General fundraising letters are what most people think of when they think about written fundraising appeals. They’re a standard way to ask individuals for donations. These letters are typically one page, but never longer than two pages.
General fundraising letters detail your organization’s needs, let the donor know how they can help, and thank the donor for any previous involvement they may have with your organization.
Fundraising letters for general donations can be sent at any time of year, but they are particularly effective during end-of-year fundraising. They allow your nonprofit to spell out your needs and speak directly to donors about how they can help.
You can also send fundraising letters out as part of your annual campaign. Send out several letters a year, but don’t stuff your donors’ mailboxes! Space out your mailings over several months.
Date
Your Name
Your Organization’s Name
Street
City, State ZIP
Dear [Donor’s Name],
[Begin with an emotional appeal. A success story or a narrative that tugs on your donors’ heartstrings hooks your readers. Keep it short, though!]
Our community/nation/world is facing [problem(s) your organization is trying to fix]. While we are actively [insert current solutions your organization is attempting], we need your help to make our efforts go even further!
You can help us [solve the problem you’re trying to fix]. Your support is crucial to our efforts to [solve the problem].
If you’re able, we’d love it if you could make a donation of [amount] to help us achieve our mission and [solve problem].
Thank you in advance for your contribution. Your donation will go toward [insert effort, accomplishment, or project].
Here are the ways you can make a donation:
• Make a donation online at [URL]
• Call us at [phone number]
• Send a check in the pre-stamped envelope we’ve included (no cash, please!)
• Text [keyword] to [text-to-give phone number]
Thank you again!
Sincerely,
[Signature of an organizational leader]
[Typed name of organizational leader]
P.S. [End with an update about an upcoming event, volunteer opportunity, or other information]
Best Practices for Writing Fundraising Letters for General Donations
Use the Donor’s Preferred Name
If your donor’s name is William, but you know that he prefers “Bill,” use Bill in your greeting. Using a donor’s preferred name establishes trust right off the bat. And never start a letter with “Dear Donor.”
Focus on the Donor
Fundraising letters are not the time to brag about your nonprofit. They’re meant to show donors how they can get involved and help your organization achieve your mission and goals. Make it about your donors!
Sign the Letter
Have a leader in your organization sign the letter to connect with more donors. This may seem like a minor point, but it’s critically important for making your letters personalized and genuine.
Introduce Matching Gift Opportunities
Many of your donors are likely eligible for matching gifts and don’t know it! Educate your supporters about how they can tap into corporate philanthropy programs in order to support their favorite causes and make their own donation go further, without using more of their own money.
Offer Other Engagement Opportunities
If you just ask for money, your nonprofit might come across as greedy and impersonal. Instead of just making a fundraising appeal, offer your recipients other ways to get involved, such as volunteer opportunities or other events.
Sponsorship letters are very similar to general donation request letters; however, they typically contain information about an incentive that a donor can receive in exchange for a donation.
Fundraising letters asking for sponsorships are used to raise money for events. Nonprofits usually are unable to cover all of the costs associated with an event, particularly a large one such as a gala or a marathon.
Instead of paying for everything out of pocket, the nonprofit will send out a sponsorship fundraising letter asking a business or individual to help cover the cost of the event. In exchange, the nonprofit offers an incentive, such as advertising space in a program or on t-shirts, a special booth at the event site, or inclusion on the nonprofit’s online “Partner List.”
Sponsorship letters are used in conjunction with other fundraising methods to help cover the cost of an event. They should be sent at least a few months before the day of the event itself.
Most of the time, a nonprofit will send a sponsorship request letter to a corporate partner, but they can also be sent to individuals who already have close ties with the organization, either through volunteerism or donations.
In both cases, it’s important to pick the right recipient for your sponsorship letter. If you send a letter to a random company or individual, you aren’t likely to hear back. Your best bets for successful sponsorships are your current corporate partners and volunteers or donors who have repeatedly demonstrated their dedication to your nonprofit.
Date
Your Name
Your Organization’s Name
Street
City, State ZIP
Dear [Donor’s Name],
Our annual/biannual/monthly event, [name of event] will take place on [date] at [location]. Our theme this year is [insert theme], and we’re looking to raise [insert fundraising goal].
We can’t meet our goal without the help of people/companies like you/yours.
That’s why I’m writing to you. Would you consider making a donation of [amount] to help sponsor our event? By giving to [name of event], you’ll be able to help us [accomplish goal, assist members of our community, save lives, etc. Be as specific as possible here].
In appreciation of your anticipated donation, we would like to offer you [incentive. Again, be as specific as possible here].
We hope that we can count on your help to make this year’s event one of our best yet!
Please include your donation in the self-addressed and stamped envelope included in this letter or come by our offices at [address] to make a contribution.
Thank you in advance for your sponsorship! We hope to see you at [name of event]!
Sincerely,
[Signature of an organizational leader]
[Typed name of organizational leader]
P.S. [End with an update about an upcoming event, volunteer opportunity, or other information]
Best Practices for Writing Fundraising Letters for Sponsorships
Give Specifics About Your Event
If your fundraising letter is vague about the particulars of your event, your recipient is going to be less trusting. Give specifics, such as date, time, reason for the event, the cause you support, and more.
Offer Incentives to Your Sponsors
Your donors are probably going to want to know what they’ll receive in exchange for their sponsorship. Outline the different levels of incentives that you plan on offering donors who give certain amounts to your event and cause.
Tell the Sponsor How They Can Donate
You’ll likely want to accept sponsorship contributions via mailed-in check. Make sure that you let donors know how they can make their contribution to your event.
Ask for a Particular Amount
Your sponsorship letter shouldn’t be ambiguous when it comes to your fundraising needs. Look at your donor’s previous giving history and let them know exactly how much you’re asking for.
If your nonprofit needs more volunteers for an event or project, you can send out letters to your supporters to recruit more people.
Volunteer time request letters spell out your organization’s need for volunteers and often give your supporters a chance to indicate how they would prefer to get involved with your nonprofit.
This allows everyone to be a part of your volunteer efforts in a way that works best for them and your nonprofit.
Letters that are asking for volunteer time should be sent to your supporters a few weeks or even months ahead of your designated volunteer event. You should also supplement your letters with emails and phone calls.
You’ll need time to figure out where to place all of your volunteers and work out the logistics of your event or project.
Volunteer letters can be sent to existing volunteers as well as donors who you think might be interested in volunteering.
Date
Your Name
Your Organization’s Name
Street
City, State ZIP
Dear [Volunteer’s Name],
This is not a fundraising letter! There, now that’s out of the way.
We aren’t writing to you to ask you for money. Instead, we’d like to invite you to be a part of our upcoming volunteer day on [date] at [location].
We’ll be [explain what will occur during your volunteer day], and we could really use your help!
If this sounds like fun to you, just fill out the information portion at the bottom of this letter and mail it back to us in the self-addressed and stamped envelope we’ve included.
Thank you for your interest in being a part of our volunteer team. Thank you in advance for your donation of time, energy, and service.
Sincerely,
[Signature of an organizational leader]
[Typed name of organizational leader]
P.S. [End with an update about an upcoming event or other information]
————————————————————————————————————
Name:____________________________
Phone Number: _________________
Email Address: __________________
Available Times: ________________
Volunteer Interests: [list out several options for
volunteers to choose from]
Helping with check in
Passing out food and water
Helping with safety and security
Passing out flyers or other materials
Other
Best Practices for Writing Fundraising Letters Asking for Volunteer Time
Start with an Interesting Hook
If a volunteer thinks that your letter might be a request for money, they might not read the whole thing. Get to the point quickly with an interesting hook that reassures the recipient of your intentions.
Don’t Forget a Contact Info Portion
If a recipient of your letter is interested in volunteering, you’ll want to know about it! Include a tear-off portion at the bottom of your letter that asks for contact information and volunteer interests.
Thank the Recipient in Advance
People like to feel acknowledged. Show your appreciation of your volunteers by thanking them within your letter. Of course, you’ll want to thank them after the volunteer event or project as well!
Send the Letter From a Leader in Your Nonprofit
Truthfully, all of your fundraising letters should come from a leader in your nonprofit. Include the person’s title so that your recipients have some kind of context for who the author of the letter is.
While most of a nonprofit’s revenue comes from individual donors, there is still a significant portion that is supplied by companies and businesses.
However, your organization has to ask for these corporate donations, and that’s where these fundraising letters come in!
Unless you know a particular corporate leader or business owner particularly well, you can’t just march into a company and ask for money or in-kind donations. Fundraising letters are a way to introduce yourself and your nonprofit and ask for monetary or other kinds of help.
Most corporate fundraising letters are used to ask for in-kind donations for special projects, events, or other initiatives.
Nonprofits often can’t cover all of the costs associated with these projects, so they turn to companies and in-kind donations to help make up the difference.
Fundraising letters that ask for corporate support are used when you need to get your foot in the door of a company or business. They’re the perfect way to introduce yourself and your nonprofit, ask for a meeting, and illustrate your need for monetary or in-kind donations.
Date
Your Name
Your Organization’s Name
Street
City, State ZIP
Dear [Full Name],
As a leader at your company/small business owner/CSR manager, you understand the need for [solutions to a problem that your nonprofit is trying to solve].
Our organization, [insert name of nonprofit], is actively trying to create solutions and solve the problems that our community is facing.
But our efforts to [solve the problem] won’t reach their maximum effectiveness unless we have the backing of the entire community.
That’s why I’m writing to you!
We’re looking to [host an event, reach a fundraising goal, etc.], and we would appreciate it if you could donate [amount or in-kind donation].
I’d love to sit down with you to discuss this further. You can reach me directly at [phone number] or [email address].
I look forward to hearing from you soon. Thank you in advance for your generosity and support!
Sincerely,
[Signature of an organizational leader]
[Typed name of organizational leader]
P.S. [End with an update about an upcoming event, volunteer opportunity, or other information]
Best Practices for Writing Fundraising Letters for Corporate Donations
Make a Connection Via Common Problems
The person you’re writing to likely understands the issues that affect your area. Introduce your fundraising letter by addressing these concerns and letting your recipient know how they can help.
Be Incredibly Specific
Vague requests for money aren’t going to work here. Let your reader know exactly what you’re asking for or how much money you need. A specific ask shows that you’ve done your research and are prepared for your event.
Offer Ways to Get In Touch
It isn’t likely that a business leader is going to read your letter and immediately cut you a check. They’ll likely want to talk about the donation first. Give them a way to get in touch with you directly.
Mention any Previous Contributions
If you’re writing to an existing corporate partner, make sure that you reference and acknowledge any past donations. This is important for setting the right tone for your letter and ensuring that your corporate donors know that they’re appreciated.
If your nonprofit hosts a silent, live, or online auction, you’ll need to obtain unique and desirable items for your attendees to bid on. It doesn’t make sense to go out and buy these items, and the less you spend on auction items, the greater your return on investment will be for your auction.
Instead, you should have these unique items and experiences donated by companies or individuals in your community.
A fundraising letter asking for auction items allows you to explain your nonprofit’s needs and enables donors to fill out a small sheet that lets you know that they’re interested in contributing.
Fundraising letters that ask for silent, live, or online auction items should be sent out a few months ahead of your event date. You need to give your recipients time to think about your request and figure out what product, item, or experience they’d be willing to donate to your auction.
You can send out your letters to both corporate partners and donors who have a relationship with your nonprofit.
If you’re looking for items or experiences to auction off at your next event, you’ll need these fundraising letters to get the word out and put biddable items on the auction block.
Date
Your Name
Your Organization’s Name
Street
City, State ZIP
Dear [Donor’s Name],
Our annual auction [formal name of event] is coming up on [date] at [location]. Last year we raised [amount] thanks to the generosity of our bidders and people like you who donated items to our auction.
This year, we’re hoping to raise [amount] to [solve issue, start project, etc.]. For our annual auction, we rely on donated items to help us keep our costs low. That way, more money can go toward [project or cause].
Would you consider donating an item to our auction? We are specifically looking for [items that your organization wants to feature].
Here are our guidelines for auction items:
• Market value must be greater than [amount]
• Items must be new or gently used
• Items must be in keeping with the auction theme [when applicable]
• [Insert other guidelines your organization has]
If you have merchandise or an item that fits these guidelines, please fill out the attached information slip and send it back to us in the self-addressed and stamped envelope we included. Someone will be in touch with you within [number of days] to discuss your contribution!
Thank you in advance for your generosity.
Sincerely,
[Signature of an organizational leader]
[Typed name of organizational leader]
P.S. [End with an update about an upcoming event, volunteer opportunity, or other information]
—————————————————————————————————————————
Name: _______________________
Item(s):_______________________
Phone #/Email:___________________
Best Practices for Writing Fundraising Letters for Auction Items
Include Info About Your Last Auction
Give your donors an idea of how successful your past auction was and how much money you raised. If this is your first auction, write about how much money you hope to raise during your event. Don’t forget to talk about what you’re raising money for!
Be Specific With Your Request
If your auction has a theme, let your donors know! If you don’t want certain types of items, tell your donors in the letter. It’s easier to get the details out of the way in the beginning than to turn an unacceptable item down later. Include examples when appropriate.
Include a Form
Your letter should include a tear-off portion or another sheet of paper that donors can fill out with their name, type of item, and contact info. Make sure you let them know that someone from your nonprofit will be in touch!
Invite Your Donors to the Auction
It would be rude to ask for a donation and not extend an invitation! Let your donors know when the auction is and how they can participate in your event.
Much of fundraising has moved online. From crowdfunding to other methods of online donation collection, asking for donations online is now commonplace. While you might be sending a letter analog-style, via direct mail, your supporters could be interested in donating online.
As such, an online donation request letter is a fundraising letter that includes mention of an online campaign and provides the URL for the campaign.
The short answer is simple. You should use online donation request letters when you’re running a campaign. Make sure to send them out at the beginning of the campaign so that the messages have time to reach your prospects and donors.
While your online donations might be digital, your promotions should go beyond digital if you truly want to reach a broad audience of supporters.
Date
Your Name
Your Organization’s Name (when applicable)
Street
City, State ZIP
Dear [Donor’s Name],
My name is [your name] and I am [describe your position/situation/background]. My organization launched our [name of online fundraiser] today. Our goal is to reach [amount] to [project, event, cause you’re raising money for].
[If possible, add a personal connection to tie the donor to your cause. For instance, if you’re raising money to create a program that provides kids with toys for the holidays and you’re writing to a father, emphasize how grateful the children will be to receive a toy from their parents].
Just a small donation of [amount] will help me accomplish [explain exactly how that contribution will make a difference].
You can make contributions on our crowdfunding page [link to page]. If you can’t give, but still want to support our cause, please share our page with your friends, family members, and coworkers. With more people aware of our cause, we’ll be one step closer to reaching our goal.
The team at [organization’s name] would like to thank you in advance for your support.
Sincerely,
[Signature of author]
[Typed name of author]
Best Practices for Writing Fundraising Letters for Online Donations
Ask Supporters to Share the Campaign
Not every letter recipient will be in a position to donate to your cause. But your online campaign can benefit from more than donations; it will benefit if your supporters share and promote it, so make sure to ask them to!
Include a Personal Narrative
Personal narratives resonate with fundraising letter readers. Take a paragraph or so to tell a specific story about the cause. Help your readers get a clear sense of the work you’re doing and why it is so important to fund it.
List the End Date
Listing the end date will provide two key benefits. For starters, it provides the donor with a key detail about your campaign. Additionally, it can be an incentive to donate right away, rather than mulling it over and eventually forgetting to give.
Add the URL of Your Online Fundraising Page
While readers will be receiving this letter via direct mail, you should definitely include your online campaign’s URL so that interested parties can quickly head to your page and donate in minutes.
Fundraising event invitations are more than just invites, they’re fundraising letters. When someone buys a ticket to your event or sponsors a table, they’re donating to your cause, even if it isn’t a donation in the traditional sense.
Event invitations should always include the date, the location, the start time, a brief background on your cause, and ticket pricing.
Event invitations should be sent out as early as possible in order to ensure your supporters have time to consider and respond. Additionally, if you’re needing RSVPs, you’ll want to build in a buffer so your team can plan according to invite responses.
Send your fundraising event invitations no later than 4 weeks out from the event, but it’s best to send invites approximately 3 months ahead of time.
Date
Your Name
Your Organization’s Name (when applicable)
Street
City, State ZIP
Dear [Donor’s Name],
My name is [your name] and I am [describe your position/situation/background]. I am looking to raise
[amount of money] to [complete a project/participate in an event/support a cause/etc.].
[Include information about why the cause or project is important to you and how it could potentially impact
the reader or those you serve].
To support my fundraising efforts, I’ve decided to host an event! [Describe the event and give details].
I’m writing to invite you to this event! It will be held on [date] at [location].
[Provide any extra details concerning attire, theme, or age limits].
All of the money that I raise during the event will go toward [describe exactly what the contribution will be
used for].
If you’d like to attend [name of the event], please respond by [date]. I’ve included an RSVP card in this letter
for you to fill out and send back to me.
If you’d like to support even more by helping me plan and prepare this event, please get in touch with my by
giving me a call at [phone number] or emailing me at [email address].
Thank you in advance for your contribution! Your support means the world to me!
Sincerely,
[Signature of author]
[Typed name of author]
Best Practices for Writing Fundraising Event Invitations
Focus on the Cause More Than the Event
If you want your event invitation to be an effective fundraising letter, you need to foreground the cause. Donors will be more likely to RSVP yes to an event that they are emotionally tied to. Cause narratives create the strongest emotional connections.
Set an “RSVP by” Date
Having a final headcount for your event is important. The sooner you have that information, the sooner you can figure out specifics like catering quantity, number of seats, and gift bag count. Including a date that invitees must respond by makes planning much easier.
Ask If They Want to Help
Successful fundraising events require help from a wide variety of volunteers. In your event invitation, mention that you’re looking for event volunteers and provide contact information for your volunteer coordinator. You’d be surprised how many attendees will jump in to help.
Include Necessary Details
As briefly as possible, you want to include all the relevant logistical details about your event. Is there a dress code? Will there be speakers? Are you hosting an auction? If you have an event page online, make sure to provide the URL within your letter as well.
Are you looking to raise money for a cause, project, life event, or charity?
Donation request letters can be a traditional (yet effective!) way to ask companies and individuals for cash and in-kind donations as well as sponsorships. You can also use them as invitations to your fundraising event.
Click below to take a look at (and download!) our amazing donation request letter templates that will help you raise more money from individuals and local businesses.
Now that you’ve learned how to write different types of fundraising letters, you can learn even more techniques on how to ask for donations.
Soliciting gifts can be intimidating, but with a few strategies and some practice, you’ll be on you way to being an expert at asking for donations.
Read our in-depth guide for more assistance on how you can approach potential donors and the best methods to ask for donations for your fundraiser.
Sponsorship letters are used by organizations who need help paying for larger fundraising campaigns or annual events.
Nonprofits, clubs, and schools offer perks to local businesses and individuals in exchange for donations. Each donor gives a certain amount that corresponds to a sponsorship level. The perks might include free advertising , event tickets, and more!
If you need help writing a sponsorship letter or a sponsorship levels document, don’t worry! We’ve got some awesome templates for you to use.
Fundly is dedicated to providing you with the tools you need to raise money for whatever your cause may be.