Donation Request Letters: Fundraising Made Easy

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Donation Request Letters: Fundraising Made Easy

Put your donation request letters to good use. Start your free fundraiser today!

What Are Donation Request Letters?

Donation request letters are typed or handwritten correspondences used by individuals who are looking to raise money for a project, event, expense, or other cause.

They can be sent to family members and friends, members of the community, and even corporations and businesses.

Donation request letters usually accompany another type of fundraising method, such as a crowdfunding campaign or a fundraising event.

Why Are Donation Request Letters Important?

Donation request letters are a more formal way to ask for donations from individuals and companies. They add some tangible significance to a fundraising effort.

They also allow you to spell out your needs on paper, giving the recipient a better idea of exactly what it is you’re asking for.

Donation request letters can help you connect even more with your potential donors or sponsors and bring legitimacy to your fundraising campaign.

How Should You Send Donation Request Letters?

You can spend the time creating, printing, and sending your donation request letters yourself, but it’s much more time- and cost-effective to partner with a dedicated direct mail campaign platform.

With a direct mail provider like GivingMail, you can choose from the most successful mailing options, upload your text, graphics, and supporter lists, and send your letters within minutes.

A dedicated direct mail partner helps simplify the process, from pricing to sending out your materials, so you can focus more on helping your cause.

BONUS: Download these fundraising letters + 16 bonus templates for free! Feel free to modify them however you'd like for your fundraising appeals!

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Eight Types of Donation Request Letters

Types of Fundraising Letters
#1: General Donation Request
#2: Corporate Donation Request
#3: Sponsorship Request
#4: Invitation to a Fundraising Event
#5: Online Donation Request
#6: In-Kind Donation Request
#7: School Donation Request
#8: Church Donation Request

Types of Fundraising Letters
#1: General Donation Request
#2: Corporate Donation Request
#3: Sponsorship Request
#4: Invitation to a Fundraising Event

Most individuals who need to raise money for a project, life event, or expense find themselves turning to crowdfunding as a way to raise the funds.

Many of these people end up raising above and beyond what they needed, thanks to the generosity of their friends and family members.

But other times, their crowdfunding efforts could use an extra boost.

That’s where donation request letters come in.

You can send donation request letters to your family members and friends, members of your community, and even companies.

We’ll be covering the most common types of donation request letters, when you should use them, and some best practices for each one. We’ve even got templates for you to use!

Let’s get started.

And for more fundraising help, check out the guide to asking for donations

Write your online fundraising appeal right now.

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#1: General Donation Request Letters

What Are They?

General donation request letters are the most standard fundraising option we’ll explore here. They’re used to ask for donations from friends and family members as well as from other members of the community.

They explain the fundraising need and address any questions that the recipient of the letter might have, such as how the money will be used and how to make a donation.

When Should You Use Them?

You should send out your general donation request letters shortly after you set up your crowdfunding campaign. The two work in conjunction with one another, giving donors two ways to donate to your cause.

You can also use general donation request letters to ask for donations for life events, various expenses, nonprofit causes, educational costs, and more!

Example of a General Donation Request Letter

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 help me pay for [project/expense/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].

I’m writing to you to ask you to support me and my [cause/project/etc.]. Just a small donation of [amount] can help me [accomplish task/reach a goal/etc.]

Your donation will go toward [describe exactly what the contribution will be used for].

[When possible, add a personal connection to tie the donor to the cause. For example, if you’re raising money to help build a school in a developing country and you’re writing to a teacher, emphasize the fact that everyone deserves a quality education].

Thank you in advance for your contribution. You have no idea how much it means to me to have your
support.

Here are the ways you can make a donation:

Make a donation online at [URL of your crowdfunding campaign]
Send a check in the pre-stamped envelope I’ve included (no cash, please!)
Come to my fundraising event on [date] at [location] [when applicable]

Thank you again!

Sincerely,

[Signature of author]

[Typed name of author]

Best Practices for Writing General Donation Request Letters

Introduce Yourself
If you plan on sending out general donation request letters to members of your community that don’t know you very well, you’ll need to introduce yourself. Give your readers some context as to who you are and why you’re raising money.

Make the Letter as Personal as You Can
A normal letter is always personalized and doesn’t look like cookie cutter correspondence. Your donation request letters shouldn’t either! Personalize each letter and handwrite them when you can. This personal touch can go a long way with donors.

Sign the Letter
Signing the letter may seem like a small detail, but if you type up your general donation request, it can be easy to just type your name at the end and drop the letter in the mail. Signing the letter helps to further personalize your donation request.

Tell Donors Where the Money’s Going
Unless you have unusually trusting and philanthropic neighbors, you aren’t likely to receive any donations if you just ask for money. Let your readers know why you’re requesting donations and what you intend to do with the funds.

Raise Awareness About Matching Gifts
Donation request letters are a great place to include educational content about matching gift eligibility. Make sure to mention that your nonprofit can receive even more assistance if your donors look up their eligibility and complete their matches!

Download this letter plus 16 more of our best templates for free!

#2: Corporate Donation Request Letters

What Are They?

Corporate donation request letters are used to ask for contributions from business and corporations. They can be sent to local businesses, the philanthropic arm of larger companies, or corporate foundations.

They typically include the reasons for fundraising and let the company know what benefit they could receive by donating to the individual’s campaign.

When Should You Use Them?

The deadline for sending in donation request letters to companies will differ from business to business. Each corporation will also have different guidelines for requesting donations, so make sure you’re aware of the rules.

Send out your letters with enough time to account for some additional conversations. You’ll likely need to have meetings or phone calls to clarify or explain your fundraising campaign.

Example of a Corporate Donation Request Letter

Date

Your Name
Your Organization’s Name (when applicable)
Street
City, State ZIP

Dear [Business Owner/CEO/Manager of Corporate Social Responsibility],

My name is [your name] and I am [describe your position/situation/background]. I am looking to raise
[amount of money] to help me pay for [project/expense/cause/etc.].

[Include information about why the cause or project is important to you and how it could potentially impact
the reader, the company, or the community].

I’m writing to you to ask you to support me and my [cause/project/etc.]. Would you be willing to contribute [amount] to help me [accomplish task/reach a goal/etc.]?

Your donation will go toward [describe exactly what the contribution will be used for].

As a token of my appreciation, I will [offer incentive to the company].

If you would like to speak further about my [cause/project/event/etc.], feel free to reach out to me at [phone
number] or [email address]. I’d love to answer any questions you have and give you more information.

Thank you in advance for your contribution. You have no idea how much it means to me to have your
support.

If you would like, you can send a donation to [address] or contact me to set up another donation method.

Thank you again!

Sincerely,

[Signature of author]

[Typed name of author]

Best Practices for Writing Corporate Donation Request Letters

Address the Right Person
You might need to do a little research, but you will be much more successful if you write to the right person within a company. This might be a manager, a CEO, a business owner, or the person in charge of corporate social responsibility (CSR).

Make it About the Company
Companies are in business to do business, and while they often have philanthropic departments, they will always be faced with a bottom line. Instead of just asking for money, make it clear that by donating to your campaign, the company will also benefit in some way.

Offer to Set Up a Meeting
A company probably isn’t going to give you money just because you send them a letter asking for funds. Within your letter, offer to set up a meeting or a phone call with the recipient to discuss the particulars of the donation, your campaign, and what you plan on doing with the funds.

Ask for a Particular Amount
Your corporate donation request letters shouldn’t be ambiguous when it comes to your fundraising needs. Ask around to see if you can get an idea of how much the company typically donates to campaigns like yours and focus your amount around that figure.

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#3: Sponsorship Request Letters

What Are They?

Sponsorship letters are used whenever an individual participates in a fundraising event, such as a walkathon, marathon, or cycling event. They are written to ask friends and family members to donate a lump sum or to give a certain amount for every mile that the individual walks, runs, or cycles.

They typically include different donation options for the recipients to choose from, as well as the particulars of the event the individual is going to participate in, the nonprofit they’re raising money for, and the cause they’re participating in.

When Should You Use Them?

Since a fundraising event has a definitive end-date by which individuals must raise a certain amount, you should send out your sponsorship request letters as soon as you can. You want to give your recipients enough time to think about your request and make their contributions.

You might need to get in touch with your potential donors once you’ve sent the letter to ask if they have any questions about your request. Give them a call, shoot them a text message, or write another letter to follow up before the event.

Example of a Sponsorship Request Letter

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 participate in [nonprofit’s name and the name of the event].

[Include information about why the cause or project is important to you and how it could potentially impact
the reader or those you serve].

So far I’ve raised [amount], but I need just a little more to hit my goal.

That’s why I’m writing to you! Will you support me and my [cause/project/etc.]? Just a small donation
of [amount] can help me [accomplish task/reach a goal/etc.]

Your donation will go toward [describe exactly what the contribution will be used for].

[When possible, add a personal connection to tie the donor to the cause. For example, if you’re raising
money that will go toward cancer research and the recipient of your letter is a cancer survivor,
highlight that connection].

If you’d like to participate in or attend [name of the event], it will be held on [date] at [location]. Visit
[nonprofit’s URL] to learn more!

Thank you in advance for your contribution. You have no idea how much it means to me to have your
support. Here are the ways you can make a donation:

Make a donation online at [URL of your crowdfunding campaign]
Send a check in the pre-stamped envelope I’ve included (no cash, please!)
Come to my fundraising event on [date] at [location] [when applicable]

Thank you again!
Sincerely,

[Signature of author]

[Typed name of author]

P.S. If you want to buy any event merchandise, here’s the link [link to nonprofit storefront]

Best Practices for Writing Sponsorship Request Letters

Give Some Background Information
Not everyone will be familiar with the cause or nonprofit that you’re running, walking, or cycling in support of. It helps to offer a little context to give your readers an idea of what they’d be supporting with their donations.

Let Readers Know How Much You’ve Already Raised
People are more likely to give to campaigns that already have supporters and donations. Within your letter, let your readers know how much money you’ve raised to give them an idea of how many supporters you have.

Invite Readers to the Event
Your recipients might be equally as interested in participating in the fundraising event as you are. And even if they aren’t, you can invite them to attend and encourage you and the other participants as you run, walk, or cycle past them.

Include the URL of the Event’s Online Storefront
Many walkathons, marathons, and other fundraising events have an online store where participants and donors can buy t-shirts, sweatshirts, water bottles, and other merchandise. Make sure that you include the URL to this storefront in your letter, so your recipients can support your cause even more!

Download this letter plus 16 more of our best templates for free!

#4: Invitation to a Fundraising Event

What Are They?

Invitations to fundraising events are pretty self-explanatory. They’re cards or letters that invite your friends, family members, and people in your community to a fundraising event you’re hosting to raise money for a cause, project, or expense.

They can vary in format, but they always contain the date and location of the event, any special requests for attendees, and the cause or project that you’re raising money for.

When Should You Use Them?

To ensure that your recipients have enough time to consider and respond to your invitation asking them to come to your fundraising event, you should send your letters no later than three weeks before the planned day. This gives you time to plan and time for them to respond.

Fundraising events themselves can be planned for any time of year, but remember to consider your attendees’ schedules. You don’t want to plan an event when everyone’s out of town for the holidays!

Example of an Invitation to a Fundraising Event

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 Invitations to Fundraising Events

Make it About the Cause, not Necessarily the Event
While fundraising events can be enjoyable for you, your friends, and your family members, the real reason you’re hosting the event is to raise money for a cause or project. Make sure that your invitation highlights this cause over the event.

Give a “Respond By” Date
If you’re planning a more involved or complicated fundraising event, you’ll need to know exactly how many people will be there. Include an RSVP date that recipients have to respond with their answer by.

Include any Specific Requests or Instructions
Hosting a themed fundraising event? Do you want people to dress up in silly costumes to support your cause? Let them know in the invitation! If they need to bring something with them to the event, let them know that as well.

Ask if Your Recipients Would Like to Help
If you’ve never planned a fundraising event, you’ll quickly learn that a lot of preparation, logistics, and money goes into the planning and execution. If you feel like you need some help, you can use your invitation letter to ask your recipients for their assistance in planning and preparing for your event.

Download this letter plus 16 more of our best templates for free!

Write your online fundraising appeal right now.

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#5: Online Donation Request Letter

What Are They?

Now, more than ever, the majority of fundraising occurs online. If you’ve created a crowdfunding campaign or another type of online fundraiser, how you ask for donations will vary from traditional donation requests.

Your letters (or emails) should always contain the URL of your online donation page, as well as information on how supporters can contribute.

When Should You Use Them?

Use online fundraising letters when you start a digital campaign. Sending out letters is a crucial step to spreading awareness about your cause. Therefore, you should send multiple letters at different stages.

Keep your campaign’s momentum going by sending letters at the beginning, halfway through, and a week before the end of your online fundraiser.

Example of an Online Donation Request Letter

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 Online Donation Request Letters

Connect Recipients to Your Cause
Your letter should include a personal connection to tie readers to your cause so they’re interested in contributing. You can simply explain how your cause will affect the community your recipient lives in.

Give an End Date
A sense of urgency is a great motivator. Including your campaign’s end date will let donors know that they only have a little time to make a decision. Plus, if they support your mission, they’ll be more motivated to share your campaign.

Ask Recipients to Share Your Campaign
Not everyone will have the means to contribute financially, but by asking people to share your donation page, you’ll reach more potential donors and provide supporters with another way to contribute.

Link to Your Online Fundraising Page
After presenting your cause, you should direct readers to where they can learn more information or donate. If you’re sending an email, link directly in your message; that way, donors can easily transition from your email to your campaign.

Download this letter plus 16 more of our best templates for free!

#6: In-Kind Donation Request Letter

What Are They?

Nonprofits can create in-kind donation request letters when they need items or services rather than monetary contributions. Usually, in-kind donation requests are written to local businesses and corporations, but nonprofits can use them to ask for donations from individual supporters as well.

Your letters should always include the specific items or services that you’re requesting and how those donations will be used.

When Should You Use Them?

When you should use in-kind donation request letters will depend on your nonprofit’s needs. For instance, if you’re hosting a charity auction — a common event that requires in-kind contributions — you’ll need to send out a letter requesting auction items.

You can use in-kind donation request letters when you need items or services for an event or in other instances when receiving items will be more beneficial than monetary donations.

Example of an In-Kind Donation Request Letter

Date

Your Name
Your Organization’s Name (when applicable)
Street
City, State ZIP

Dear [Donor’s Name],

[Begin with an emotional appeal or success story to grab the reader’s attention. The goal is to be personal and speak to your reader’s emotions.]

At [organization’s name], we seek to help [describe the problem you’re trying to solve and the people, communities, or animals you serve], we still have a lot to accomplish.

We need your support to [insert your new project or solution that you’re asking donations for].

Would you consider donating [items or services that you need] to help up achieve our mission?

I would be happy to provide you with more information about how your company can help [nonprofit’s name]. Please contact me at [phone number and email address] if you have any questions.

We greatly appreciate your donation, and it will be used to [insert how the donations will be used]. If you wish to contribute, please fill out the attached form.

Please join us! With your donation, we’re one step closer [insert goal]!

Sincerely,

[Signature of author]

[Typed name of author]

Best Practices for Writing In-Kind Donation Request Letters

Provide Context for Your Request
After introducing yourself, give your recipients some background information on your cause so that they understand why these items or services are valuable to your mission.

Be Specific About What You Need
Since the items and services that you request will vary from one company to the next, each letter should be customized to fit the recipient. You should be very specific about what (and how much) you need and why you need it.

Include Your Contact Information
Just in case your recipients want to discuss the details of the donation in more depth, include your contact information or the person responsible for receiving in-kind donation requests.

Attach a Request Form
Don’t forget to include a donation request form with your address so donors know where to send their donations.

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#7: School Donation Request Letters

What Are They?

The school donation request letter is specifically for K-12 schools, universities, and education-related organizations that need to raise funds. The recipients of this letter can be individual supporters as well as local businesses.

Your letter should include information about your school and if possible, a story from one of your students to convey the impact that the readers’ contributions will have.

When Should You Use Them?

If you’re a school or education-related organization, you can use this letter whenever you need donations. You should send this letter when you launch an online campaign, when you’re looking for in-kind donations, or before an upcoming event.

You can tailor this letter to meet any of your school’s different fundraising scenarios.

Example of a School Donation Request Letter

Date

Your Name
Your School’s Name (when applicable)
Street
City, State ZIP

Dear [Donor’s Name],

At [your school’s name], we focus on providing students with the best education possible. No matter where they want to excel, we strive to make sure all our students have the tools and resources they need to prepare them for tomorrow’s workforce.

Of course, none of this would be possible without the generous support from our community. With past donations we have been able to [describe a project you were able to complete or a program that was realized because of past contributions].

To continue offering our students a top-notch education, we would like to [mention the project/reason why you’re raising funds].

We would greatly appreciate it if you could contribute [amount] to our school.

If you wish to support us, please visit our online donation page [link to page] or send the attached form with your donation to [school’s address].

All of us at [school name] want to thank you in advance for your contribution!

Sincerely,

[Signature of author]

[Typed name of author]

Best Practices for Writing School Donation Request Letters

Connect With Recipients
Share a story or describe a challenge you hope to solve with this fundraiser. By opening your letter with a compelling story, your donors will feel connected to your cause and understand the impact that their contributions will have.

Focus on Your Donors
With school donation request letters, it’s easy to get caught up in sharing your achievements, but don’t forget to focus on your donors. Explain how your accomplishments wouldn’t be possible without their support.

Provide Multiple Ways to Contribute
Make it as convenient as possible for potential donors by giving them options on how they can contribute. Let them know about your online donation page, volunteer opportunities, and upcoming events.

Thank Recipients in Advance
You should always thank your readers, regardless of whether they make a donation or not. Add a short sentence at the end thanking recipients for their time and consideration.

Download this letter plus 16 more of our best templates for free!

#8: Church Donation Request Letters

What Are They?

The church donation request letter is pretty self-explanatory. Churches and other faith-based organizations write these letters to solicit gifts that fall outside of your congregants normal tithing.

When addressing your congregants, your letter should include detailed information about the event or campaign you’re raising funds for.

When Should You Use Them?

Churches and other faith-based organizations can use this letter to ask for gifts from their congregants for any occasion.

If you’re informing congregants about an event, fundraiser, or online campaign, you can use this type of letter.

Example of a Church Donation Request Letter

Date

Your Name
Your Church’s Name
Street
City, State ZIP

Dear [Church Member’s Name],

Greetings! We hope you’re having a blessed day. Since you’re such an important part of our family, we wanted to tell you about our upcoming [project/mission trip/event/etc.].

As you may know, our church [describe why you’re raising funds. For instance, if you’re looking to build a new atrium to accommodate your growing congregation, you could explain to details on the how long the project will take and you fundraising goal].

In an attempt to raise funds, we are hosting an [envelope fundraiser, angel festival, or another fundraising idea] and want to invite you to participate. Our [insert fundraising idea] will take place Sunday, [insert date and time] right after our normal service.

Of course, if you’d like to make additional contributions, donations of any size are always welcome at any time!

If you have questions about our event or why we’re raising funds please feel free to reach out to our project coordinator, [coordinator’s name] at [phone number and email address].

We hope to see you Sunday, and thank you for your continued support!

Sincerely,

[Signature of author]

[Typed name of author]

Best Practices for Writing Church Donation Request Letters

Include a Warm Greeting
To let your congregants know that you value them, start your letter with a personal greeting. Unlike with many of the other letters, you can use a more casual tone.

Provide Details About Your Fundraiser
Even if you’ve mentioned your fundraiser during a sermon, don’t just assume that everyone already knows about your project. Make sure to share the details of why you’re raising funds, even if you’re a close-knit congregation!

Remind Congregants That You’re Always Accepting Gifts
If your fundraiser requires a contribution to participate, you should also let congregants know that you’re always accepting gifts. That way, if some church members can’t make it to your event, they still have the option to contribute.

Include Contact Information
Provide your congregants with the contact information of the person organizing the event in case they have additional questions.

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Additional Resources

Fundraising Letters

A fundraising letter is a great avenue for nonprofits who need to ask for donations in a more formal and direct way.

Your organization, club, or school can use fundraising letters to ask local businesses and individuals for cash and in-kind donations. You can even ask for sponsorships with fundraising letters!

Take a look at our favorite fundraising letters and download your every own templates. Start raising more money with these fundraising letters!

Take a look at the best fundraising letters!

Learn how to craft a killer sponsorship letter.

Sponsorship Letters

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.

Check out our favorite sponsorship letters!

How to Ask for Donations

If you want to write a successful donation request letter, you need to understand the art of asking for donations.

This guide will take you through the best practices that will make you an expert on soliciting donations. You can even use these techniques in your other fundraising letters.

Click below to learn how you can ask for donations. Plus, get tips on how you can write better fundraising letters.

Learn how to ask for donations!

BONUS: Download these fundraising letters + 16 bonus templates for free! Feel free to modify them however you'd like for your fundraising appeals!

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Donation Request Letters: Fundraising Made Easy

Eight Types of Donation Request Letters

#1: General Donation Request Letters

Example of a General Donation Request Letter

#2: Corporate Donation Request Letters

Example of a Corporate Donation Request Letter

#3: Sponsorship Request Letters

Example of a Sponsorship Request Letter

#4: Invitation to a Fundraising Event

Example of an Invitation to a Fundraising Event

#5: Online Donation Request Letter

Example of an Online Donation Request Letter

#6: In-Kind Donation Request Letter

Example of an In-Kind Donation Request Letter

#7: School Donation Request Letters

Example of a School Donation Request Letter

#8: Church Donation Request Letters

Example of a Church Donation Request Letter

Additional Resources

Fundraising Letters

Sponsorship Letters

How to Ask for Donations

Crowdfunding Resources

Fundraising Resources:

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