Donation Request Letter Examples + Tips

Donation request letters are documents created by an individual or organization to raise money or resources for an event, a project, or other helpful cause.

The letter’s purpose is to inform the donors about yourself or your organization, the reasons for fundraising, why their contributions are needed, and how they can donate.

In most cases, a donation letter is sent to corporations, community members, friends, and family members. When preparing this letter, it is essential to indicate the preferred donation method(s). This may include fundraising events, online campaigns, crowd-funding, etc. The donation method selected will largely depend on the target audience.

Note that the letter’s tone and layout depend on the target audience. The donation request letter can be written and delivered electronically or in paper format. Regardless of the selected format, the letter should include all the needed information to convince the donors to contribute.

Following are the donation request letter templates that you can download for free:

Why is It Important?

Donation letters are a crucial part of any fundraising exercise. The letter will help you to connect and communicate with all potential donors effortlessly; this allows you to outline the reasons for the request and prove that the fundraising request is genuine and authentic.

A donation request letter is a formal way of asking for financial help from organizations, friends, and family. Therefore, you should indicate in the letter exactly what you need and when you need it. Additionally, this letter is used to show the donors that you can handle any large donations that might be contributed. Furthermore, using a donation request letter effectively shows the donors that their contributions will make a significant difference and will be highly appreciated.

How is It Sent?

You can create and print out the donation request letters and deliver them to the donors by yourself. On the other hand, you can use a direct mail campaign program or other social media platforms to reach the donors. However, printing the letters is costly and time-consuming compared to using online platforms and programs.

However, each donor has their preference of how they want to receive the letter. Therefore, you should use both letter delivery methods to reach potential donors. To find out about the donor’s communication preferences, you can ask them directly or send them a survey to help you understand their preferred communication methods.

Donation request letters are essential tools when conducting a fundraising campaign. Depending on the recipients, the letters can be written in formal and informal tones.

Below we are going to discuss different types of donation request letters:

General donation request letters

This request letter is commonly used to request financial aid from your family, friends, and different members of the community. The letter indicates the reasons for the fundraising, the amount of money needed, how the money will be used once acquired, and how to make the contributions.

Corporate donation request letters

These are meant to request donations from organizations, businesses, and corporations. You can use the letter to highlight why you need the donations, how the businesses and corporations will benefit from the fundraising, and the donation methods. These letters can be sent to both local and international corporations.

Sponsorship request letters

You can use a sponsorship request letter to request material or financial donations from friends and family members. Usually, these letters are written and sent to ask the donors to contribute a certain amount whenever they complete or participate in a fundraising event like a marathon or a walk.

Invitation to a fundraising event

You send this letter to your friends, family, or community members to invite them to a fundraising event. The purpose of the fundraising event is to help you raise funds for an expense, project, or community cause. The letter contains the reasons for the fundraising, the list of any special guests, the date, and the event’s location.

Online donation request letters

An online donation request letter is a document forwarded to donors online. The popularity of this fundraising method has grown in recent years. The letter highlights the reasons for raising funds and the methods the donors will use to submit their contributions. The letters or emails should contain a URL or a link to your online donation page or website.

In-kind donation request letters

The in-kind donation request letters ask for services or material donations rather than financial contributions. In most cases, these letters are used by non-profit entities to ask for donations from corporations for individual donors. In the letter, you should include all the items or services needed in your organization.

School donation request letters

These are letters used by educational institutions such as universities, high schools, and K-12 schools. The letter requests financial aid from corporations, individuals, or the community. The letter should include information about the institution, the reasons for the request, and the amount needed.  

Church donation request letters

These are letters used by churches and other religious entities to ask for financial and material aid from corporations and individuals. These donations are outside the regular tithing and offerings made by the church members. The letter should include the details of the church and events they are raising funds for.

Individual donation request letters

This letter asks for donations from individual friends and family. The letter aims to help you explain why and when you need the requested funds. Additionally, the letter outlines acceptable donation methods.

Volunteer donation request letters

This letter informs the target audience that the organization needs more volunteers to complete specific tasks and keep the organization functional. In addition, this letter can introduce the organization to potential donors and share its mission, vision, and values.

Peer-to-peer donation request letters

It is usually sent to a donor requesting them to support a non-profit organization’s cause. The donor is then allowed to share the letter with their peers, asking them to support their favorite non-profit organization; this is an effective way of gaining more financial and material aid from well-wishers.

The format you use is essential as it may impact the decision someone will make regarding your request.

Below are some professional formatting tips you should consider when writing your donation request letter:

Header

As a sender, start by including the name of your non-profit organization, the contact information, and the branded logo you use. Also, include the date that indicates when you wrote the letter.

Graphics

You should also incorporate relevant images besides the simple black and white letter. This will increase the document’s appeal and entice the donors to read the document. You can include images of your beneficiaries, previous fundraisers, etc.

Typography

Ensure that you use a readable font, preferably a traditional font like Times New Roman or Calibri. Also, it is advisable to use a large font size that will suit the different letter recipients you may have. The donor will likely set it aside if it is not readable, affecting your project, campaign, or event.

Colors

For your text, use black ink only. However, you can incorporate other colors to contrast your background. Use the colors that fit your brand guidelines, such as those that appear on your logo.

Envelope

Finally, use an envelope that has your organization’s logo printed on it. This will create a positive and great first impression before the recipient reads the letter.

Note: Your letter should not be overloaded with formatting styles and designs as it will distract the recipient from the focus; the donation request. Ensure that you make your letter appealing by using these formal design elements appropriately. The idea is to create a professional document encouraging recipients to read the donation request letter.

When communicating with a donor having a request, you need to know how to write a proper donation letter to encourage them to donate.

Here is a guide on how to write a letter for a donation request:

Start with the greetings

Your donation request letter should start with a formal greeting. Ensure that you include the donor’s name in your greeting. This makes your request letter personalized and more likely to be opened. Whether you send your letter through mail or email, personalizing it makes it more appealing to a potential donor.

Note: Studies suggest that letters or emails with personalized greetings are 26% more likely to be opened than those that do not have the recipient’s name in the salutation.

Clearly state your goal/mission

It is vital to avoid assuming that the recipient of your letter knows about your organization. With that in mind, continue with your letter by clearly stating the goal or mission of your organization. This way, the recipient knows what you do, what you stand for, and what you wish to accomplish.

The best way for you to highlight your mission is by including a story of one of your beneficiaries. Explain how donors helped to change that person’s life and then connect the story with your goal or mission.

Describe the current event/project

After that, you will need to describe your current project or event. Therefore, you send a donation request letter to the donor. Ensure that you provide them with proper details about the event, such as its objective, the date, or even the guidelines. The idea is to give them enough details to appeal to them and entice them to donate to your event, project, or campaign.

Use success stories and facts

Apart from mentioning your campaign or event, ensure that you provide success stories of how previous donations have impacted your organization. Most donors will want proof to understand how their donation will be used. In addition, you can include personal stories from your organization’s beneficiaries. Adding facts will make your success stories more enticing and compelling.

Make an emotional appeal

You will need to appeal emotionally to the donors by showing them how your work or mission has helped the nearby community. In addition, you will need to show how your mission as an organization has led to positive contributions to those around you.

Explain how the donor can help

Ensure that you also explain to the donor how they can help you continue your mission or goal. The idea is to get them to support your project, campaign, or event. That means you must show the donor that helping you accomplish your mission will make a significant difference. You can provide exact instances and stories of how the donor can help.

Explain how the donation will be used

For the next part, ask for the exact donation amount and explain how it will be used. The donor will be more comfortable donating if they know how it will impact your project, event, or campaign. Then, you can give examples of how their donations will contribute to your organization.

Include a call to action

Finally, you must include a call to action at the end of your letter. Once you have informed them of the donation amount, they will need to know how to make it. Ensure that you tell the donor precisely what you want. Remember that your donation request is the main reason for the letter. You can tell them to send a gift, contribute via online links, attend an event to make a donation, participate in recurring donations, and many other opportunities to benefit your organization.

End by signing your name

Your donation request letter should end with a thank you message for the recipient. It should also include your contact information and signing your name. Ensure that you sincerely thank them for their future donation and for the time they took to read your letter. Showing gratitude before signing off your letter is professional etiquette that will appeal to the donor and make them feel appreciated.

When writing a letter to donors, you need to personalize your communication and ensure that the details are as relevant as possible.

To ensure that you write a successful letter for a donation request, here are some of the best practices you should observe:

Send an acknowledgment

Ensure you send an acknowledgment to the donors within 48 hours after they have made their donations. This is because they will need mailed acknowledgment when handling their end-of-year tax. However, for online donations, donors will immediately receive automatic receipts.

Tell a story

Your donation request letter should appeal to the donor; the best way to do this is by telling a story. The idea is to show them what your organization does rather than telling them. That means you should include a captivating story to help you connect with the donor. When telling that story, ensure that it is compelling enough for them to understand your organization’s mission.

Know the recipient

Even though you send several letters to various donors, you must strive to know your recipient. That means your letter must be relatable to your specific supporter. In addition, you will need to consider their age, if they are new or previous donors and if they are recurring or one-time donors. Such aspects will help you identify how you can successfully communicate with the letter recipient.

Personalize the letter

Ensure that you personalize the letter by including the donor’s name. This increases your chances of actually receiving donations from your donors. In addition, personalizing each letter you send to each donor means that you acknowledge their contributions and the difference they make.

Be specific

In your letter for a donation request, you need to be specific about what you want the donor to do. You will need to mention that your organization needs funding, why it needs funding, how much it needs, and what the funds will be used for. With such specifications, donors are more likely to make their donations now instead of sending gifts later.

Track donation letter data

It is also essential to keep track of donation letter data.  You need to keep a record of every donation request letter you send through email or mail to review its performance regarding the contributions you receive. In addition, you should track the recipients’ names to identify those that donated towards your project, event, or campaign.

Pick the perfect time to send

Finally, ensure that you pick the perfect time to send the letter. The best time to send a donation request letter is at the start of your campaign, not too early, not too late. This will give the recipient of the letter enough time to prepare a gift or a donation and ensure that they do not forget about your campaign or event.