can leverage valuable information about your audience, like their gifting history, to deepen your donor relationships .

What Your Donation Letter Should Say

Now you may be asking: What should a donation letter say? 

Donation letter content varies from every nonprofit and even each fundraising campaign you run. But there’s good news. The core elements of donation letters for nonprofits will always stay the same.

These foundational components include:

Header: Include your nonprofit’s name and branded logo if you have one.

Nonprofit Contact Information: Include your physical address and phone number. Listing a contact person, nonprofit website, and email address, although helpful, is optional.

Date: Include the date when you plan to mail/email the letter.

Donor Salutation: Address your donor by their preferred name. Decide whether you prefer a formal salutation such as “Dear Mr. and Mrs. Richard Smith,” or a more informal one like “Hi Rick.”

Acknowledgement of Donor Relationship: At the beginning of your letter, recognize your relationship with the donor. Understandably, this is difficult if you’re working with a donor base of hundreds, if not thousands. If you don’t have the time or capacity to personalize each letter, segment your donors based on previous interactions, like lapsed donors, current donors, volunteers, board members, etc.

A simple donation letter sample can start with, “You’ve been a big part of our organization’s fabric over the years. We can’t thank you enough for your support as a donor, and a frequent volunteer.” This lets your donor know that you recognize and appreciate their past commitments.

Nonprofit Story: Your story is the hook that connects your reader to your mission on an emotional level.

For your donation letter, your story should follow this format:

• The Need: Explain the need your nonprofit addresses. Feel free to throw a statistic out there, but put your main focus on who or what is in need of help. Tell the story of a family sheltered from winter winds at your soup kitchen, or the animal in need of a forever home.
• The Solution: After writing about the need, outline the solution. What is the ideal result? Describe what it looks like when your nonprofit succeeds.
• The Hero: Every story needs a hero: someone who makes the change happen. Yes, your nonprofit is doing much of the work, but it’s all because of your donor’s support. Make your donor the hero of the story every time.

Read More: An Introduction to Nonprofit Storytelling

Call to Action: You’re sending this letter to bring in donations, so reinforce that message! At the end of your donation letter, write a clear, direct call to action, outlining exactly what you want from your reader. Don’t assume they know what you’re looking for.

Thank and Sign: Finish your letter by thanking your recipient for considering a gift and signing it. Ignore the temptation to sign from your organization. Instead, choose an employee, board member, or key volunteer to represent the collective whole. This helps promote the ideal “human-to-human” element you’re aiming for and reinforces the personal connection between you and your donor.

Tips For When To Send Your Donation Letter

Whether you work at a small, hyper-local nonprofit or an international organization, you’ll need to create fundraising appeals for every campaign. 

Before you get started distributing appeals, there are important questions to consider.

• How many letters should you send? It’s up to you to decide how many letters are right for your nonprofit and campaign. If you don’t know where to start, aim for around three fundraising letters (or emails) for campaigns up to thirty days. Naturally, longer campaigns need more letter touchpoints.
• How often should you send them? Send the correspondence either right before kickoff or by the first day of the campaign. Follow up with another letter halfway through the campaign, and then again during the last days/week. Depending on donor trends, speed up or slow down send frequency. For example, if many of your donors give during the first few days of a campaign when momentum is high, cluster your correspondence to match this. 
• How should you distribute them? Depending on your target audience, you may want to send emails, letters or a mix of both.
• If you’re sending appeals online through email or on social media, use your data analytics (like Google and Facebook) to track when people open your emails and engage with you online.
• If you’re sending appeals through direct mail, ensure that each piece is postmarked and mailed before your fundraising deadline.

At the end of the day, you’ll need to consider how long your campaign lasts, the response rate of your typical donor and your urgency when crafting a donation letter plan.

Read More: 5 Year-End Fundraising Emails That Are Sure to Increase Donations

Donation Letter Template & Sample for Individuals and Corporations

Now it’s time to start writing your own donation letter! To get you started, here’s a donation request letter template using the framework covered above, plus an example letter. Just click the link, enter your email and you’re good to go! Once you’re in the document, make a copy for yourself to enable editing.

2 Gold Standard Donation Letter Examples

If you want a little more inspiration, here are two letters I’ve received lately that inspired me to donate.

Letter #1: Friends of the Larchmont Library

This donation letter receives high marks for its structure, content, and overall appearance. Although this copy doesn’t speak to a specific donor, it does address their past support, current happenings at the library, and the current need. The ways to give are clear and precise, and the letter ends on a very high note, with a solid “thank you.”

Letter #2: Save the Children

This email is stellar because it follows a traditional donation letter format, but appeals to someone reading an email (as opposed to a physical letter). It begins with an informal yet personal salutation, speaks to a timely world issue (bonus!), mentions their need, the solution, and concrete ways the organization is helping, a direct call to action, and a personal plea. Finally, it’s signed by a person. It’s easily absorbable, personal, and timely.

Best Practices To Write Request Letters That Wow Donors

I know that there are many things to keep in mind when it comes to crafting engaging donation letters. To guide your writing, follow these four essential best practices: 

• Be Conversational & Ignore Jargon: You understand your internal lingo, but your donor may not be as comfortable with nonprofit jargon. So toss those “collective actions,” “synergizing,” and “alignments” aside, and opt for something more human and personal. Write your letter as though you’re speaking to someone face-to-face.
• Track Your Data: Record metrics like response rates from your donors. This donor data can help you improve your letters and timing for campaigns down the road.
• Add Extras: Set your nonprofit up for success later on through fundraising “extras.” These include asking your donor to consider setting up a recurring or monthly gift . Also, you can invite donors to participate in the campaign by sharing your fundraiser with their network or launching their own fundraising initiative on your behalf.
• Make it Easy to Donate:  After reading your letter, potential donors should know exactly how they can contribute to your cause, whether it’s by filling out their credit card info and mailing it back or contributing via your online payment system.

Bringing It All Together

Donation letters need plenty of TLC, but do you know what the best part of the writing process is? 

Once you write a solid donation letter template, you can build on it for all your future campaigns. 

There’s no time like the present to perfect your donation letter and stand out among the crowd. You’ve got this!

Ready to elevate your fundraising software next? Check out this article: How to Fundraise in 13 Steps: Why it Matters + The Software You Need

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Donation Request Letters and Templates for Fundraising

Donation request letters and templates are a very effective way to raise money for your nonprofit. While many nonprofits first consider email and other online channels, direct mail continues to be the true workhorse of fundraising. There is just something uniquely powerful about holding a letter in your hand that lends itself to powerful fundraising campaigns and significant revenue.

The best donation request letters are personal, grab and maintain your attention, and provide the space to be able to tell your nonprofit’s story in a compelling way that inspires contributions. Yet crafting an effective donation request letter can sometimes feel overwhelming. Luckily, you don’t need to do it alone!

Our fundraising experts stand ready to help you create and mail a successful donation request letter and bring in the funding you need for your cause. The team at GivingMail has over 70 years of experience in fundraising, working with hundreds of the world’s top charities and raising millions of dollars for missions like yours.

That’s why we’ve put together this handy guide to help you craft a powerful donation request letter in a few easy steps, and get your appeals in donors’ mail boxes within days. Specifically, we’ll cover the following:

Drafting Your Donation Request Letters

Sending your donation request letters, following up on donation request letters.

This guide is designed to help you whether you are looking to write your first-ever fundraising appeal or to strengthen the results of donation request letters and templates you’ve been using for years. Here, we’ve included information, best practices, and tips as well as example donation request letters and templates for you to use. Let’s get started!

As you start thinking about writing your donation request letter, remember that these direct mail appeals are most effective when they feel personal. Even though you may be sending the same letter to hundreds or thousands of people, you want it to read like a letter one person wrote to another.

How can you accomplish this? Here are a few tips:

• Watch your tone. Be sure to stick to a warm and friendly tone. It should read like a conversation.
• Personalize your appeals. You want to use personalization whenever possible. Use the donor’s name throughout the letter, and reference the donor’s previous giving and any other information you know about them.
• Tell a story. Stories are incredibly powerful. Humans are naturally wired to respond to stories, as they connect with us in a way that no other communication method can. The right story has the ability to connect emotionally with donors, vividly describe the need for support, and add a sense of urgency to contribute today. Plus, stories are memorable.
• Include a call to action. You want to make sure your call to action is clear and specific. Your donors should know exactly what you are asking them to do and why. Include suggested giving amounts to make it personal and even easier for donors to say yes.

Before you put pen to paper, think through how you will structure the letter and what content you will use. Our template below is a great starting point!

Donation Request Letter Template

[Date] [Nonprofit name] [Mailing address]

Dear [First (or preferred) name],

[Attention-grabbing first line to pique the reader’s interest.] [A little bit about the work your nonprofit does.] [Acknowledgement of existing relationship with donor and their previous support.]

Today, I am asking you for $[average donation size] or $[slightly larger donation size] to [what gift will accomplish.]

[Share a story about an individual who was struggling. Describe the problem the individual was facing and how they were helped by your nonprofit.]

[Second ask for donation.]

With your support, we can [refer to your project or mission].

Thank you again for all you do for [nonprofit name] and [summary of mission].

[Name of a well-known leader of nonprofit] P.S.- [Repeat ask and explain how the reader can make their donation.]

Donation Request Letter Example

December 18, 2020 Pennington Pet Shelter 5 Main Street Pennington, NJ 08534

Dear Carol,

Barley was found on the side of the road with a badly damaged leg. A good Samaritan brought this beautiful dog to us here at the Pennington Pet Shelter.

When he arrived, we immediately examined him and realized he had been struck by a vehicle. Barley’s front leg was partially amputated. It was a horrific sight. Our veterinarian fully amputated Barley’s leg to avoid infection.

Barley has been staying with us surrounded by love. He is healing and growing stronger every day. Soon he will be ready to be adopted and find his forever home.

Our animals come to us for different reasons. Some of the reasons are just too awful to share.

But no matter how or why they are here, our passion here at the Pennington Pet Shelter is to make sure every single animal receives the love and care they need, and to find them their perfect forever home.

I know these animals are your passion, too, Carol.

On behalf of the animals that you rescued – THANK YOU for your compassion, your generosity, and for truly making a difference in the lives of these furry friends.

Today I ask you to give again. Your gift of $25 or $50 can go to rescue, feed, house, and give medical care to an animal until it is ready for its forever home. Animals like Barley .

The team here at the Pennington Pet Shelter are just like you. They love animals and can’t stand to see any animal suffering. And they are willing to do whatever it takes. I know you are, too. Every animal that comes to the Pennington Pet Shelter has a different story. But they all need our help and our love. Barley and others just like him depend on you and I.

Will you please make a contribution of $25 or $50 today? Your support will help animals like Barley more than you could ever know.

When animals are in their greatest time of need, we are able to heal them because of YOU! I am so grateful for you. Your caring heart makes such a difference for these creatures.

You make life possible for these beautiful, innocent animals. Thank you for your continued support,

Patty Smith Executive Director, Pennington Pet Shelter

P.S. You can make your generous gift by mailing in a check using our pre-addressed reply envelope or by completing an online donation at http://www.penningtonpetshelter.com/donate .

Now that you have done the hard part—writing the donation request letter—you need to get the appeal printed, assembled, stamped, and in your donors’ hands. Luckily, you have a choice between completing this process on your own or working with an outside partner to get the job done. Let’s explore both options and help you determine which is right for your team :

Taking a DIY approach

If you decide you would like to handle the printing and mailing internally, there are several things to keep in mind:

• Invest in a dependable and high-quality printer. The printing needs to be sharp and easy to read. Otherwise, you risk donors tossing your appeal before ever reading it.
• Make sure to use good quality paper and envelopes. These will stand out in the mail box, look professional and will demonstrate to donors that you appreciated them.
• Include a pre-addressed reply envelope with postage already paid. This will make it even easier for the donor to send their contribution back to you.
• Be mindful of postage weights, rates and regulations so your letters mail as quickly as possible and don’t get held up at the post office.

Finally, be sure you have the time and talent available to handle this internally. This part of the process often takes more time than expected, so it’s a good idea to over-estimate the amount of manpower you think you’ll need. And if you don’t have the team to do so, you can always work with a dedicated direct mail company.

Working with a direct mail partner

There are many benefits of working with a direct mail company to handle the printing and mailing of your fundraising letters. For one thing, an outside company tends to bring years of experience to the table, along with valuable insights into what typically works and does not work in the mail.

These external teams are also experts in mail production and delivery, and will produce quality fundraising packages that get into the hands of the donor as quickly as possible.

Many nonprofits choose to work with outside direct mail companies. While you will certainly need to pay them for their work and insights, you will ultimately save money on printing and postage because they conduct their sales in larger volumes.

Ultimately, nonprofits often find that a direct mail partner is well worth the cost because it saves their team valuable time and eliminates a lot of stress and worry. Then, that money, time, and manpower can be reinvested into what really matters—your mission.

Believe it or not, your job still isn’t over once you mail your fundraising letter. Why? Because you need to follow up! You might choose to do this with a follow up email, phone call, acknowledgment letter, or a combination of these strategies.

A follow-up letter can be very powerful. It doesn’t need to be long or fancy—just let the donor know you are following up on your previous request, acknowledging their gift if they’ve already donated, and providing any worthwhile updates concerning your campaign. This nudges donors to respond to the initial letter if they haven’t, and keeps your organization at top of mind for longer.

By continuing your communication with donors, you are also laying the foundation for long-term relationships. The follow up is one more way to stay in front of the donor and remind them of the great work their support is enabling your nonprofit to do. Here are two key elements to consider when crafting your donation follow-up letters:

Thanking Your Supporters

After you receive a donation , the next step is to send the donor a thank-you letter . Ideally, you should send this out within 48 hours of receiving the initial contribution, and you should send one to all donors regardless of the amount of their gift. Then, be sure that each thank-you letter is personalized with the donor’s name, gift amount, and date.

Most importantly, the thank-you letter should be warm in tone and full of gratitude. Explain to the donor how they made a difference, and how much they are appreciated. Make the donor feel like the hero they are!

Keeping Donors Updated on Progress

You also want to continuously communicate with donors past the conclusion of your fundraising campaign . This will help build and strengthen your relationship with them, and make sure they feel like a critical part of the team.

While you certainly want to continue to send donors fundraising letters, you also want to send donors cultivation mailings that do not ask for money. These follow-up mailings give you the opportunity to not only thank the donor but to share stories about how they are making a difference in the lives of your constituents.

Share information about progress made and new challenges, and of course show your appreciation. Be transparent, clear, full of gratitude, and sincere. If you reached your fundraising dollar goal for your letter-writing campaign, be sure to share that milestone with supporters and let them know that you wouldn’t have made it without their help. If donors gave to fund a particular program, you can send photos and regular updates about how it’s going.

The best donation request letters and templates are personal and use powerful storytelling strategies to connect emotionally with donors. Smart nonprofits know that fundraising appeals can help you build strong relationships with donors and make them feel like the valuable partner they are. And as an added bonus, these appeals often lead to increased giving.

With these tips in mind, you’ll be able to execute a fundraising strategy that will work for your nonprofit. Plus, the team at GivingMail can provide you with the tools you need to raise more in the most effective way.

If you’re looking to learn more about direct mail and other strategic fundraising efforts, be sure to check out our other educational guides:

• Marketing for Nonprofit Organizations: A Beginner’s Guide . Want to get the word out about your nonprofit? Here’s a great guide to get you started on marketing, full of helpful information, tips, and advice!
• Nonprofit Database Software: The Complete FAQ Guide w/ Tips . Looking for a nonprofit database? This guide will help you understand the most important features to consider, and how to make the most of your software for your nonprofit.
• Nonprofit Fundraising Guide [With FAQ, Strategies, & Tips] . Learn all about the top fundraising strategies and how to put them to work with this resourceful nonprofit fundraising guide.

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How to write a donation request letters + 6 sample letter templates you can use

In this article, we’ll cover how to write a donation letter. Use one of our six sample donation request letter templates to help get started.

In the age of social media fundraisers and crowdfunding campaigns, donation request letters may seem old-fashioned.

While they are a traditional form of fundraising, donation request letters are still a highly-effective and popular way to solicit donations. The letter format allows you to speak directly to your potential donors in a personal way, while giving them time to consider the request.

In this article, we’ll cover how to write a donation letter and the basics you need to include.

We’ve also made six sample donation request letter templates you can use for:

• Individual fundraising letters
• Church fundraising letters
• Matching gift donation request letters
• Sponsorship letters
• Volunteer letters
• Thank you letters

How do you write a donation request letter?

Donation letters are a fundraising tool used to reach prospective donors and ask for donations. They can be especially effective when you have a specific campaign or giving day, as it adds an extra level of urgency. 

Obviously, the format of your letter will depend on the donor contact information you have. If you have donor mailing addresses, you may want to send a letter. However, if you have email addresses, you can also opt to send your letter out electronically. Always remember to stick to the recipient's preferences too. Physical mail is more likely to be opened, however it is a more costly option. Emails have a lower open rate, but they allow you to link directly to donation pages, videos and photos for a very low cost. Bulk email software also allows you to track open rates, so you can easily resend the email to recipients who didn’t open it the first time.

When you start writing your donation request letter, always think about the potential donors you are writing to. The level of formality will vary if you are writing to a corporation, a student or a volunteer. Below, we have some different examples of donation request letters depending on who you are writing to.

When it comes to the content of the letter, imagine you are the one receiving it - what would make you want to donate? What stories or statistics can you include that really highlight the great work you do? Can you clearly explain what the money, or in-kind donations will be used for, and how many people it will help?

All these factors will determine how effective your letter is at raising funds from your donor base.

Donation request letter template

We’ll go into more specific examples below, but these are the basic elements your donation request letter should have, regardless if you’re sending a physical letter or an email:

• Header: This should show your organization's name and logo. 
• Contact information : List your address, phone number, email address, and website.
• Salutation : Always aim to use the prospective donor’s first name, as the letter is more likely to be read if it’s personally addressed. ‘Dear Andrew’ is perfectly fine, or you could opt for a more formal greeting like ‘Dear Mr Jones’ for corporate letters.
• Mission : Explain your organization's mission in a compelling way that captures the reader's attention. You should keep it concise, clarify why you’re reaching out and what your organization has achieved so far. 
• Goal : Introduce your current project goal, and how much you are trying to raise to achieve the goal. Feel free to add a photo, or a link to a video, to further highlight your goal and add to the emotional appeal.
• Call-to-action : Add a clear CTA, with an easy way to donate. If you want financial support, link to a donation page, or include your bank details along with a suggested amount. If you are requesting in-kind donations or sponsorship, include further information about what donors will receive in return. Include instructions on how to take the next step.
• Additional information: Any additional information such as tax benefits, volunteer opportunities, or gift-matching days. 
• Sign off: Add your signature, job title and name, and thank them again for their support. 

1. Individual fundraising donation request letters

The most common type of fundraising letter is the individual letter, sent to supporters, donors or volunteers on your database during major fundraising campaigns.

You might choose to send the letter ahead of Giving Tuesday (the Tuesday after Thanksgiving) or in celebration of a milestone, such as your organization's 5-year anniversary. Remember to personalize the greeting with their name, which you can track using a donor CRM such as Blackbaud .

You could also include a success story and a picture to deliver an even greater emotional appeal and impact.

Dear [Name],

[Start with an emotional story about someone your organization has helped. For example, this week, we are able to feed 500 hungry families, make breakfasts for 2000 school students and rescue over 1 ton of food from landfill]. That couldn’t have happened without your support!

We have only been able to do this thanks to generous supporters like you. That’s why we wanted to reach out to you today to talk about our next ambitious goals and how you can get involved.

[Talk about your next big project and fundraising goal . Give as much detail as possible in terms of how many people it will help, the timeline and how the funds will be spent]. 

With your support, we know we can achieve our goals. Are you willing to donate? With a gift of [$amount] we will be able to [$impact]. And don’t forget, all donations are fully tax-deductible.

Donations can be made easily via [information on how to donate]. You will receive a donation receipt sent to your inbox immediately.

Alternatively, [include other ways to donate]. Every dollar makes a difference!

You are truly making a difference in people's lives, and we wouldn’t be able to reach as many people as we do without your support. If you’d like to learn more about what we do, and how you can get involved, click on the links below.

• Volunteer with us 
• Read our blog
• Follow us on social media

We would be so grateful if you could pass this letter on to three family members or friends so we can smash our goals and help even more people!

Thank you very much.

[Signature]

[Job title]

2. Church donation request letters

Churches rely on the generosity of their congregants to keep the doors open and the lights on, so fundraising is an essential year-round activity. On top of the regular in-person collections, fundraising letters can be used when you have a specific fundraising effort - such as the restoration of a building, a mission trip, or an upcoming event or raffle. 

You may choose to send fundraising donation request letters exclusively to your church congregation or to the wider community.

Church Name

Greetings! We hope this letter finds you well and that you’ve had a relaxing, blessed holiday season. As an important member of our wonderful congregation, we wanted to keep you up to date with our big plans for the year ahead.

As we continue to welcome new members to our church family, we have felt the need for more space and events to accommodate everyone comfortably.

We are now in the early stages of planning the renovation of the hall in the churchyard. This will enable us to host events on-site such as kids club, wedding celebrations, and morning teas.

The expected costs of the works are [$amount] and are expected to be completed by [date].

We will be hosting a number of special fundraising events to pay for the works. 

The first one is a morning tea next Sunday 10th September at the church. 

[Further details about event]. Admission is [$amount] for adults, and [$amount] for children under 10.

We look forward to seeing you there, and sharing this exciting project with you over the coming months.

As always, have a blessed day. We hope to see you Sunday!

Good wishes,

[Pastor’s Signature]

[Pastor’s Name]

3. Matching gift donation request letters

These are emails sent to your donor base after they make a cash donation, to encourage them to check if their company offers a gift matching program.

Gift matching is a form of corporate giving that many large organizations use to encourage employees to give to their favorite charity (similar to volunteer grant programs ). After they’ve donated individually, they can submit a form to HR, and the company will then also give the same amount - essentially doubling the donation. 

Dear [Donor name],

Thank you for your recent donation. [Talk about how the donation will be used]. 

To make your donation go even further, check to see if your employer has a matching gift program. If they do, your donation may be instantly doubled!

We’d be so grateful for any extra support.

Click here [link] to access all the information you may need to apply..

If you have any questions, please don’t hesitate to get in touch with us at [contact email or phone].

4. Sponsorship request letter

Sponsorship letters are used to find potential sponsors that may be willing to become a sponsor for a certain event or project, in return for marketing and promotion during the event. 

As well as writing a letter, you should also create a sponsorship document that goes into detail about what sponsors will receive at each sponsorship level. This can then be attached to the letter.

Dear (Name, Position, Organization),

[Start by introducing yourself. Share a compelling story about what your organization does and the impact you have made so far in the community. For example, this week, we are able to feed 500 hungry families, make breakfasts for 2000 school students and rescue over 1 ton of food from landfill].

We are getting prepared for our annual event [event name] on [date] at [location]. Last year’s event was such a huge success thanks to our generous sponsors and donors that we were able to raise [$amount] and [specific accomplishments you used the money for].

This year we’re hoping to raise even more! Our goal is [$amount], and we would love you to come aboard to help us reach that goal.

As a corporate sponsor, you’ll be able to help us achieve our goal of [goal].

In return, you will receive the following incentives and recognition:

Gold level, $2000+: [list perks]

Silver level, $1000+: [list perks]

Bronze level, $300+: [list perks]

All sponsors will be listed in our event program and a link to your website will be added to our event page.

We’re accepting cash donations as well as in-kind donations of goods or services for our charity auction. Any donation would be greatly appreciated.

We’ve attached a Sponsorship Pack so you can find out more about becoming a corporate sponsor. If you’re ready to make a donation, [instructions].

Want to learn more about what we do, and how you can get involved? Click on the links below.

Thank you in advance for your generosity. Please don’t hesitate to contact me directly at [phone number] or [email] if you have any questions.

5. Volunteer call out request letters

Along with donations, volunteers are the other major resource that non profits are constantly seeking. Research shows that volunteers are likely to also be donors, so tap into this trend by placing a call out for both. A volunteer call out letter can bring you both vital funds and new supporters!

[Start by sharing a compelling story about what your organization does and the impact you have made so far in the community. For example, this week, we are able to feed 500 hungry families, make breakfasts for 2000 school students and rescue over 1 ton of food from landfill].

As a valued supporter of [organization name], we wanted to get back in touch to share some news. [Talk about your next big project and fundraising goal. Give as much detail as possible including how many people it will help, the timeline and how the funds will be spent]. 

This year we’re hoping to raise even more! Our goal is [$amount].

Donations can be made easily via [information on how to donate]. You will receive a donation receipt sent to your inbox immediately. Every dollar makes a difference!

We are also seeking volunteers to help strengthen our existing team of [number] volunteers. We have a range of specific roles we are recruiting for, as well as seeking volunteers to help out on event day.

If you’re interested in finding out more about becoming a volunteer, click on the volunteer role descriptions below.

Our volunteers are truly making a difference in people's lives, and we wouldn’t be able to reach as many people as we do without them. Learn more about the benefits of volunteering here [link to volunteers page/video].

6. Thank you donation letter

At the end of the campaign, review your progress and the amount raised. Can you track the success of your letters? Did you achieve your goals?

If so, make sure to include that information in a thank you letter to all donors. Remember to highlight the amount of money raised, how it will be spent, and what progress you’ve already made towards achieving your goal. This will make donors feel appreciated, and encourage them to donate again in the future. 

[Start with a compelling story about someone your charity or non profit organization has helped. For example, this week, we are able to feed 500 hungry families, make breakfasts for 2000 school students and rescue over 1 ton of food from landfill]. That couldn’t have happened without your support!

Thank you for your recent generous donation of [$amount]. In total, we raised over [$amount], smashing our fundraising goal of [$target], which was simply incredible! Over the coming months, we will [detail plans on how the funds will be used].

You are truly making a difference in people's lives, and we wouldn't be able to reach as many people as we do without your support. If you’d like to learn more about what we do, and how you can get involved, click on the links below.

We will be sharing regular updates on our website and social media pages, so keep an eye out to see the impact your donation is making.

Hopefully you’ve found these fundraising donation request letters useful, and you can use them as a starting point for your next successful fundraising campaign. Keep reading more about fundraising on our blog:

• 25 Easy Virtual Fundraising Ideas
• 10 Important Steps to Planning a Fundraiser
• GivenGain-Rosterfy partnership lets charities combine volunteering & fundraising

About Rosterfy

Rosterfy exists to connect communities to events and causes they are passionate about through volunteer and paid workforce management technology. Our proven end to end technology allows charities, events and organizations to recruit, register, screen, train, manage and report with ease, replacing manual processes with automations to better engage and retain your volunteers and paid staff.

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Writing a Donation Letter: 10 Example Templates & Pro Tips

• July 21, 2023
• Snowball Fundraising

Even in the digital age, a donation letter is still one of the most direct and effective ways to raise money for your cause.

That’s because donation letters are such a flexible strategy – whether they’re direct mail appeals or email messages, tailored to a specific campaign or event, or asking for more general support. You can’t really go wrong with a well-written, concise appeal for donations.

We’ve written before about how to create the perfect donation page , the actual place on your website where you’ll accept online donations. But how do you promote it to potential donors? Or, if you’re mailing physical messages, how do you let supporters know they can find you online or send a check? Reach out with a letter. 

Nonprofit fundraising letters are a fantastic way to drum up support and awareness for your cause. And thanks to the plethora of powerful resources available to organizations like yours, you can make the most of this fundraising opportunity while making the most of the time and money put into your own mission.

However, you have to make sure your donation letter stands out. Following a foolproof template is the best way to make sure you’re hitting all the essentials. Then, you can customize and personalize your letter to really catch your donors’ attention.

Let’s walk through common examples of donation letters, starting with a template of the basic format to follow:

• The basic donation letter format
• Donation request letters
• Letters for fundraising events
• Letters for online fundraising
• Letters for pledge campaigns
• Letters for peer-to-peer campaigns
• Letters for sponsorship requests
• Letters for new nonprofits
• Letters for schools
• Letters for churches

Use the list above to jump to a particular letter template, or just follow along with us from the top. We’ll wrap up with a few of our pro tips to make your donation letters as impactful as possible. Let’s get started!

Bonus resource! Once you’ve used these templates to write your fundraising letter, head to GivingMail to use their direct mailing services to get your letters in supporters’ hands! This allows your team to send appeals to the largest number of recipients in the most efficient way possible, allowing you to put your time and money into what matters: your mission.

Donation Letter Templates: 10 Common Examples

1. the basic donation letter format.

Let’s start with the basics. Here’s a template of the essential elements that  any  effective donation letter will include:

• Salutation.  Greet your potential donor with a friendly opening, and personalize it with their name whenever possible. You might need to do this manually, or you can use  nonprofit software  and marketing tools to automatically populate names into your letters and emails. By including supporters’ names and addresses on your letters, case studies show that you can increase your response rate by 14%, average gift size by 19%, and overall revenue by an astonishing 31.5%!
• Explanation of your mission.  If your recipient isn’t very familiar with your organization, a concise explanation of your mission and purpose is important. This is the “hook,” the first place to encourage readers to emotionally connect with your work. If your recipients have engaged with your nonprofit before (whether as current or lapsed donors, volunteers, etc.), this is also the place to acknowledge that.
• Your project, event, or needs.  Next, briefly explain what you’re fundraising for. Why are you sending the letter? It might be a specific project or event that needs funding, or you might be conducting a fundraising campaign to raise support for your organization more generally, or you might be sending letters to  matching-gift eligible  donors to encourage them to submit their match. Whatever the reason, be exact and transparent about it.
• Compelling details.  In the middle section, add some compelling details to help illustrate your needs. Describe your project or event and the impact it will have on your community. Provide examples of your past work, or share a story about a particular constituent or campaign. This is where you should focus on engaging your reader emotionally to motivate them to take action.
• A specific request.  Next, clearly state your  specific  request. Your reader won’t feel as compelled to donate if your request is too generic. Ask for a specific amount, but make it clear that any support will be appreciated. If possible, tie your request to a  specific  impact it will have. For example: “Your donation of $25 will help provide a backpack full of school supplies for a local student in need.”
• A call-to-action.  Wrap up your letter with the concrete next steps that you want the reader to take. This will depend on the exact purpose of the letter. For an email, include a direct link to your donation page. For a physical letter, provide clear instructions for readers to send you a check or find your online donation page.

The main idea is to focus your letter around one key goal. Depending on your exact goal for the letter, you may choose to promote your main donation page,  recurring gift options , event registration page, or volunteer sign-up form.  Never overwhelm your reader with multiple or vague requests.

You just need to ensure you’ve got easy-to-use online fundraising tools set up to direct your readers to.  Create a Snowball account  to cover your bases with a free online donation page.

By sticking to the essentials outlined in this basic template, you’ll already be ahead of the game and boost your chances of success.

Now, you’re ready to adjust your letter a bit more based on your specific goals, community, or project. Let’s walk through some common examples.

2. Donation Letter Template: Donation Request

Dear  [name] , We here at  [your organization]  are so proud of our recent work to  [provide a few details about your past initiatives] , and we’d like to thank you for being a part of our community. However, our mission to  [short description of your organization’s mission]  is a 24/7 undertaking! We need your help to continue our work.  [Provide illustrative details about your needs. Why are you sending them the letter?] Past campaigns have enabled us to  [provide an example or two of your organization’s impact] . As a nonprofit organization, though, we  completely  rely on community support. None of our efforts would be possible without the help of donors, volunteers, and supportive community members like you. Would you please consider making a donation of  [a specific amount]  to help us  [refer back to your organization’s needs or next project] ? If you’d like to make a gift, please visit our donation page here:  [if an email, include a direct link] [if a physical letter, provide basic instructions for finding your website or sending a check] Any and all support is greatly appreciated. We’re just excited to get to work! Thank you for being a part of our community and our story. Sincerely, [Your name and title,  not  simply the name of your organization]

This fairly general donation letter template covers all the bases. It describes your purpose for fundraising, highlights your organization’s impact, and has a clear call-to-action. Customize this template with your own specifics, and you’re good to go!

3. Donation Letter Template: Events

Dear  [name] , We here at  [organization name]  are excited to announce our upcoming event,  [event name/title] , coming up on  [date] . [In a few sentences, describe the purpose, nature, and impact of the event, including specific activities or special opportunities.] As a member of our community, we’d love to invite you to join us! However, we need some extra help to make sure everything goes off without a hitch. Would you please consider chipping in a donation of  [a specific amount of money, or a specific in-kind good/service] ? With this help, we can ensure that  [explain the specific impact of the requested donation] . If you’d like to make a gift, please visit our donation page here:  [if an email, include a direct link] [if a physical letter, provide basic instructions for finding your website or sending a check] . Or, contact us at  [email address or phone number]  to discuss our upcoming event and how you can get involved. Thank you so much for your support, and we hope to see you soon! Sincerely, [Your name and title]

Depending on the specifics of your event, you might send this letter to individuals or to local businesses, and you might promote one of several different giving methods (like online donations,  text-to-give , in-kind contributions, or volunteering). Adapt the essential components to your particular needs for the event.

However, keep the content of the letter itself focused on one main request. Short and sweet will always be more compelling! Just be sure to tell readers where to learn more or get involved if they want to.

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4. Donation Letter Template: Online Fundraising

Dear  [name] , We here at  [your organization]  would like to thank you for being a part of our community. With the support of our friends and neighbors like you, we’ve been able to accomplish so much over the past year.  [Include a few specific details about your recent projects and their impacts.] We’re happy to announce that we’re launching a new online fundraising initiative! This campaign is raising funds for  [purpose of the campaign] , and will be essential for us to continue our work into the coming season. Would you please consider making a donation of  [specific amount]  to help us kick off our campaign? Please visit our donation page  [include a direct link]  to get started. [Add a button that says “Donate Here,” if possible.] For helping us kick off our online fundraising campaign, we’d love to offer you a special thank you.  [Offer some kind of incentive for online donors, like a social media shout out, merchandise coupon, event or raffle ticket, etc.] Stay tuned for more updates on our campaign! Thanks so much for your support, and we hope to hear from you soon. Sincerely, [Your name and title]

While the other templates in this post can be adapted for both email and physical donation letters, this one is intended to be sent as an email.

For an online fundraising campaign, your recipients will most likely all have donated to your organization (or at least engaged with it) via online channels in the past. This means your letter should start off by acknowledging that existing relationship.

Express excitement about your newest online fundraising push, and use a clear CTA, like a button, to funnel readers directly to your donation page. Get creative to incentivize early-bird donors, too! If you know that some of your donors are matching-gift eligible, include information on how to access a matching gift database and complete their match for your nonprofit.

These kinds of extra steps can go a long way to boost engagement and help your online fundraising campaign stand out to busy supporters.

5. Donation Letter Template: Pledge Campaigns

Hi  [name] , We need your help to reach our pledge goal of  [total financial goal for the campaign]  by  [a specific time and date] ! We’ve launched this rapid-fire campaign to  [purpose of the campaign – disaster relief, social or political advocacy, annual fundraising, etc.] , and we know we can count on our community to help us get there. At [your organization], we work hard every day to pursue our mission of  [your mission] , and our last major campaign resulted in  [examples of your impact] . We could never have done it without the support of our friends and neighbors like you. Pledge your support of  [one or a few specific dollar amounts]  now with our quick pledge tool:  [provide a direct link to your pledge tool] Please note:  [Explain the unique pledge conditions of your campaign, like triggers or matching periods] . Together we can make a huge difference in our community! Thanks in advance for your support! Be sure to share our fundraising challenge with your friends and family, and feel free to get in touch if you have any questions. Sincerely, [Your name and title]

Pledge fundraising campaigns are a unique way to raise support around a specific goal quickly. Check out our complete guide to pledge campaigns  here  for more information, including explanations of the pledge conditions mentioned in the template.

No matter the specifics of your pledge campaign, the main idea is to be short and to-the-point. These campaigns are all about speed and quick emotional connection. Remind readers of why the work you do is important, and then challenge them to get involved.  You can collect the pledges later , but your goal right now should simply be to mobilize support.

6. Donation Letter Template: P2P Fundraising Campaigns

Hi! I’m raising money on behalf of  [your organization] ‘s ongoing campaign to  [support/fight/raise awareness for your mission] . For  [your organization’s age]  years, this organization has pursued its mission and enriched our community. Now, I’m excited to be lending my own support to their cause, and I hope you’ll join me! To reach my own personal goal for this campaign, I need to raise  [the volunteer’s fundraising goal] . Would you consider making a donation of  [a specific amount]  or helping me to spread the word online? Check out my donation page here  [include a link to the volunteer’s P2P donation page]  to make a contribution or to learn more about  [your organization] . [Include any information here if your P2P campaign involves events, like festivals, 5Ks, etc., and how donors can register to get involved.] This cause means a lot to me, so thank you for your support! [The volunteer’s name]

Peer-to-peer fundraising campaigns involve your supporters raising money on your organization’s behalf by setting up their own basic  donation pages  and then promoting them online to friends and family. You’ll need to provide supporters and volunteers with a template like this one to make it easy for them to hit all the essentials in their donation requests, social media posts, and emails.

Make sure your template mentions a specific fundraising goal and includes links back to the volunteer’s donation page, not just your organization’s website. The main idea is to empower and engage your supporters. After all, these campaigns are effective because the audience will feel compelled to support their loved one’s passions, not necessarily to support your organization that they may not have heard of before.

7. Donation Letter Template: Sponsorship Requests

Dear  [name] , My name is  [your name] , and I work for the local nonprofit organization,  [your organization] , as a development and fundraising professional. If you haven’t heard of our organization, we work to  [short description of your mission] , and we’ve  [brief examples of your impact over recent years] . In fact, last year we raised upwards of  [fundraising total]  in support of our cause. I’m reaching out today because I believe the values and priorities of our two organizations align very well. A partnership could greatly benefit both of us, with more stable support for our work and extremely positive promotions of your brand to our loyal audience of supporters. Please feel free to explore our organization’s history and work here  [include a link to your website] , and don’t hesitate to get in touch at  [your email address or phone number] . We can discuss arranging a structured partnership, a one-time donation, or anything else! We’re always excited to work with new partners in the community, and we hope you’ll join us! Best wishes, [Your name and title]

This donation letter template is a bit more formal because requesting a sponsorship from a business (of any size) is really like arranging a partnership. You need to offer the business something in return, usually positive publicity at your events or online, for them to consider making a sizable gift.

Here’s a pro tip for identifying potential sponsors: Implement a matching gift search tool into your donation process, and look out for local businesses that have  corporate philanthropy programs  and employ a ton of your donors. Check out  the Mercy Corps matching gifts page  for an idea of what this looks like in action.

8. Donation Letter Template: New Nonprofits

Dear  [name] , We’re  [your organization] , a brand new nonprofit organization in your community. We were founded just  [your organization’s age]  ago to help support and lead  [your mission]  in  [your city, town, or state] . We’re reaching out to you as a neighbor with a vested interest in seeing our community thrive.  [Be more specific if you’re writing to a particular audience.] But getting a foothold as a new nonprofit is a huge challenge. Raising awareness for our cause and our work is crucial if we’re going to make any kind of long-term impact! Would you consider making a donation of  [specific amount]  to get us one step closer to our fundraising goal of  [total] ? If we reach this target goal before  [date] , we’ll be able to  [the specific goal of this campaign, like renting an office space or hosting your first event] , and you can help us get there! Please visit our donation page here to get started:  [include a direct link] Also, please explore our website  [include a direct link]  or follow us on social media  [include a direct link]  to learn more about our mission and the partners who have already joined our cause. Together we can make a difference in our community! Please reach out to me at  [email address or phone number]  if you have any questions about our organization or how you can get involved. Thanks, and we hope to hear from you soon! [Your name and title]

Brand new nonprofits have a few major challenges ahead of them –  securing initial funding , setting up key partnerships, and establishing an original base of support.

Larger grants for startup organizations (learn more about grant writing  here ) will most likely make up the bulk of your initial funding, but using letters like this one to find actual communities of supporters is  essential  in your early days. It’s usually not a good idea to include too many calls-to-action in a single letter, but giving your readers the option to donate, follow you on social media, or just learn more about your organization will cover your bases. Every little bit of engagement and attention counts!

Make sure you’ve got a  donation tool  set up and a way to track the donations you receive. You’ll want to immediately focus on building relationships with those first donors.

Snowball’s all-in-one fundraising software makes it easy to raise more for your nonprofit.

9. Donation Letter Template: Schools

Dear  [name] , [Your school’s name]  needs your support! My name is  [your name] , and I’m part of the  [your role – the school’s PTA, administrative team, teacher, etc.] . Every year, we work hard to provide the best possible educational and extracurricular activities for our students, but we can’t do it alone. Our tight budget has recently forced us to  [provide a specific example or two – cut down on afterschool programs, etc.] . But we know we can count on our community to help us close the gap. Would you consider making a donation of  [specific amount]  to contribute to our fund for  [describe your campaign’s purpose or goal] ? A gift of  [amount]  will allow us to  [the specific impact of a donation, tied to the campaign’s main purpose] . Please visit our donation page here if you’d like to get started:  [provide a direct link] . Or, reach out to us at  [email address or phone number]  to talk about our school’s needs and how you can get involved. Don’t forget! Our  [your school’s next event, like a fall festival]  is coming up soon, and we’d love to see you there! Get your tickets now:  [provide a direct link] . Together we can continue making our school an environment of excellence for our kids. Thank you! [Your name and title]

School fundraising is a round-the-clock undertaking! Thankfully, schools are also fairly tight-knit communities, and every parent wants the best for their child’s school. Tap into that shared desire by clearly emphasizing your needs and making it easy for them to get involved. Quickly mention any upcoming opportunities or events, as well.

Use this template to make sure you’re including all the essentials in your next email blast or mailed letter to your community of parents. Then, adapt it to your particular goals, projects, and  fundraising ideas .

10. Donation Letter Template: Churches

Dear  [name] , [Begin with a story focused on your church’s recent successes, such as growth in membership or your positive impact on the surrounding community. Connect with the individual member by thanking them for being a supportive part of your community.] While we feel blessed to have been able to  [refer to successful project mentioned above] , we need your help to  [continue the project or pursue a new one] . With your support, we can  [your next project or campaign] . Would you consider contributing  [specific amount]  to help us work toward our mission? Together, we can reach our community’s goals. On behalf of our church community at  [your church’s name] , I thank you in advance for your support. Your contribution will go toward  [specific elements of your project that need funding] . You can give online here:  [include a direct link] . Or, you can use our text-to-tithe tool to give on the go:  [include  text-to-tithe instructions ] . Feel free to reach out to me at  [email address or phone number]  if you have questions about our new project. Gratefully yours, [Name of a leader in your church] While they can’t always fundraise the same way as 501(c)(3) nonprofits, churches are community-focused organizations that nonetheless rely on their members, supporters, and neighbors for support. Fundraising letters have always been a powerful tool for church fundraising teams  to accomplish a wide range of tasks .

Reach out to your community with a concise, heartfelt letter explaining why you need support. Many churches have found great success with  text giving tools  in recent years, so be sure to promote that outlet, as well.

This is a fairly basic example, so  check out our complete guide to writing church fundraising letters for even more templates .

Writing Donation Letters: Our Pro Tips

At  Snowball Fundraising , we help organizations of all sizes get set up quickly with powerful but easy-to-use fundraising tools. Having those outlets ready to actually accept and process donations is essential, but how will you let potential donors know when and how to use them?

Here are a few of our own pro tips for maximizing your success with donation letters:

• Tell a story.  The templates above cover the essentials, but you have to emotionally connect with your readers to motivate them to give. Do that by telling a story about your organization, your mission, your constituents, and your needs. Check out this  guide to nonprofit storytelling techniques  for more examples.
• Include visuals or extra materials.  If you’re sending an email, include a picture or two in your message to illustrate your work and community. For physical letters, including a pamphlet, card, or one-pager (especially when you’re promoting a specific project or trying to secure a sponsorship) can be a good idea.
• Think about your audience.  Don’t just write a single letter or email to send to everyone on your mailing list. Segment your mailing list into discrete groups, and then tailor your letters to those audiences. For instance, you should write different letters to your recurring donors and to your lapsed donors to really maximize their engagement with your messages.
• Be specific.  Throughout the templates above, we mentioned asking for a specific amount of money in each letter. Vague requests are much less compelling for donors. However, this also applies to the type of donation; if you’re looking to increase your number of recurring donors, specifically ask readers to consider  setting up recurring donations !
• Be conversational.  Again, these letters are all about connecting emotionally, reminding readers of their relationship to your cause, and quickly making a donation request. Avoid using internal fundraising lingo and focus on being personable and warm with your wording. The one exception might be a corporate sponsorship letter, depending on the nature and scope of the partnership you’re hoping to form.
• Track data.  This step is critical to ensure your donation letters are constantly improving. Always collect and track some form of engagement data when you send a donation letter. This could be as simple as recording how many donations your physical letter campaign generated. For email and social media posts, it’s a little easier to track a wider variety of data points. Use Google Analytics or a tool like MailChimp to track engagement with your message, and make sure your donation tools make it easy to  report data back to your CRM  or central data center.
• Partner with a direct mail fundraising company.  You might assume that working with a direct mail fundraising platform to send out donation letters is more costly, and therefore detract from your mission. Not so fast! With a powerful and low-cost partner like  GivingMail , you can raise more for your campaign for less than it would cost for paper, ink, envelope, and stamps on your own! That way, your own fundraising team can save time and effort for other important tasks.

The Snowball Formula for Successful Modern Fundraising

Before we close out this guide, let’s walk through the Snowball formula for successful fundraising in the digital age. This philosophy guides the development of all of our donation tools:

Don’t kill the donor’s buzz.  Donating should be fast and easy, and donors should feel great while they’re doing it. Never slow them down with complicated steps, or you’ll risk distracting them from the spirit of generosity that inspired them to give in the first place. Secure a card to streamline the process.  Once you’ve built a relationship with a donor, encourage them to save their card information on file with you. Not having to enter in payment information the next time they want to donate can play a major role in ensuring that they actually will. Promote recurring donations.  Recurring donations are the ultimate goal because they represent a strong, sustaining relationship between that donor and your organization. Once you’ve secured their recurring support, you can focus on growing your emotional and philanthropic connections with them.

With these core steps,  any  organization, large or small, can start building a rock-solid base of support.  Be sure to continue your research with a few additional fundraising resources, too:

• Direct Mail for Nonprofits: The Ultimate Fundraising Guide.  Sending your donation letters via direct mail is a great way to stand out in the minds of your donors. Learn more about effective fundraising practices with this guide.
• Fundraising Ideas For Nonprofits | Directory Of 75+ Ideas . Looking for more fundraising ideas to promote to your donors? Check out our complete directory.
• 85+ Awesome Church Fundraising Ideas for Your Congregation . We’ve got plenty of fundraising ideas just for churches, too! Bookmark this guide.
• Best Nonprofit Software To Raise Money Fast . Looking to build out a fundraising toolkit on a budget? We’ve got you covered.

If you’re a new nonprofit, getting started with a  free Snowball donation page  will ensure you’ve covered all the essentials and are ready to start sending those letters!

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Request Letters

Donation Request Letter – Free Samples & Formats

Sometimes life throws you a curve ball or two, and you find that yourself, a loved one or organization is in desperate need of financial help. When such times arise, it’s a good idea to know how to compose a basic, Request for Donation letter. A request for donation letter is a well-respected, traditional method of obtaining some much-needed funds from individuals or organizations known or unknown.

When you set out to compose your donation request letter, it’s important to know your audience. The content of your letter will depend on whether it is an individual, an organization, a charity or business. When composed properly, you increase your chances of receiving funds. If not composed correctly, then of course, you risk your request being denied.

Tips for Writing a Perfect Donation Request Letter

Your donation letter should be brief, concise, and informative. Abstain from using overly ‘wordy’ language, or from digressing from the main point. Make certain that you don’t ask the donor for a specific amount, let the donor decide how much they are willing to contribute.

Each letter should contain your story, or current state of affairs, as well as enough ‘evidence’ to explain your situation. Be as exact as possible and avoid sounding vague or ‘shady’. When it comes to the prospective donor, remember to make them feel important, that their contribution will actually mean something in the end.

Finally, when all is said and done, be gracious and thank your prospective donor for their time and patience for reading your request. Furnish them with the appropriate contact information, as you wish to appear as transparent as possible.

A donation request letter is classified as a formal business letter, so it should be formatted as such. This means you are to use block style. In block style, all sections are left-justified. As for the body of the letter, the paragraphs are single spaced, with double spacing in between each paragraph.

As you will see by the examples below, your letter will contain:

• Your name, address and contact information
• The current date the letter was typed
• Your Recipients name, address and contact information
• Subject line
• The text body, single spaced with double spacing in between paragraphs
• Your signature
• Any enclosures

Sample Donation Request Letters

Below we have included 14 sample Donation Request Letters for various situations. As you can see, the structure of each letter is quite similar. The differences of each letter lie in what is to be requested, and the inclusion of your backstory, or current circumstances. Keep the wording formal, tight and brief, while being respectful of your donor at all times.

Donation Request Letter for Medical Expenses

{Your Name}

{Your Address}

{Your Contact Information}

{Recipients Name}

{Recipients Address}

{Recipients Contact Information}

RE: Donation Request Letter for {Type of Medical Expenses}

{Salutation: Dear Recipient: }

I am writing this letter in response to your offer to assist myself and my family with much needed medical expenses for our son, David. We have been advised that the current expenses will reach approximately $20,000 by mid December, 2022.

We greatly appreciate any assistance in this matter. The operation saved his life, but he will require ongoing care in the form of physical therapy for approximately 6 months. Our physician, Dr. Grayson, may be reached at the following number if your have questions: 555-555-5555.

Thank you for your kind attention to the above matter.

Donation Request Letter for School

RE: Donation Request for {Name of School}

I, {Your Name}, am currently a teachers aide at the {Name of School}. We have recently discovered that our gymnasium is in dire need of repairs. These repairs involve the plumbing system that leads to the changing area. Without proper plumbing, our students cannot maintain proper hygiene standards after exercise.

We have contacted {Name of Contractor} to ascertain costs. The estimate currently stands at $8,000 for parts and labor. We respectfully request any financial assistance that you may offer, as you were an alumni of this school, I’m sure you can appreciate the importance of keeping facilities in good repair.

Thank you for considering this request for financial assistance. Both myself, the principal or contractor are readily available to answer any inquiries you may have.

Donation Request Letter for Food

RE: Donation Request for Food

I, {Your Name} am currently an employee of Acme Staples in Manchester, Indiana. It has come to our attention that several of our fellow employees have fallen on hard times and are having a difficult time securing sufficient funds with which to feed their families.

I am writing this letter to request financial assistance. Any amount would be greatly appreciated at this most difficult time. I have enclosed the name name of each family for your convenience. We have currently began a crowdfunding page and have raised a little over $1,200 of our goal of $5,000.00. If you can find it in your heart to generously contribute to our crowdfunding page, we’d be very much appreciative.

{enclosures}

Donation Request Letter for School Event

RE: Donation Request for {Name of School Event}

As the athletic director of {School Name}, I am currently seeking out donations for assistance in funding our intramural program. At present, we are in need of $3000.00 to complete the program, however, any amount would be greatly appreciated.

As you competed on our basketball team in the late 70’s, we hope you recognize the need for students to continue to have access to sports activities both in and after school.

If you have any further questions or concerns, please feel free to contact me at {Contact Infomation}. Thank you so much for any consideration this letter receives.

Best Regards,

Donation Request Letter for School Supplies

RE: Donation Request for School Supplies

I, {Your Name}, am writing this in an effort to appeal for much needed financial assistance. It has come to our attention that approximately 35 percent of our 3rd grade class come from families which are financially unable to contribute school supplies, such as pens, pencils and paper. This has led instructors to borrow supplies from other sources to assist these children in need.

As a result, our school is in need of additional funding to restock our supplies to a comfortable level. At present we are at a loss for the most basic supplies, such as copy paper, and writing implements. Our superintendent, {Name of Superintendent} estimates the cost to replenish our supplies is approximately $2,500.00.

We respectfully request you consider making any contribution that you see fit. If you have any further questions, please feel free to contact me at {Contact Information}.

Donation Request Letter for Church

RE: Donation Request for {Name of Church}

I represent {Religious Institution}. We are currently operating a food bank out of our premises. All food is based on the amount of donations we receive. Due to the approach of the holiday season, we are finding that our reserves of non-perishable items, such as canned goods, are running desperately low.

At this current time, we are requesting donations with the purpose of replenishing our pantry, so that it offers the highest level of quality foods for those in need during the holiday season. We hope you can find it in your heart to assist us with a much needed monetary donation.

If you have any questions or concerns, please feel free to contact myself at {Contact Information}, or {Pastor’s Name} at {Contact Information}.

Grocery Store Donation Request Letter

RE: Donation Request for {Grocery Store Name}

Enclosed you will find information regarding our food pantry. We are currently operating out of the 6th street Church. At present time, we are finding ourselves in need of much needed provisions to help the homeless, and others in need. We are writing this to request both financial assistance, as well as provide any food you can spare.

With the winter season quickly approaching, it would be quite ideal if our pantries were well stocked with non-perishables, as well as freshly delivered day old foods. We are hopeful you will consider our request, and assist us in any way you possibly can.

Respectfully Yours,

Donation Request Letter for a Company

RE: Donation Request for {Company Name}

I, {Your Name}, am writing this on behalf of {Company Name}. This company is currently lead by myself, with a staff of 27. Our mission statement is to offer low cost tutoring services to children from low income families who are in need of this service.

In order to complete this vision, and to make it whole and self-supporting, we are requesting monetary assistance from those who respect the importance of education in our community. On June 14, 2022, we embarked on a journey, a quest to help educate children from 25 of the poorest families in our immediate area.

The amount necessary to add additional staff is approximately $10,000.00. We would greatly appreciate any donation, no matter how large or how small, to assist us with our goal. With these funds, we’ll be able to add the appropriate staff.

If you have any considerations, or would like to know more about our business, please feel free to contact us at your earliest convenience.

Donation Request Letter for Non-Profit

RE: Donation Request for {Non-Profit Name}

I, {Your Name}, am currently promoting our crowdfunding event to raise much needed funds for our no-kill shelter, {Name of Organization}. Over the past several weeks, we have been inundated with companion animals of all sorts from dogs and cats, to small mammals and even chickens. Due to this sudden influx, we are in great need of supplies, including fresh bedding, food and basic veterinary supplies.

Our crowdfunding page is located at {Page Address}, and has currently raised over $4,000.00. However, we are still short of the amount we’ll need, especially when it comes to supply our low-cost spay/neuter clinic.

If possible, we would greattly appreciate any financial assistance you can provide. If you have any questions or concerns, please feel free to contact me at {Contact Information} at your earliest convenience.

Donation Request Letter for Family in Need

RE: Donation Request for {Family Name}

I represent the local chapter of the Westward Charity Home for Those in Need. it has come to our attention, that a local family, {Family Name}, has come upon hard times, and is in desperate need of basic life essentials. Currently, we are understaffed and overcrowded. As a result, we are seeking much needed monetary support for additional blankets, cots, food for this family of 4.

As you have previously shown interest in the workings of our fine organization, and donated a liberal amount in the past, we hope that you would consider contributing to the betterment of this family. Thank your for your kind attention to this matter. If you require any further information, please feel free to contact me at {Contact Information}

Donation Request Letter for Personal Donations

RE: Donation Request for {Personal Donation}

I {Your Name}, am writing this letter in response to a recent meeting we had on June 14, 2022. During that time, you became aware of my current situation, and the difficulty I had in paying medical bills. You generously offered to contribute to my cause if I found it necessary.

Yesterday, my physician, Dr. Browning, discovered that the cancer had spread from my lung. He estimates that I’ll again need to have extensive chemotherapy to help hinder the spread of the disease. If you would be so kind as to assist me with any size donation, I will be greatly appreciative.

Thank you for your initial interest in my situation. If you require any further information, please feel free to contact my physician at {Contact Information}, or myself at {Contact Information}.

Donation Request Letter for Sick Individual

RE: Donation Request for {Sick Individual}

I, {Your Name}, hereby request financial assistance for one of our valued employees, {Employee Name}. On June 14, 2022, while unloading the ice truck,{Employee Name} fell from the platform and fractured his leg. As he is a young man of 16, and from a family of little means, we are requesting assistance from kind and compassionate individuals.

We hope you can find it in your heart to assist us in helping Riley back on his feet. He is and always has been a valuable member of our team, and we are lost without his determination, diligence and competence.

Thank you for any and all consideration. If you have any further questions or concerns, please feel free to contact me at 555-555-5555.

Donation Request Letter for Cancer Patient

RE: Donation Request for {Patient Name}

My husband and I are writing this letter to you out of pure necessity. My mother, {Mothers Name}, has been recently diagnosed with lung cancer. According to her oncology physician, {Doctor Name}, she must begin treatment immediately.

At this time, we are not able to cover her expenses. As a result we are requesting monetary assistance. We will be very grateful for any type of financial assistance you can offer at this very trying, and dark time.

If you have any questions, you may contact me at {Contact Information}, or {Doctors Name}, at {Contact Information}. Thank you for your kind attention to our current state of affairs, we are very much grateful.

Donation Request letter for Sick Child

RE: Donation Request for {Child’s Name}

I, {Parent Name}, hereby make a request for financial assistance with regards to my child, {Child’s Name}. My daughter is suffering from Spina Bifida, and is in desperate need of a wheel chair she can use, and grow into. As you well, know, this condition does not allow her to complete even the simplest tasks of daily living, so even getting from one area of the house to another is quite difficult without the proper transport.

I am currently raising funds to help raise money for a new or refurbished, motorized wheelchair. I have been informed by the physician that the cost will at least be $4000.00. We have so far raised $1,500 via crowdfunding avenues.

If you could assist us, we would be most grateful. Thank you for taking the time to read our letter. if you have any questions, you may contact me at 555-555-5555.

{Parent Name}

Donation Request Letters

Donation request letters are formal invitations sent to potential donors to ask for donations to a certain charity, institution, or nonprofit organization. They are typically sent to individuals or businesses to familiarize them with your mission, explain your needs, and explain how a donation may be helpful.

Donation Request Forms

A donation request form is a fillable document sent to individuals or businesses requesting that they support your cause through a donation. It contains fillable segments that you can customize to your liking and use to collect the information of willing donors.

Donation Request Letter Examples

Donation request letter examples are model documents that demonstrate how you may convince a potential donor to support your cause. They are written in the language and format of donation request letters, and you can use them as a guide when drafting your letter.

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Online Fundraising for Nonprofit Organizations

Fundraising , Operations By Evgeny Redjebov | 19 min read

How to Write a Donation Letter That Inspires Giving

When your organization relies on donations to fulfill its mission, writing a donation letter that inspires donors to give is vital. If you’re new to writing donation request letters or just want to brush up on your skills and make sure you’re writing the best donation letter possible, this article is for you. In this article, we’ll explore several topics, including: 

• What is a donation letter? 
• What should a donation letter include? 
• Who should you send donation request letters to? 
• When should you send donation request letters? 

We’ll also provide a perfect donation letter template and several examples of donation request letters that inspire major giving. Let’s jump in! 

What is a Donation Letter? 

Put simply; a donation letter is a letter you send from your organization to potential donors that is designed to solicit donations. While donation letters should be personalized to the organization and should be written in a way that authentically represents the mission, vision, and personality of your organization, some key elements should be present in every donation request letter to ensure they are as effective as possible.  

What Should a Donation Letter Include? 

Your donation request letter should be easy to read, be written in a clear and pleasant tone, and get your donors excited about giving. To write an effective donation letter, be sure that each of the following elements is included.  

A Personalized Greeting 

The start of your letter should include a friendly greeting. This greeting should be as personalized as possible. You can include the potential donor’s name and any details you may have about their relationship to the organization, such as if they are a former or current donor or volunteer. If they are new to the organization, you can simply greet than as someone who is passionate about the issue your organization is working to address.  

Some examples of effective greetings include: 

Greetings Kiara,  As a former volunteer with the community food bank, we know that you’re as passionate about food justice as we are.  

Hello Kevin,   As an ongoing donor with the youth literacy project, we know that getting kids engaged with books is important to you.  

Greetings Mandre,  As a community member in Evergreen Lakes, we know that you want our community to thrive.  

Basic information about your organization and mission 

While you don’t want to bore your potential donors with a timeline of all your organization’s projects and accomplishments over the years, it’s important to provide some basic background information that will ensure donors know that you are a credible organization with a track record of success. This section should be no more than a few sentences long. Still, it should include any impressive facts or statistics that show that your organization is making a difference in the community.  

Some examples of basic facts about an organization and its mission include: 

At the Community Food Bank, we’ve been helping families keep food on the table for over 50 years. In the last year, we’ve provided over 10,000 meals to local families that would otherwise have gone without.  

The Youth Literacy Project has been a foundational piece of youth academic support in our county since it was founded in 2010. With over 10,000 books provided to classrooms serving kids in the lowest income zip codes in our region, 50,000 volunteer hours focused on youth literacy, and 25 high-quality, expert lead professional development sessions for educators, we know we’re making a difference.  

The Evergreen Lakes Conservation Society we’ve been hard at work preserving the natural elements that make our community special for the past 11 years. Through our local breeding program, we’ve increased the natural turtle population by 30%, the blue salamander population by 12%, and the native bird population by 5%. We’ve also restored natural habitats, educated our community on safe waste disposal practices, and helped children in our local schools find beauty in the great outdoors.  

Your current project or priority 

Donation request letters are most effective when they are focused on a specific project or priority. While many donors are often willing to give to your general expense or operational fund, the donors you’ll be soliciting through a donation request letter will want to know exactly what project they are giving to and why.  

Some examples of information about a current project or priority include: 

While providing meals to families has always been a priority, we’ve learned from school leaders and lead social work agencies that many kids are going hungry when they’re home from school. That’s why we’ve launched the brand-new Weekend Meals Program.  

New research has underscored what we’ve always known at the Youth Literacy Project: that the first three years of life are vital to a kid’s brain development and lifelong achievement. With a grant from the National Council on Youth and support from generous donors like you, we’ll be launching the Youth Literacy Project’s Baby Steps Initiative this fall.  

With the success of our local breeding programs, we know that the wildlife we’ve helped bring back will need our support to thrive. That’s why we’re raising funds to create a permanent nature preserve right here in Evergreen Lakes.    

Gripping details 

Your donors need to know why this specific project or initiative is urgent. It can be helpful to share what inspired you to launch this new project or focus on this new initiative and how you envision your organization making a difference in the problem you present. This section should include any information that will help donors feel personally connected to your mission and project. 

Some examples of gripping details include: 

Right now, over 50% of students in our community rely on free and reduced lunch during the school week. This means that their family cannot provide funds to purchase a standard school lunch. Studies show that these students are likely to face food insecurity at home and that many do not have access to nutritious food when they are not at school. Because we know that brain development, physical growth, and the freedom to pursue interests beyond those necessary to meet basic needs are all dependent on having access to adequate nutrition, it’s safe to say that these kids are falling behind their peers and missing important developmental milestones simply because of the meals they miss while not at school. 

By the time they reach three years old, high-income children will have heard millions of more words than their low-income peers. They’ll have access to three times as many books, will be read aloud to twice as often, and will have a broader and more complex vocabulary. These disparities set the tone for their academic achievement, and by third grade, low-income youth will score below their higher-income peers on reading and writing assessments. These third-grade scores are often predictive of later outcomes like middle and high school graduation, college attendance, even full-time employment in adulthood.  

Each year, the world loses thousands of wildlife species forever. Our nation loses hundreds, and our state and community lose dozens. Once these wildlife species are gone, we cannot bring them back, and until they are gone, we cannot know the impact their loss will have on our ecological systems and food chains. Human interference in nature is almost always the cause of a species disappearance and, last year alone, it’s estimated that eight wildlife species were lost in our region due to illegal waste dumping, overdevelopment of wetlands, and overhunting.  

A specific ask 

Simply hearing about a problem and what your organization is doing to address it is not usually enough to inspire donors to give. Donors need to know what their money will make a difference, and a specific ask ensures that your donors know exactly what you need from them.  

Some examples of specific asks include: 

We know that the problem of child hunger is daunting, but we also know that we can make a difference. For just $100, you can provide weekend meals to a child in our school system for an entire year. Your $100 will supply a child with the nutrition they need to grow into their greatest self.  

Leveling the playing field between low- and high-income youth is a big task, but we know that our Baby Steps program is going to make a big difference. With just a $50 recurring monthly donation, you’ll provide one child entrance into our book-per-month club, monthly home visits from a trained literacy and development specialist, and access to Parent’s Academy for the child’s primary caregivers. These tools and resources will provide the foundation of support a child will need to reach their fullest potential.  

We have the power to help end extinction, but we need your support. The total land purchase cost for the Evergreen Lakes Nature Preserve is $500,000. So far, we’ve raised over $325,000 with $175,000 to go. That means we need just 350 individual community members to donate $500. With a $500 donation, you’ll gain lifetime access to the preserve as well as naming rights to one of the first 350 animals born or hatched on the preserve.  

Gratitude  

Your donation request letter should always end with gratitude. You can express gratitude for the support your donor has provided in the past, for general support from the community, or for the donation you are anticipating from them. Personalizing your gratitude to include their name can also be helpful.  

Some specific examples of gratitude include: 

We are so grateful for your past support of the Community Food Bank. Your donations have allowed us to serve families across the region during difficult times in their lives. We look forward to boosting our impact on children through the Meals at Home program and appreciate any support you can provide!

We all want to leave the world a better place than we found it. By donating to the Literacy Projects Baby Steps Program, you’ll be doing just that. Thank you so much for your ongoing support.  

The time to act is now. We’re grateful to the community at large for prioritizing the natural all around us and to you specifically for sharing our interest in making sure the world’s wildest species have someone safe to live. Thank you for your continued support.  We look forward to seeing you at the preserve! 

Who Should You Send Donation Request Letters to? 

You can send donation request letters to several different groups, though you’ll want to be sure to tailor them to whichever group you are sending them to. Many organizations find success in sending slightly different letters to individuals and to businesses or corporations and then further segmenting and editing their letters to previous or ongoing individual donors, new donors, previous or ongoing business or corporate donors, and new business or corporate donors.  

When Should You Send Donation Request Letters? 

Donation request letters can be sent at any time, but they’re most effective when tied to a specific project or initiative. Donors like to see immediate results and to feel like they are a part of something bigger than themselves so, when there is a specific project that needs to be funded, donation request letters can be particularly helpful.  

Now that we’ve explored the key elements of a successful donation request letter, let’s look at some examples. These examples provide a donation request template that you can use to craft a successful donation request letter for your organization.  

The Community Food Bank Sample Donation Request Letter 

Greetings Kiara,  As a former volunteer with the Community Food Bank, we know that you’re as passionate about food justice as we are. At the Community Food Bank, we’ve been helping families keep food on the table for over 50 years. In the last year, we’ve provided over 10,000 meals to local families that would otherwise have gone without. While providing meals to families has always been a priority, we’ve learned from school leaders and lead social work agencies that many kids are going hungry when they’re home from school. That’s why we’ve launched the brand-new Weekend Meals Program. Right now, over 50% of students in our community rely on free and reduced lunch during the school week. This means that their family cannot provide funds to purchase a standard school lunch. Studies show that these students are likely to face food insecurity at home and that many do not have access to nutritious food when they are not at school. Because we know that brain development, physical growth, and the freedom to pursue interests beyond those necessary to meet basic needs are all dependent on having access to adequate nutrition, it’s safe to say that these kids are falling behind their peers and missing important developmental milestones simply because of the meals they miss while not at school. We know that the problem of child hunger is daunting, but we also know that we can make a difference. For just $100, you can provide weekend meals to a child in our school system for an entire year. Your $100 will supply a child with the nutrition they need to grow into their greatest self.  We are so grateful for your past support of the Community Food Bank. Your donations have allowed us to serve families across the region during difficult times in their lives. We look forward to boosting our impact on children through the Meals at Home program and appreciate any support you can provide! 

The Youth Literacy Project Giving Donation Letter Sample 

Hello Kevin, As an ongoing donor with the Youth Literacy Project, we know that getting kids engaged with books is important to you. The Youth Literacy Project has been a foundational piece of youth academic support in our county since it was founded in 2010. With over 10,000 books provided to classrooms serving kids in the lowest income zip codes in our region, 50,000 volunteer hours focused on youth literacy, and 25 high-quality, expert lead professional development sessions for educators, we know we’re making a difference. New research has underscored what we’ve always known at the Youth Literacy Project: The first three years of life are vital to kids’ brain development and lifelong achievement. With a grant from the National Council on Youth and support from generous donors like you, we’ll be launching the Youth Literacy Project’s Baby Steps Initiative this fall. By the time they reach three years old, high-income children will have heard millions of more words than their low-income peers. They’ll have access to three times as many books, will be read aloud to twice as often, and will have a broader and more complex vocabulary. These disparities set the tone for their academic achievement, and by third grade, low-income youth will score below their higher-income peers on reading and writing assessments. These third-grade scores are often predictive of later outcomes like middle and high school graduation, college attendance, even full-time employment in adulthood. Leveling the playing field between low- and high-income youth is a big task, but we know that our Baby Steps program is going to make a big difference. With just a $50 recurring monthly donation, you’ll provide one child entrance into our book-per-month club, monthly home visits from a trained literacy and development specialist, and access to Parent’s Academy for the child’s primary caregivers. These tools and resources will provide the foundation of support a child will need to reach their fullest potential. We all want to leave the world a better place than we found it. By donating to the Literacy Projects Baby Steps Program, you’ll be doing just that. Thank you so much for your ongoing support.

The Evergreen Lakes Conservation Society Sample Donation Request Letter 

Greetings Mandre, As a community member in Evergreen Lakes, we know that you want our community to thrive. The Evergreen Lakes Conservation Society we’ve been hard at work preserving the natural elements that make our community special for the past 11 years. Through our local breeding program, we’ve increased the natural turtle population by 30%, the blue salamander population by 12%, and the native bird population by 5%. We’ve also restored natural habitats, educated our community on safe waste disposal practices, and helped children in our local schools find beauty in the great outdoors. With the success of our local breeding programs, we know that the wildlife we’ve helped bring back will need our support to thrive. That’s why we’re raising funds to create a permanent nature preserve right here in Evergreen Lakes. Each year, the world loses thousands of wildlife species forever. Our nation loses hundreds, and our state and community lose dozens. Once these wildlife species are gone, we cannot bring them back, and until they are gone, we cannot know the impact their loss will have on our ecological systems and food chains. Human interference in nature is almost always the cause of a species disappearance and, last year alone, it’s estimated that eight wildlife species were lost in our region due to illegal waste dumping, overdevelopment of wetlands, and overhunting. We have the power to help end extinction, but we need your support. The total land purchase cost for the Evergreen Lakes Nature Preserve is $500,000. So far, we’ve raised over $325,000 with $175,000 to go. That means we need just 350 individual community members to donate $500. With a $500 donation, you’ll gain lifetime access to the preserve as well as naming rights to one of the first 350 animals born or hatched on the preserve. The time to act is now. We’re grateful to the community at large for prioritizing the natural all around us and to you specifically for sharing our interest in making sure the world’s wildest species have someone safe to live. Thank you for your continued support. We look forward to seeing you at the preserve! 

Start fundraising today the perfect way.

About the author.

Evgeny Redjebov

Evgeny is the Head of Marketing at RallyUp. He lives in Canada, where he spends most of his time removing snow. He also has years of experience in helping nonprofit organizations grow their supporter base.

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Request Letter

16 FREE Donation Request Letter Templates – Samples

Appeal letters are written communications that aim to persuade individuals, businesses, or organizations to contribute financially to a cause, charity, nonprofit organization, or fundraising campaign.

A donation request letter is an official document written by a representative, such as a director, fundraising manager, or volunteer, of a non-profit organization or charity. They often include details about the specific project or program that requires funding, the goals or outcomes the donations will support, and any incentives or benefits offered to donors. They may also provide information on how to make a donation, such as a link to an online donation platform or instructions for sending a check.

The primary objective of a donation appeal letter is to inspire the recipient to take action and make a contribution, emphasizing the importance and urgency of their support. If you want to convince the recipient to donate money, goods, or services, you must know how to write an effective appeal letter. 

Therefore, this article will provide a comprehensive guide to preparing this letter. It will also focus on what to include, tips for writing effective appeal letters, and the different types of request letters. In addition, you will have access to free samples and templates.

Donation Letter Templates

You can download the following templates for free:

The Importance of Donations Appeals for Nonprofit Organizations

Donations play a vital role in the success and impact of nonprofit organizations. They provide the necessary funding to support programs, initiatives, and daily operations. By relying on donations, nonprofits can fulfill their missions and work towards their goals, whether it is providing education, healthcare, environmental conservation, or addressing social issues .

Here are some key reasons why request letters for donations are essential for nonprofit organizations:

Fundraising success

Letters requesting financial help contribute to the overall success of your fundraising efforts. They serve as a fundamental tool for generating financial support and helping your organization achieve its fundraising goals.

Increase awareness

One of the main goals of using these letters is to explain the mission and vision of the organization to potential donors. These letters clearly articulate why you need the support and the impact these donations will have. You can share stories of people or communities that you have helped. This will make the donors aware of the work you do and the cause you want them to support. 

Build relationships

A letter to request financial contributions makes it easy for donors to connect with non-profit organizations. Through thoughtful and meaningful communication, you can establish a connection, demonstrate gratitude for past support, and cultivate long-term partnerships. Building relationships is essential for securing ongoing support and fostering donor loyalty.

Cost-effective 

Letters are an affordable and practical way for non-profit organizations to seek funds. If you are a charity organization looking for donations, you can send letters in bulk to potential donors without incurring extra costs.

Increase donor base

Donation request letters can reach a wide audience, allowing you to expand your donor base. By targeting individuals, businesses, or organizations that align with your cause, you can attract new supporters who may become recurring donors or advocates for your organization.

Measure success rate

Appeal letters contribute indirectly to measuring the success of fundraising events. By tracking the response rate to the letters, you can assess the level of interest and engagement from potential donors. Furthermore, monitoring the conversion of recipients into event attendees or contributors provides insights into the effectiveness of the letters. Additionally, comparing the funds raised through the letters to the overall fundraising goal helps evaluate their impact.

Finally, by examining donor engagement and retention, you can gauge the long-term effectiveness of the appeal letters in fostering ongoing support. While not a direct measurement, analyzing these factors provides valuable data to assess the success of fundraising events.

Did you know? Approximately 36% more non-profit organizations receive donations, contributions, and other types of support when they send personalized request letters than when they do not, according to Network for Good. 

How to Write an Effective Fundraising Request Letter: A Step-by-Step Guide

Letters are among the most effective ways of asking for financial support. Here are steps on how to prepare an effective letter:

Step 1: Start with a greeting 

It is crucial to start with an appropriate, personalized greeting. Greetings are an effective way of encouraging potential donors to read your letter. They are also a way of showing respect to the recipient. Therefore, you should start your letter with a formal salutation such as Dear [donor’s name]. 

Step 2: Explain the mission of your organization 

It is important to mention the mission of your organization. This allows the recipient to understand what your organization is striving to accomplish. Additionally, a well-explained organizational mission helps donors relate to the organization and be compelled to donate and participate in your charity events.

Step 3: Describe the current project or campaign

After stating the mission of the organization, it is necessary to describe the current charity projects, campaigns, and events for which you are seeking donations. Be clear about the goals, objectives, and timeline of the project, and explain how the funds will be used. Such information is crucial as it allows the donors to know what to donate and how to participate in these events.

Step 4: Provide compelling details

Besides mentioning the current projects, it is necessary to give details about these campaigns. You can include statistics, success stories, a backstory, or even testimonials from those you helped. It is all about making a compelling case for your donation request by showing the potential donor the benefit or impact of your cause. That means that you should not only focus on the current projects but also on the reasons why donors should support your work.

Statistical Insight: A study shows that you have a 75% chance of receiving a donation if you indicate the impact a donation will have on your cause. Therefore, it is necessary to include a tangible impact statement such as “Your donation will help shelter more than five homeless individuals.”

Step 5: Specify the amount you need

Make sure to specify how much money your organization requires in the letter. You can mention how these donations will impact your cause.

For instance:

“We are requesting a contribution of $100 to help fund our water project.”

Ensure that you also inform the donor on how they can make the contribution. You can provide a guide on donating online, through the mail, or over the phone.

Tip: Your tone should always be respectful and full of gratitude. It is all about showing your appreciation to the donors for their consideration.

Step 6: Add a call to action

It is important to include a call to action in the letter. Once the donors know the reasons for their donations, the resources, or the amount needed, you must encourage them to take the next step. You can invite them to an event or volunteer opportunity. You can also include a deadline to encourage donors to make their contributions as soon as possible.

For example: 

-Please join us for our upcoming online fundraising event on April 11 to gather funds for Hope Children’s Home. -We are looking for volunteers to assist with tree planting on Tuesday next week in order to save the environment. -Do not miss your chance to make a difference – donate towards our cause now to support us.

Pro-tip: It is necessary to customize and tailor your call to action to complement your current campaign. For instance, you can urge potential donors to subscribe to an automatic monthly contribution program if you have a recurring donation campaign.

Step 7: Express gratitude

When concluding your letter, thank the donors for considering your request. Also, thank them for their time and for any further support they may offer in the future. Expressing gratitude will motivate donors to contribute to your charity and fundraising events. Furthermore, you should appreciate them for their past contributions and mention how beneficial their support has been for your organization.

Step 8: Sign the letter and include a personal note

The letter should end with your official signature. The signature authenticates the letter. In addition, you should include a professional closing such as “sincerely” or “best regards . This represents professionalism and credibility. For authenticity, you can add a personal note, usually handwritten, to express your gratitude to the recipient of the letter or to reiterate your organization’s mission. 

Tip: Using an electronic signature tool is a convenient and efficient way to obtain signatures from organization executives when sending letters online. These tools streamline the signature process, eliminating the need for physical documents and enabling a smooth digital workflow. They ensure the authenticity and legality of the signatures while saving time and effort.

8 Types of Donation Request Letters

There are different types of request letters, depending on the purpose of the fundraising and the audience it is targeting.

These letters include the following: 

Individual donation request letters

Non-profit organizations use individual letters to ask for support and donations from individuals and families. In other words, this letter is used to raise funds and resources from individuals who are willing to help your organization attain its charitable mission.

Corporate donation request letters

These letters are sent to businesses and corporations to request a donation or sponsorship for a specific event or project. The letter should highlight the benefits of supporting the organization, such as brand exposure, community involvement, and tax deductions. It is important to show how the organization’s mission aligns with the company’s values and goals.

Sponsorship request letters

When you are organizing a major charity event, you can seek sponsorship from individuals and local organizations. Therefore, a sponsorship request letter will allow you to gather the needed funds to set up a charity event that will allow donors to gather and offer their support for your organization.

Online donation request letters

Online donation requests are online appeals that you can make to potential donors. These requests can be sent via email or posted on social media platforms. Note that an online donation request should be precise. Also, the request should inform the donors about your organization and give them a platform to offer their support and participate in any of your upcoming charity events.

In-kind donation request letters

An in-kind letter is a type of donation request letter used to ask for non-monetary contributions, such as goods or services, rather than cash, for your organization. These types of donations may include food, equipment, supplies, time, clothing, or volunteer help. 

Church donation request letters

A donation request letter from the church is a formal document sent to church members or the community to ask for a contribution to support a project, mission, or charity event. The functionality of a church is significantly dependent on the contributions made by its members. Therefore, if you wish to get the donation you are requesting, you should highlight the importance of giving. 

In addition, you should inform the church members about how their donation will support the church’s objectives. It is advisable to include a spiritual message in the letter and thank the members for their past support.

Volunteer request letters

A volunteer request letter is a type of communication that nonprofit organizations use to invite individuals to contribute their time, skills, and energy as volunteers.

Peer-to-peer

Peer-to-peer letters, also known as peer solicitation letters, are a type of fundraising communication strategy where individuals within a network or community contact their peers to request donations on behalf of a nonprofit organization or cause. This is an effective way of reaching a larger audience and prompting potential donors to participate in your charity events. 

Sample Letters

In-kind donation request letter sample.

I am writing on behalf of Remax Child Rescue Center, which was founded in 2005. Our main aim is to rescue street children and provide them with clothing, shelter, food, and quality education.

As we continue our mission to uplift the lives of street children and provide them with education, shelter, and support, we are reaching out to kindly request your valuable in-kind support. The items and services we are currently in need of are educational materials, school supplies, furniture, and clothing.

These donations are crucial for the smooth functioning of our schools and shelters, ensuring that street children receive the care, education, and support they desperately need. By providing these in-kind contributions, you would directly impact the lives of these children and contribute to their well-being and future prospects.

We welcome any discussion or specifications you may have regarding the in-kind donations, such as preferred items, quantities, or any specific requirements. Moreover, we are more than willing to recognize your generosity through various means, including displaying your organization’s logo on our materials, acknowledging your support on our website and social media platforms, and inviting you to visit our facilities to witness the impact of your contribution firsthand.

Your participation and contributions are highly appreciated. Together, we can transform the lives of street children and pave the way for a better tomorrow.

Much appreciated,

Director, Remax Child Rescue Center

What makes this donation request letter effective?

The above letter is effective as it begins with a proper salutation. Also, it indicates the mission of the organization. Furthermore, the letter indicates the kind of donations needed and expresses gratitude.

Sample silent auction donation request letter

Dear Jacklyn,

We cordially invite you to our Silent Auction Fundraising event on [Date] at [Venue]. This event is in support of our efforts to combat drug and alcohol abuse in our community. We greatly admire the impactful work that [Recipient’s Organization] does in addressing these critical issues and believe that your participation would be invaluable.

The Silent Auction will feature a wide array of unique and valuable items generously donated by local businesses and community members. By attending and bidding on these items, you will contribute to our programs and initiatives that provide counseling, rehabilitation, and education to individuals and families affected by drug and alcohol abuse.

We kindly request your presence at our Silent Auction Fundraising event. Your participation will not only help us raise funds but also provide an opportunity to network with like-minded individuals and organizations dedicated to making a difference.

Please contact our event coordinator, [Coordinator’s Name], at [Coordinator’s Phone Number] or [Coordinator’s Email Address] to confirm your attendance or for any further details. We kindly request your response by [RSVP Date].

Thank you for considering our invitation and for your unwavering dedication to combating drug and alcohol abuse. Together, we can make a lasting impact on the lives of those affected, offering them hope, support, and a path towards recovery.

We look forward to your presence at our Silent Auction Fundraising event.

[Your Name]

[Your Title]

[Your Organization]

What are the key takeaways from this donation request letter?

• The letter gets straight to the point and clearly communicates the purpose of the event and the importance of the recipient’s attendance. It avoids unnecessary details and keeps the message focused.
• The letter acknowledges the recipient’s organization and the impactful work they do in addressing drug and alcohol abuse. It demonstrates that the invitation is tailored specifically to the recipient and highlights the mutual goals they share.
• The letter creates a sense of importance and excitement around the Silent Auction Fundraising event. It emphasizes the unique and valuable items that will be available for bidding, enticing the recipient to participate and support the cause.
• The letter includes a specific request for the recipient to confirm their attendance and provides contact information for further details or questions. It establishes a clear next step and makes it easy for the recipient to respond and engage with the event.
• The letter highlights the benefits of the recipient’s participation, such as the opportunity to network with other influential individuals and organizations. It also mentions various ways in which the recipient’s organization will be recognized, providing an incentive for their involvement.
• The letter sets a deadline for the recipient’s response, creating a sense of urgency and encouraging timely action. This helps with event planning and allows for effective follow-up communication

Tips for Writing Effective Donation Request Letters

You must remember that a well-written document is crucial to your fundraising efforts. Here are some tips for writing an effective and successful letter requesting donations:

Divide your donors into groups

Start by dividing your donors into groups based on different factors such as demographics (age, education, religion, occupation, etc.), donor history (first-timers or recurring), giving history (the amount they can donate based on previous records), and even their preferred communication method. Understanding your donor will make your communication more compelling, engaging, and personal.

Keep the letter formal 

Use an official letterhead that represents your organization, including your logo, name, and contact information. This gives the correspondence a professional appearance. Secondly, ensure that you include the donor’s full name, address, and the date of the letter. This demonstrates attention to detail and personalization. Be courteous, respectful, and appreciative in your language, ensuring it is suitable for the recipient.

Lastly, it is advisable to mention that contributions are tax-deductible, as this information is important for donors when filing their tax returns. Include relevant details, such as your organization’s tax identification number. By adhering to these guidelines, you can ensure that your letter maintains a professional and formal tone throughout.

Personalize your letter

Personalization helps create a connection between the donor and your organization. It shows that you value and recognize their individual support, making them feel more invested in your cause. By tailoring the request to the donor’s interests, preferences, or past contributions, you make it more relevant to their specific motivations. This increases the likelihood of their engagement and response.

Did you know? Personalized letters are known to be more effective as compared to generic letters. A study by Penelope Burk suggests that a personalized request letter can encourage donors to donate 41% more than generic ones.

Research your donors

Researching potential donors is vital to crafting personalized and effective donation requests. By taking the time to understand their background, interests, and philanthropic history, you can tailor your requests to align with their preferences and priorities. This avoids making inaccurate assumptions and increases the chances of receiving their support. Utilize online resources, review public records, attend networking events, and leverage personal connections to gather information. Analyze giving patterns and use surveys or interviews to gain insights. Organize the information you gather to create a personalized approach that demonstrates your understanding of their philanthropic interests and values.

Tell a story

By sharing a compelling and relevant story, you aim to appeal to the donor’s emotions and create a sense of urgency in them to donate. Stories have the power to connect donors with the impact of your organization’s work, making it more personal and relatable. You can tell a story that is relevant to why you started your organization, the help you provided after receiving donations, or even success stories from those you helped. 

Adopt a conversational tone and avoid jargon

When writing a request letter for donations, it is crucial to adopt a conversational tone. This approach helps establish a personal connection with the reader and creates an authentic and engaging atmosphere. By avoiding jargon and complexity, the letter becomes more accessible and relatable to the donor. This conversational tone builds trust and credibility, making your organization appear approachable and trustworthy.

Moreover, it encourages the reader to respond positively and consider supporting your cause. Ultimately, a conversational tone humanizes your request letter and enables you to effectively convey the mission, impact, and urgency of your organization’s work.

Encourage recurring donations

Try to form a connection with the donor so as to encourage recurring donations. You can also invite them to other charity events or provide them with payment options to enable recurring donations.

Use a template

Use a template to make your work easier, save time, and guarantee consistency in the message, format, and brand of your letter. With a template, you will have a structured document and are less likely to forget any key components that must be included in it.

Send the letter at an appropriate time

Timing plays a significant role in the success of donation requests. It’s important to choose the right moment to make your appeal, considering factors such as the donor’s availability, their current interests or priorities, and any relevant events or occasions. By observing proper timing, you can increase the likelihood of capturing the donor’s attention and maximizing their willingness to contribute.

Tip: Once you have made a donation request, ensure that you follow up with the donors. In addition, you should write a thank-you letter or email within 48 hours of receiving a donation. This shows appreciation and increases the chances of future contributions from them.

Frequently Asked Questions

How often should you send request letters.

It is important to strike a balance between staying in touch with your donors and avoiding excessive solicitation. Ultimately, the key is to maintain a strategic and thoughtful approach to your communication. Regularly assess the impact and response rate of your request letters and adjust the frequency as needed. Remember to prioritize building relationships with your donors and providing value beyond just soliciting donations. Find a frequency that allows you to maintain regular communication without overwhelming your donors.

To whom do you send requests for donations?

You should send your request letters to individuals or organizations that are interested in your cause. Also, focus on those parties that have the financial capability and willingness to make financial contributions. This may include previous donors, corporate sponsors, volunteers, philanthropic foundations or trusts, and community leaders.

How should you send your donation request?

You should send your letters by mail. You can use email or a phone call to follow up on your request or thank the donor for their donation.

Statistical Insight: There is a guaranteed response rate of 5% when using mail to send your letter for a donation request, as opposed to 0.12% when using email. The Direct Marketing Association also suggests that sending this letter through the mail is more effective for engagement purposes and receiving donations.

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Donation Request Letters

43 free donation request letters & forms.

For many of us, writing comes very hard. Similarly, writing donation request letters is also not everyone’s cup of tea. This is why business owners depend upon the in-house creative staff to write these important letters. Some business owners also pay or outsource to get these letters written perfectly. These letters help businesses get assistance and support for the potential causes. There are several donation opportunities for businesses . In order to avail those opportunities, first one needs to write an effective donation request letters defining your cause.

Table of Contents

• 1 Donation Request Letters
• 2 Common Reasons to Write the Donation Letters
• 3 Donation Request Forms
• 4 What You Need to Know Before Beginning
• 5 Sample Donation Request Letter
• 6 Tips to Write Better Donation Letters
• 8 Final Thought

With the growing need of donation requests, a number of types of sample donation request letters are available online. You can find multiple types of donation request form templates available on our main website. If your company likely asks for donations from other authorities, you can find interesting information about it in this article.

Business owners who require funding of any type will have to write a strong and persuasive donation letter to get funding from their venture. Additionally, these letters are essential to write in order to build relationships and rapport with donors. These letters can encourage them to donate for the relevant cause once again like they have been doing in the past.

When you are writing a donation letter to a party for the first time, you need to ensure that it is very well written and the cause you are requesting for is clearly elaborated. On the other hand, when you build a good relationship with the client and you receive donations and their support throughout, you should use a thankful approach towards them in the letter and generously request them to support the cause like they have been doing previously.

Common Reasons to Write the Donation Letters

There are different reasons to write the donation letters. Also, there are several templates besides the standard format available on our main website. Let’s take a look at the types and variations of donation letters that are normally used.

Standard Donation Request

This is the type of donation letter that is for generic reason. This is a common template used by companies which normally covers the background of the donation. Also, it covers the relationship with the recipient. For instance, if you are sending a donation request to the previous clients, you can be generous towards them and request them to send you donation on specific date. But if you are sending the letter to a new donor, you should use more persuasive approach towards them. The length of these letters likely depends upon the mission and funds you are asking for.

Individual Sponsorship Request

Sometimes, the donation letters can also be treated as sponsorship letters. The main difference between these two letters is that donations are likely raised for the community causes while sponsorships are tied to social events . Also, these requests would offer incentives and rewards attached to it. Just like standard donation letters, these letters can also be tailored to fit with respect to the organization’s needs.

Volunteer Time Request

At times, companies do not really money, they may also ask for time. For instance, if your company is looking for supporters to volunteer for a day , you can request the company to provide you with a volunteer. This content of this letter will likely focus on the work volunteer will be doing in order to accomplish and support the organization. Additionally, you can convince them by letting them know how the work would be beneficial for the people, society and both organizations.

Corporate Donation Request

These are really professional letters which are geared towards asking for donations and support from big businesses, corporations and companies . These letters normally request for in-person meeting with the leader of the organization to provide money. In-person meetings permits business leaders to express concerns ask questions and become more familiar with the organization.

Donation Request Forms

What You Need to Know Before Beginning

Many writers believe that writing donation letters is one of the trickiest parts of their job. Focusing on the basics of these letters can help you writing an impressive copy and getting better results. So, here are certain things that you should know before you begin writing donation request letters.

Know Your Target Audience

You will be able to write more effectively when you know exactly whom you are writing for. Your target audience will be the one you will be addressing to. When you know the target audience, you will understand everything from the format to the words you choose. Knowing the target audience will help you laying down everything perfectly. You can tailor the letter in order to meet their needs.

Grab Attention of the Readers

All donation letters almost look same until you add some good opening lines to it. You should grab your reader’s attention from the very beginning.  Ensure to start your letter in a way that it keeps them attentive. Additionally, donors are busy with their daily activities and may not have time to read the entire thing. They usually skim through the letter and often read the opening line. If they find it attractive and attention-grabbing, they will continue to read it. Consequently, you should ensure to make it intriguing, provocative, and compelling. You can come up with interesting statistics and data in order to grab their attention.

Be Specific and Concrete  

Busy donors do not have time to read the whole letter. They look for the main idea and cause in the letters. This is why using specific and to the point sentences in the donation letter is appreciated by them. Additionally, make sure that you provide concrete information in the letter. Adding facts, stats and data to the sentence will automatically become persuasive and convincing for the audience.

Do Not Mention Donation Amount

At times, many people think that donation is a must to be mentioned in the letter. It is not really necessary to make a request for donation in your letter. You need not focus on a specific amount. Though, specifying amount for the donation can be a good idea for specific services or items. Mostly, it is better not to highlight about it. What if a donor is willing to pay more than you asked for? This is why specifying the dollar amount in your letter may make you miss the opportunity of getting more.

Sample Donation Request Letter

Tips to Write Better Donation Letters

Writing donation letters is not really easy as you have to persuade the readers. So, here are some tips that can help you write a better and effective donation letter.

Tip # 1: Personalize It

As a writer, you may get many ideas to write and draft your donation letter. In this letter, you have to emphasize adding personal touch and human interest by using first person tone. For instance, you should use “You” in the letter. Personalizing your letter can ensure that your copy speaks personally to the reader. Referring them with you would make them feel like you and they are making a decision together.

Tip # 2: Elaborate About Benefits

It is all about give and take. Donors are likely interested to know what they will be getting back in return on providing money. They are not interested to know about your budget deficiency, they would love to invest if there is something interesting waiting for them too. These benefits can be both, tangible or intangible. For instance, intangible benefits can be when a donor donates money for saving a child’s life and bringing smile on their face. On the contrary, a tangible benefit could be a ticket to exclusive performance or any other event . If the donor can get both of them, make sure you are highlighting it.

Tip # 3: Ask for Money

When it comes to writing a donation letter, you should ensure to ask for the money explicitly. Asking for support may be a generic term that may make them think what you are asking for. Once you have explained about all the benefits and details, clearly ask for donation. Do not shy as it can be turn out to be really vague for the reader.

With clarity and explicitness, we do not mean that you can mention the amount you require but you just need to be clear that you do require money for specific cause. Providing the exact amount may bound the potential donor. They may be willing to donate more but just due to the limited dollars, they may donate you less.

Tip # 4: Make It Simple

Writing donation letter forms in simple English, shorter sentences and punchy phrases can really be effective. Using difficult vocabulary and foreign phrases can confuse the donor which can ultimately lose their interest in the letter. So, it is better to write simple English and use emotional words rather demand analysis. Additionally, make sure that you do not use acronyms and abbreviations, full forms work best. Using adverbs and adjectives sparingly can also help you in writing an effective piece. Donors are busy so they usually skim through the letter. You have to make sure that the meat of your message is written in simple English and they understand it properly.

Tip # 5: Make Them Act Today

In addition to making it simple, you should also write the letter in a way that it portrays a sense of urgency with a deadline. You can also repeat about the urgency in the middle and end it with it too. This can make them respond you and send you the money soon. Do not give them an exact date as the letter can be read late, but make sure that you are giving them a time limit so that they act promptly.

Tip # 6: Ensure About Easy Reading

One of the most important things to keep in mind about the donation letters is to ensure about easy reading. The letter should not include lengthy paragraphs, it is necessary to break them to increase readability. Also, they should be less than seven lines. If you have multiple points to discuss in your letter, use bullets to add meaning to your points. In order to call attention on words or phrases, you can also underline sparingly so that reader notices those points more.

Tip # 7: Include Call to Action

Donation letters come with a purpose, so it is necessary to include call to action. When you provide call to action to the reader or your potential donor, it will give them a way to contact you. It is necessary to add a call to action to your letter even because your reader should know what you want them to do.

Tip # 8: Revise and Edit the Mistakes

After you have written your letter, you should make sure that you revise everything you have written. You should proofread it because everyone is supposed to understand what you have to say. Proofreading will further make you find the mistakes that you may have made unintentionally such as typos, spelling mistakes etc. Ensure that the letter has a good flow and that there are no mistakes in it. Improved version of letter can help you get a positive response.

Final Thought

Donation letters can help you raise money for your organization , be it a for-profit one, or a nonprofit social or charity institution or cause. If you need to write a donation letter for your organization and raise funds, then you will have to send a strong letter to donor in order to secure funding. You may have different reasons to collect funds and ask for donations. You can find multiple types of donation letter templates to help you out here. Simply download these templates and save them on your computer or get them printed whenever required.

Do not forget to download our templates the next time you ask for donations!

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How to Write a Nonprofit Donation Letter ( + Templates)

Nonprofit fundraisers do their best to extract value from various tools and every new social platform. But, can a tweet connect with donors on an emotional level? Maybe. Is TikTok the best way to make potential supporters care about your cause? Questionable.

What’s the single, foundational, inarguable, rock-solid strategy that builds and nurtures your donor relationships and gives your nonprofit brand a chance to shine? The old school, well-written donation letter.

What Is a Donation Letter?

Also called fundraising appeals or fundraising letters, donation letters are written communication tools that seek donations by demonstrating both need and impact. And your first question is probably, “Are we talking about an actual, physical letter?” 

The answer is, emphatically, yes, though you will also likely want to send donation letters via email.

With this type of appeal, you can target individuals, businesses, or institutions. Individual donation letters are usually personalized to connect with readers better, while appeals to businesses and institutions emphasize the corporate social responsibility benefits that come with donating.

Donation Letter Templates

Use these 8 templates to write inspiring donation letters and raise more money

Why Nonprofits Should Send Donation Letters

Fundraising appeals aren’t just a great way to secure donations. They’re also a fantastic opportunity to get your potential donors thinking about your brand, literally. 

Direct mail gives recipients something to hold onto, which makes your request seem more tangible. And as noted by Fundraiser Help , letters can be passed along from person to person, potentially increasing your reach — especially if your letter makes it to a busy office or large family.

If snail mail isn’t an option for your organization, email is a reliable option. For every 1,000 fundraising emails you send, you’ll receive an average donation of $45. And we know all too well how easy it is to send a thousand emails.

In general, donation letters/emails give you enough space to outline your organization’s mission, demonstrate need, highlight the impact of donations, and inspire recipients in a focused, captivating way. From an operational standpoint, they’re relatively quick to put together and send, and they reach your network at a convenient time for everyone.

Speaking of time…

When Should You Send a Donation Letter?

Although sending a letter or email is not nearly as time-sensitive as making a phone call (how dare you call me during dinner?), you can get more bang for your buck by reaching out to donors at specific times of the year. 

• Fundraising Campaigns : Be sure to send donation letters before, at the midpoint, and the end of every fundraising campaign. Appeal letters serve as an outstanding primer, update, or recap of your campaigns. 
• Holidays : 35% of donations are made in October, November, and December, and 12% are made during the last three days of the year. Knowing this, send fundraising letters during the holiday giving season to encourage your audience’s natural inclination toward philanthropy. Almost 60% of nonprofits make up to three touchpoints with potential supporters during this period, and a donation letter is a great way to tie them all together at the  end of the year .
• Anniversaries : When pursuing donations from individuals or businesses with whom you have an existing relationship, send a donation request letter on your relationship’s anniversary, such as the first time they donated, or your organization’s anniversary. 

If you’re looking for a quick, reliable way to determine precisely when to send correspondence, how much to ask for, and who is most likely to give, don’t hesitate to check out Keela Intelligence . 

Using sophisticated artificial intelligence, Keela helps you get the most from your letter-writing campaign, automatically, using the data that already lives in your CRM. You can also use Keela to easily segment your contacts into different groups to personalize your letters for different audiences. For example, if you know your donors’ faith, you can send letters appropriately timed for each religious holiday throughout the year.

How to Write a Donation Letter?

There’s no avoiding it — eventually, you’re going to have to write a donation letter. But do not despair; it’s not a complicated formula. Let’s look at how to write a letter asking for donations.

Format: The letter should be printed on official letterhead (or email template), branded with your nonprofit’s name, logo, and colors. This is your first opportunity to be recognizable, and thus, trustworthy. Include your organization’s contact information at the top of the letter to facilitate easy replies.

Salutation: For donation letters to individuals, address the donor by name. For letters to corporations, try to determine the most appropriate recipient at the company and address it accordingly. If you can’t identify a single point of contact at the company, address the letter by title, i.e., CEO, President, Head of Human Resources, etc.

Mission: This letter is not just an ask for a single donation; it could also be the first step in the beginning of a long, productive relationship. So take the opportunity to briefly outline your organization’s overall mission, not just the campaign you’re working on at the moment.

Story: There is a lot of room for creativity here but try to follow this framework. Start with a short anecdote that highlights a need and solution. Then, suggest how your donors can be a part of that solution. 

Explain your campaign details, including the timeline if applicable. Wherever appropriate, cite statistics to give your story credibility. Try your best to highlight the value of the donor’s role and contribution to your campaign; make them the hero of your story.

Call to Action (CTA): Now that you’ve set the stage, it’s time to make your ask. Your CTA should include a specific suggested donation amount tailored to the recipient. If you are sending your letter via email, include a CTA button .

Thank You: End your letter with a sincere message of gratitude.

Best Practices for Writing A Donation Letter

In addition to the structure outlined above, and in conjunction with our recommended email tactics , there are some strategies you can employ to ensure your letter works as hard for your organization as possible.

Tone: Unless you’re writing to the Royal family or the Sultan of Brunei, a conversational tone is appropriate for most recipients. Formal language can be alienating and feel like a form letter. Writing that leans a little toward casual helps to develop an actual relationship with supporters.

Length: Be concise. Keep your story brief, get to the point quickly, and make your request. The letter shouldn’t be more than a page. This is even more true for email.

Voice: Use active, definitive verbs , cut out unnecessary adverbs, and avoid passive voice . These grammatical choices are direct and action-oriented. For example, choose “eradicating homelessness” instead of “dealing with homelessness” or, even worse, “homelessness is being solved.”

Resources: Attach additional information to your letter or provide links in your email for context and to invite readers to learn more.

For Example

And now, a sample letter to an individual to get your creative juices flowing:

Smooches for Pooches 1234 Five Street Schenectady, NY 12345

Dear Susan,

We hope your tail started wagging when you saw our letter in your mailbox. As a member of the Smooches for Pooches community, you’ve been an integral part of our mission to foster and find fur-ever homes for dogs in search of loving families.

With the recent downturn in the economy, we’ve seen a 30% increase in canine cuddlers entering our system looking for permanent homes. While we locate families ready to add a new four-legged member, we need food, healthcare supplies, toys, towels, bedding, and everything else it takes to get our furry friends ready for their new digs. That’s where you come in.

With your donation today, we can foster, heal, and rehome dogs that might otherwise grow old in a shelter. They’re depending on you to give them the chance to sniff, bark, run, swim, chase, scratch, wag, and lick in a happy home for the rest of their lives.

Your gift of $100 will give hope to our puppy pals who so badly need it.

Thank you for being a part of our story, now and into the future. We appreciate any support you may be able to share with us.

Janet Johnson Executive Director, Smooches for Pooches

After You’ve Sent Your Donation Letter

Once you’ve written and sent your letter, there is still one thing left to do: learn to do a better job next time. By tracking response rates to your letter throughout the campaign, you can iterate and improve on your formula next time. And while you’re at it, don’t forget to implement Keela Intelligence to help you prepare for your next round of communications. 

By watching which letters do well with your audience, utilizing the AI tools available to you, and following the recommendations outlined above, donation letters are sure to become a valuable tool for your next campaign.

Use these 8 Donation Letter Templates to inspire donors

and raise more money.

You May Also Like:

How to Write a Donation Request Letter: Examples Included

Donation request letters are effective instruments for getting the funding required to effectuate positive change in whatever industry you’re in. These letters act as direct channels for appealing to potential donations and effectively expressing the goals of the organization.

Understand the Purpose of a Donation Request Letter

Setting the stage.

Every effective donation solicitation letter contains a moving tale that connects with the reader. These letters offer a chance to increase communication between your organization and potential donors. A well-written letter has power when it has the capacity to not only inform but also inspire.

Creating a connection

The key to an impactful request letter is establishing a profound emotional connection with the reader. This connection can be fostered by emphasizing shared values, aspirations, and a collective desire to make a meaningful difference. When a reader feels a personal resonance with the mission, they are more likely to see themselves as integral to its realization.

Crafting a Powerful Donor Request Letter

Introduction.

The opening of your donor request letter is akin to a first impression. It must be both captivating and succinct, offering a glimpse into your organization’s purpose and the positive change it aims to achieve. By conveying your organization’s ethos right from the beginning, you captivate the reader’s attention and make them eager to learn more.

Tell a compelling story

A personal or organizational success story gives your letter a more human touch, encouraging empathy and highlighting your organization’s efforts. Stories demonstrate the real effects of donations, whether it be through anecdotes of lives changed or communities improved.

Present the need

Clearly articulating the need for financial support is the backbone of your donation solicitation letter. Break down the initiatives, projects, or programs that require funding, ensuring that the reader comprehends the urgency and importance of their potential contribution.

Showcase the benefits

How to politely ask for donations, set the right tone.

Tone is crucial when writing letters asking for donations. A courteous, respectful, and grateful tone should be used. Donors can perceive your sincerity through your politeness. Keep in mind that being courteous promotes goodwill and prompts a favorable response.

Express Gratitude

Before asking, express gratitude. Acknowledge the reader’s potential contribution and any previous support they might have offered. This gesture reinforces the sense of partnership and cultivates a deeper relationship.

Make the ask

When it’s time to ask for a donation, do so directly and clearly while maintaining a polite tone. Clearly communicate the purpose for which the funds are needed, the impact they will create, and the significance of their role in realizing the organization’s goals.

Highlight the impact

Emphasize the potential impact of their assistance when asking for donations. Draw a clear picture of the beneficial effects that their contribution might have. You can motivate them to imagine the genuine change they can contribute to by highlighting the effects of their generosity.

Practical Tips for an Effective Donation Request Letter

Personalization.

The power of personalization cannot be overstated. Address the recipient by name and reference any previous interactions or support they might have provided. This personal touch shows that their involvement is valued and distinct.

Clarity and simplicity

Avoid complex language. Keep your language clear, concise, and easily understandable. A donation request letter that’s easy to read ensures that your message is effectively communicated.

Call to Action

Contact information.

Don’t forget to include accurate contact information. Make it easy for donors to reach out with questions, and concerns, or to express their interest. Offering multiple communication channels demonstrates your commitment to transparency and accessibility.

Proofread and finalize the letter.

Edit for clarity.

Before sending out your donation request letter, ensure it is free from grammatical errors and spelling mistakes. A polished letter conveys professionalism and a keen attention to detail.

Seek Feedback

Review the formatting.

Don’t underestimate the power of a well-formatted letter. Use headings, bullet points, and an easily readable font to enhance the visual appeal. An organized layout makes it easy for the reader to navigate the letter’s contents.

Donor Request Letter to A Company

Short donation request message, donor request letter to businesses, simple email asking for donations.

Writing an effective donor request letter requires a careful balance between argument, storytelling, and courtesy. These letters serve as a link between your organization’s goals and potential donors’ goodwill. Understanding the subtleties of stating the necessity, highlighting the advantages, and politely requesting a donation empowers your letter to motivate action. Always keep in mind that a well-written donor request letter is more than simply a letter; it’s an invitation to participate in a good change.

About The Author

Jim blessed, related posts, 9 tips you need to write and respond to emails professionally, 12 rules of writing emails professionally and effectively, how to write professional emails: 7 critical ingredients, 8 simple lessons for writing irresistible business to business emails, leave a comment cancel reply.

How To Craft A Compelling Donation Request Letter

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Non-profit organisations know how crucial it is to send letters. Whether a simple thank you letter or a donor acknowledgement letter , every letter has its own significance. Another such letter is a donation request letter. In this blog, we will delve into the primary purpose, its types, and how do you write a donation letter. If you’re looking for helpful sample letters asking for donations, make sure to stick with us until the end. Let’s get started!

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Table of Contents

What Is The Purpose Of Donation Request Letters?

A donation request letter, also known as a donation appeal letter , is sent to people asking for donations . These letters are sent explicitly to individuals you think would be willing to contribute to your organisation/cause. A letter requesting donations can be sent to request monetary contributions and in-kind or voluntary support. This not only helps in building new donor relationships but also establishes a positive impression of your organisation. 

What Are The Different Types Of Donation Request Letters?

Here are some primary types of letters requesting donations:

1. Individual Donor Letters

This donation request letter is addressed directly to individual donors seeking financial support for an event or cause. It often includes personalised messages that help form stronger emotional connections with donors.

2. Corporate Sponsorship Request Letter

This donation request letter is specifically created for businesses and corporations seeking sponsorship of an event, project or ongoing support initiative. Usually, corporate sponsorship letters outline its benefits while emphasising how well it aligns with company values.

3. Event-Specific Letters

A letter explicitly written to promote one fundraising event, such as a gala, walkathon or community project, is called an event-specific donation letter. It should outline its purpose, goals, and impact of funds raised and any fundraising objectives set.

4. Matching Gift Donation Request Letters

Companies often offer matching gift programs through which employee donations to charitable causes can be doubled by matching gift programs offered by employers. Donors should take advantage of such offerings by using this donation request as an invitation. 

5. Membership Renewal Request Letter

Nonprofit organisations frequently require members to renew their membership by making donations. This donation request asks existing members for renewal by proposing an in-kind letter requesting donations, which could include ongoing support and participation advantages and emphasise these advantages.

6. In-Kind Donation Request Letter

Instead of soliciting cash contributions, this donation letter seeks donations in-kind – goods, services, or equipment that can help meet specific organisational needs- rather than cash contributions. It outlines these needs along with any intended use for such donations.

7. Voluntary Support Request Letter

This donation letter asks individuals to volunteer their time, skills or services as an alternative or supplement to financial donations. It may provide details regarding available volunteer opportunities as well as potential outcomes of participation.

How To Write A Donation Request Letter?

Here are some valuable tips for writing a letter requesting donations:

1. Start With A Warm & Personalised Greeting

Starting with a personalised greeting is the best way to start any type of letter, whether it’s regarding donations or providing additional updates on your organisation through a non-profit newsletter . You must add their name in the beginning so that the letter actually gets read. This gives the letter requesting donations more personal and touching.

2. Introduce Your Organisation Briefly

Telling the reader about your organisation or cause is extremely important. It not only helps them to know what you do but also builds trust. You must tell them what you do in such a way that they don’t get disinterested. Try to create an emotional connection through your introduction using the art of storytelling. Make it as short and relevant as possible.

3. Tell Them Your Goals

It’s essential to explain your future goals to any potential supporter in your donation request letter. Writing about your goals showcases your long-term commitment towards the cause or organisation. Telling your backstory to prospective donors can help create deeper bonds. 

4. Show Them Your Achievements

If you’re an old organisation, you probably have done some incredible things in the past. It’d be a great idea to include them in the donation letter. This will not only help the reader curate a better picture of your work but also build better trust.

5. Showcase Possible Impact Of Their Contribution

Why should they donate? What will even be the use of donating the most minimal amount? Answer these questions by simply telling them the possible impact of their donation. There are many donors who’d prefer to donate a minimal amount. Don’t miss this opportunity to build your donor network and compel them to donate by telling them how impactful even a small donation can be. 

6. Add A Clear CTA

This is the part that many organisations miss. After writing all the major information, it’s time to tell them what to do. Clearly state that you need their support and how they can donate. Give proper information on how to donate.

7. Show Gratitude For Their Future Donation

Whoever contributes to your non-profit deserves sincere appreciation, even if your donation letter only requests a gift. Thanking the recipient shows you appreciate them for taking the time and thought to read your donation request letter.

8. Conclude With Your Name & Contact Info

Lastly, end the letter with your or your organisation’s name and contact information. You can also include your social media details here so that the viewer can know more about you.

Sample Letters Asking For Donations

Here are two sample letters asking for donations that you can use as a template.

• For Existing Donors:

Dear [Donor’s Name], 

May this message find you well. Your dedication to positive change is truly impressive, and we commend your work on that front. We at [Your Organisation] strongly believe in the power of community support. [tell them about what you do and what change it brings]

Our excellent achievements, such as [list your top accomplishments], would not have been possible without people like you, who have enabled these successes. Thank you very much!

As part of our effort to [list objectives], donations make an incredible impact! Please help and support us by [providing clear instructions on how to donate].

Your contributions, no matter the size or scale, are invaluable and help create a better tomorrow for us all. Thank you so much for considering our cause; your generosity means so much. We truly appreciate everything done thus far to support it. We sincerely thank all who are supporting this campaign!

Greetings And Best Regards,

[Your Full Name], 

[Your Organisation], 

[Your Contact Info],

[Your Social Media Details]

• For Potential (New) Donors:

Dear [Donor’s Name],

May this letter find you healthy and feeling prepared to make an essential and impactful contribution to society.

On behalf of [Organisation’s Name], I extend a warm greeting and an enthusiastic invitation to join our efforts in accomplishing [shortly describe your nonprofit’s mission].

Permit me to introduce our organisation briefly. Our work centres around [describe your nonprofit’s mission and work], with us believing that collective action can create real and long-lasting change.

As someone new to supporting our cause, please remember that every contribution makes an incredibly impactful statement about who supports it, and people like yourself have driven forward our collective achievements over the last years! [List specific achievements here].

As we look ahead, we have set ambitious goals – such as [list goals]. Your donations could make the dreams we hold dear become real.

To make your first donation, please follow these guidelines [define clear guidelines on how to donate]. Your generosity will play an integral part in our mission’s success!

Thank you for considering [Organisation’s Name]. Your support goes far beyond donating; it represents an investment in positive change.

Ending Note: Write An Impactful Donation Letter!

Writing a good donation request letter needs patience. Writing it using the art of storytelling and compelling readers to donate is crucial. In this blog, we have covered the purpose, types, tips, and templates on how do you write a donation letter. We hope that we were able to shed light on the doubt you came here for!

If you’re looking for an ideal platform to help you get supporters from all over the world, don’t forget to check out WhyDonate – The Largest European Crowdfunding Platform . Create your fundraising campaign today and raise money FOR FREE!

FAQs (Frequently Asked Questions)

How do you write a donation letter.

To write a good donation letter, follow these tips:

• Start with a warm and personalised greeting.
• Introduce your organisation briefly.
• Tell them your goals.
• Showcase possible impact through their contribution.
• Add a clear CTA.
• Show gratitude for their future donation.
• Conclude with your name and contact information.

How do I write a letter asking for community support?

Introduce your organisation and briefly outline its goals before mentioning how their contributions could make an impactful statement about who and why you are as an organisation. Make an offer for donations made, then extend thanks for any that come your way in the future donations made in gratitude before closing with your name and contact info to end the conversation.

How do you send an email requesting donations?

Create a captivating email subject line by beginning with a hearty personal greeting and briefly summarising the cause and impact. Include clear call-to-action, such as donation links, while remaining professional yet appreciative throughout.

How do I write a donation appeal letter?

Provide an engaging introduction, clearly outline your needs, provide details about your organisation, emphasise the impact of personal donations made on an individual basis and suggest specific donation amounts before discussing fund allocation. Include a call-to-action and expression of thanks before proofreading to ensure clarity and professionalism.

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Request for Donation Letter

Request for donation letter template.

Other Versions

Description.

Download and customize this template using Word, OpenOffice, or Google Docs. The information in [brackets] should be replaced with your specific information or details. We can't guarantee the results you will get for sending fundraising letters like this, but this template and the sample donation letters below should at least provide some ideas.

Author : Brent Weight and Jon Wittwer

License : Limited Use

Tips: How to Write a Donation Request Letter

• Before writing you must know the audience, the goal and the action you are looking for.
• Use the charity organization's official letterhead and make sure it includes the organization's logo, name, address, phone number and website.
• Make sure you include the date and the recipient's full address.
• Personalize the letter as much as possible. People will respond better to personalized letters rather than computer generated letters. For example, address the letters directly to the recipient rather than Dear Sir or Dear Friend.
• Keep the letter specific and professional.
• Make your argument using success stories and facts; these will help people feel the importance of your cause.
• Communicate clearly the organization’s goal for this drive. The organization may have many purposes and projects, but make sure your letter is focused on a particular need.
• Identify the specific action you wish the recipient to take to help achieve the organization's goal – whether it is donating money, items or time and how much.
• Provide details on how they can respond including a return envelop if applicable. If you are doing Online Fundraising, then be sure to include the proper website information.
• You may wish to mention that their donations may be tax deductible if your organization qualifies under IRS guidelines.
• Be thankful – thank them for their time and their consideration or go ahead and thank them for their donation.
• Make sure the letters are signed by a real person and include their name and title below the signature.
• A post script (PS) is appropriate in this form of letter and can convey additional information such as deadlines, goals or a final reference to the story or facts used at the beginning of your message to tie it together.
• Make sure you send them a Donation Thank You Letter after they have made a contribution.

Sample Donation Request Letters

Sample non profit donation letter.

Number One Non Profit 123 Anywhere Street Best Town, Best State 88889

Mr. and Mrs. Ryan Francom 456 Somewhere Road Best Town, Best State 88889

Dear Mr. and Mrs. Francom,

In 2009 Number One Nonprofit helped over 350 underprivileged boys participated in Boy Scout activities in our community. They had a chance to learn to swim, learn basic survival and first-aid skills and learn how to work with other boys. More importantly, they were given the chance to develop confidence, to feel wanted and to develop dreams for their future, dreams that have included becoming engineers, accountants, doctors and politicians.

Here is what some of our alumni our have to say about the impact Scouts had on their lives:

" I don’t know where I would be without Scouts. My dream of becoming an Engineer really started with my first model rocket built in Scouts. " - Bill

" Scouts gave me somewhere to go after school and kept me from getting into other trouble. Frightens me to think of where I would be without the help of my leaders and friends from scouts. " - Tom

Our goal for 2010 is to help 420 boys participate in scouting activities including a full week at summer camp. Thanks to generous sponsors, we are well on our way to reaching our goal, but we still need help supporting the final 150 boys. Will you help us meet our goal to provide these wonderful boys with worthwhile activities by supporting a boy? Your donation will have a dramatic impact on the life of a young man.

Here is how your gift will impact them:

• $100 – Your boy will receive a uniform and be able to participate in weekly activities for one year
• $150 – Your boy will have a spot at a week long summer camp with activities such as horseback riding, crafts, swimming, canoeing and archery.
• $250 – Your boy will receive a uniform, a week at scout camp and participate for 1 year in weekly activities.

Send your gift directly to us using the included return envelop or, if you wish, you may use our online donation website – www.numberonenonprofit.com.

All donations to Number One Non-Profit go directly to the boys we have been helping since 1985. Your gift will have tremendous impact on the life of a boy and help him to have the skills, vision and motivation to change his life. Thank you for partnering with us to help our boys.

Bill Stevenson President

P.S. – Since activities start the first week in January, our deadline for raising funds is 12/15/2009.

School Donation Letter Example

Super Duper Academy 123 Anywhere Street Best Town, Best State 88889 www.superduperacademy.com

Mr. and Mrs. Gary Jones 456 Somewhere Road Best Town, Best State 88889

Dear Mr. and Mrs. Jones,

The Super Duper Academy is a local school that seeks to help children with disabilities and learning challenges. We currently have enrolled over 200 students and are helping them with our customized and tailored curriculum.

We have a dream this year to add a music class in the hopes that each of our students who desires will have the opportunity to develop a talent in music. The Super Duper Academy needs enough instruments to get the class started. These instruments should be in good shape and playable. Each one donated to the academy will be assigned to a particular student, one that they can take home for practice and use in class.

We are asking you to please look around your house and donate any instruments that you may no longer need, even if the instrument may need minor repairs. If you would still like to give, but do not have an instrument, consider giving a cash donation that can be used for other music supplies or check your local pawn shop for a suitable instrument.

Instruments can be dropped off at our front desk or simply call (123)456-7890 and we will be happy to drop by and pick up the instrument.

It is through generous donations like yours that the Super Duper Academy has been able to provide life changing classes and experience to thousands of special needs students over the last five years. We could not do it without you.

Bill Kennedy Principal

P.S. – We would like to invite you to our open house on August 31, 2010 at 6:00 PM to meet some of our students and to learn more about our programs.

Sample Charitable Donation Letter

Katie Brooks 123 Anywhere Street Best Town, Best State 88889

Mrs. Norah Smith 456 Somewhere Road Best Town, Best State 88889

Dear Mrs. Smith,

On June 16th, 2009 I will join thousands of others on a 20-mile walk as part of the MyCharity Walk-a-thon, an event that raises money for MyCharity and the fight against breast cancer. The goal of this event is to increase awareness of breast cancer, to highlight stories of survivors and to raise money to help fund research into curing this deadly disease.

I am writing you to ask you for your support for this event and cause.

I know firsthand what it is like to lose a loved one to breast cancer. My mother passed away five years ago after losing a three year battle with breast cancer. If she had been more aware of the risks of breast cancer, perhaps she would have sought medical attention sooner. I believe she is proud of my efforts and I like to think she will be walking beside me on this 20-mile event.

Please read the enclosed brochure that further describes MyCharity, its goals and details about our event on June 16th. Then determine how much you will pledge to help sponsor me in this event. You can make your pledge directly at www.mycharity.org or can mail your donation, along with the enclosed donation form to MyCharity. Last year I was able to raise $2750. Will you please help me reach my goal this year of $3,500.

Thank you for taking the time to learn more about breast cancer and my efforts to end it, something I wish for so that others do not have to go through the experience of losing their loved one early.

Katie Brooks

Additional Resources

• Donation Form by Vertex42.com - A customizable and printable form to send to potential donors.
• IRS Rules (Publication 526) - irs.gov - General guidelines for charitable contributions
• Tips for Writing Fundraising Letters at WriteExpress.com

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• Testimonials

Donation requests are core fundraising strategies and techniques for most nonprofits, but how you ask for support makes all the difference in your success. Letters make an impact by connecting with the reader, sharing the importance of your cause, and providing a direct, simple route for offering support. 

You don’t have to be a prize-winning author to write an effective donation letter for a nonprofit organization, but you will need planning and a dash of creativity. This guide will walk you through the structure of a donation letter and tips for personalization, follow-up letters, and corporate recipients.

Structuring and Writing Your Donation Letter

A donation letter’s fundamental structure should be familiar if you’ve written other letters. Follow these steps for writing and using donation letters.

1. Define Your Purpose

Before writing anything down, determine what you want to accomplish with this letter. Consider factors like these.

• Type of donation: Are you looking for money, time, or in-kind donations? Knowing what you want can help you include more relevant details for your readers.
• Purpose of donations: Do you have a specific goal, such as funding an event or campaign, or are your fundraising efforts more generalized?
• Format: Emails are an affordable way to target specific audiences and reach many people, but direct mail offers a sense of intimacy that many appreciate.
• Length: The best donation letters are usually short and sweet. You might use a longer letter for an extensive campaign, but people typically prefer concise, easy-to-read content.

2. Write the Perfect Introduction

Once you know your goals, start crafting a stellar introduction. Focus on grabbing your readers’ attention with a hook. Some common approaches include using a question , quote, statistic, or story. Whatever method you use, try to make an immediate connection with humanistic, conversational language.

Two other elements to consider at the start of your letter include your salutation and subject line, if you’re sending an email. Use these to grab the reader’s attention, but be careful to avoid spammy-sounding language.

For your salutation, create a friendly greeting personalized to your reader. Many platforms can help you automatically populate an email with names from an imported spreadsheet or mailing list. Including the reader’s name rather than a generic “Dear Donor” greeting helps show that you see them as a person, not merely a source of funds.

3. Detail Your Nonprofit’s Mission and Needs

Next, tell your reader what you’re working on. Concisely describe your organization’s general goals and the project at hand. If you’re writing to a previous donor, this section is a good place to thank them and acknowledge their support.

After laying the groundwork, drive home the impact of the reader’s donation. Let them know the value of their time, money, or items, and explain how you used it. Share stories of people you’ve supported or describe your last campaign. Aim to create an emotional connection with the reader and tell them how you will use their donation to make an impact.

This part of the letter is your chance to tell a compelling story and connect with your audience. Pictures and videos can beautifully convey your impact by showing readers what your work looks like in action. Remember to emphasize how donations make it possible.

4. Provide a Strong Call to Action

This last component of your letter should make it as easy as possible for readers to donate. Provide an unmistakable, concise call to action that tells them what you’re looking for and shows them how to support you. You might ask for a specific dollar amount and provide a link to an online donation tool, or ask them to volunteer for only a few hours a week.

Providing a specific donation suggestion makes the process easier, since it reduces the decision-making the recipient must do. Instead of wondering if $20 is enough or thinking about the best way to donate, they can click a link and send money online.

Don’t forget to include a reminder that your organization appreciates any amount. The suggestion should make donating easier without discouraging smaller amounts. You can even offer choices, such as “Give $5,” “Give $10,” and “Give $15.” Research shows that this request style increases contributions by simplifying decisions.

If you’re sending out mailers instead of emails, you may need to provide more specific instructions, such as telling people to visit a URL or providing a mailing address for checks. You can also use a QR code to create and print an image users can scan with their phones.

How to Personalize Donation Letters to Increase Success Rates

A few personal touches can put your donation letters over the top. An easy way to personalize your donation requests is to segment your audience and send letters to people in specific categories. For example, you might send one letter to people who have never donated and another to thank recurring donors for their ongoing support.

Some ways to segment an audience include:

• Recurring versus one-time donors
• First-time versus high-amount donors
• Volunteers versus the public
• Preferences for email versus physical mail

The Importance of Personalization For Non-Profit Organizations

Personalization can boost donation rates by making readers feel more connected to your organization. One of the easiest ways to personalize a letter is to add the recipient’s name, but you can also mention their previous interactions with your company. You might tell a frequent donor how much you appreciate their contributions or share with a volunteer how helpful their work has been.

People get donation requests from many organizations. Personalization can help you stand out by making the reader feel valued, boosting their connection to the organization.

Donation Request Letter Template for Nonprofits

Below is an example of a personalized donation letter for nonprofit organizations, written for previous donors:

Dear [donor name] ,

Did you know that [provide a statistic or fact about your mission] ? On behalf of [your organization’s name] , I’d like to ask for your support in our mission to [describe your purpose and values] .

Your previous donations have enabled us to [describe one of your organization’s accomplishments from the last year] . We believe your contribution can help us make an even more significant impact. By supporting [your organization’s name] , you will help us [describe how you plan to use this donation ].

Please consider donating [specify an amount] today to directly benefit [name the community you serve] . We accept contributions through [list preferred donation methods or platforms] , and we use every penny effectively and transparently. You can also contribute your time by volunteering. Please contact [name your volunteer manager] at [email or phone number] to get started!

If you have questions about our organization or how we use your contributions, please reach out! We wholeheartedly appreciate your consideration and support. Together, we can build a brighter future for [name the community you serve] .

I sincerely thank you for your generosity,

[Your name] [Your title or role] [Your organization’s name]

Effective Follow-Up Strategies After Sending Donation Letters

Following up with your recipients is essential for getting many potential donors to finish the process. Sometimes, life gets in the way and they forget. Other times, they might be unsure if they want to donate, and your second request seals the deal. Whatever the reason, follow-up letters can transform an email recipient into a donor. Try these tips and strategies for following up on donation requests.

• Thank the recipient for their time: Even if your recipient hasn’t donated, thank them for their time and consideration. This thoughtful gesture shows your appreciation and facilitates a good relationship.
• Send a simple reminder: A straightforward reminder email can keep you top-of-mind and encourage more donations.
• Offer more information: If your reader is still on the fence about donating, an email with more details about your goal, experience, and the donation’s purpose can help convince them.
• Provide alternative payment methods: If you only included one payment option in the first email, you could mention others in your follow-up. More methods, like mailing a check or using a bank transfer, can meet various preferences for security and convenience.

Why Is Donation Follow-Up Important to Businesses?

Following up on requests can secure donations in several ways. As the strategies above demonstrate, they often build relationships, provide reminders, and seal the deal by offering more details or options. These follow-ups can be the crucial missing piece between thinking about donating and taking action.

Sample Letter for a Donation Request Follow-Up

We hope this letter finds you well. We wanted to follow up on the donation request we sent on [date] . Though we haven’t heard back yet, we know you may have other commitments and priorities and thank you for your time.

[Your organization name] sincerely appreciates your consideration and wanted to express our gratitude for your support over the years. Your donation could make a meaningful impact on [name the community you serve] . We hope to use these funds to [describe your goal in more detail] .

Please reach out to us if you have any questions or would like more information on our mission! While we offer convenient payments through [preferred payment method] , we can also take contributions through [other payment methods, like bank transfers and checks] .

Thank you again for your time and consideration. We hope we can count on you to help us [briefly mention your goal] !

Warm regards,

How to Write a Donation Letter That Appeals to Corporate Sponsors

Sending donation letters to businesses requires a different approach than writing to individual people, and corporate sponsorships can be hefty . Understanding this distinction can help you craft the best sponsorship letter for your event.

Understanding Corporate Sponsorship

In a corporate sponsorship, a business offers a donation in return for advertising during an event, such as their logo on your banner or “brought to you by” messaging in other materials.

You can ask for sponsorships in a few different ways. There’s always a classic monetary donation, which can be an amount that covers a specific component of the event, like a food stand or renting a venue. Another option is to ask businesses to donate their time, services, or equipment. Some companies send their team members to volunteer at an event, while others might give their products or services. For example, a restaurant could offer catering.

However they support your event, corporate sponsors usually want to hear about how their donation will help the business bring in customers. Your messaging should address this need by providing insight into how many people might be there, where you’ll display their name and logo, and other perks you can offer.

Another factor to include in your letters is how your mission aligns with the sponsor’s. Many businesses like to sponsor groups with similar goals. For instance, an IT firm might be a good fit for an event focused on girls in STEM. Do some research before talking to corporate sponsors to find out where your goals align, and work that angle into your donation letter.

Crafting a Letter for Corporate Donors

A corporate sponsor letter is fundamentally similar to a donation request for an individual. When asking for the sponsorship, be clear and concise and include details about how it will work and what kind of donation you hope to receive. If you’re writing to a company that’s donated before, be sure to thank them in your letter.

Sample Corporate Sponsorship Request Letter

Here is a sample letter for requesting a corporate sponsorship:

Dear [corporate contact] ,

[Company name] works hard to [describe the company’s area of work that aligns with your organization’s mission] . We genuinely admire your reputation for [name the cause or industry the company supports or mention their commitment to philanthropy] . We’re hosting a [name your event] soon, and feel that a partnership with [company name] would be mutually beneficial, allowing us to make a significant impact in [name the community or cause you serve] .

Our long history with [your cause] has led to [name your accomplishments or mention prior events held] . We’re now looking for a corporate sponsorship to help us [describe how your organization would use the donation, such as programs or supplies it would fund] . With your support, we would be proud to [describe or list sponsorship benefits, such as logo placement, event participation, and media exposure] .

By partnering with [your organization’s name] , [company name] can demonstrate its commitment to social responsibility and help us achieve [state your specific goals] . We’d love to discuss the opportunity further and address any questions or concerns you may have. Please see the attached sponsorship proposal, which provides more details about our organization and the specific benefits of partnering with us.

Thank you for considering our request. We look forward to the possibility of cooperating toward a lasting, positive change for [name the community you serve] .

Maximize the Effects of Your Donation Requests

Donation requests can be daunting, but they’re essential to modern fundraising. These strategies, techniques, and sample letters for donation requests should prepare you to write an attention-grabbing letter that gets you closer to reaching your goals.

Remember to include all types of donations in these letters, as many people overlook the possibility of volunteering or in-kind giving. As you add volunteers to your roster, try Volgistics, a volunteer management program that makes it easy to schedule, communicate, and track volunteering activities. Learn more about our platform today!

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