Things You'll Need:
- Letterhead
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Step 1
Send official letterhead. This is important if you’re holding an auction for a well-known charitable organization, but it’s even more important if your organization isn’t very well known. Sending your donation request letter on the charity’s official letterhead will help the business owner take your appeal more seriously.
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Step 2
Remind them of the tax benefits. Sure, many business owners will want to help because it’s a good thing to do, but don’t forget to mention in your letter how much of their donated item can be written off at tax time. A good deed with built-in tax benefits is a sure-fire winner.
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Step 3
Outline what’s in it for them. The publicity generated from a high-profile charity auction typically far outweighs even the most generous auction item donated. Remind them that they just can’t buy that kind of positive exposure. Outline how many times their company’s name will appear on press releases, how many times it will be mentioned on auction night, and how often their logo will appear in publicity materials.
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Step 4
Promise to follow up. Some business owners will receive your letter and think it sounds like a good idea, but they’re so swamped with their own work that they don’t have time to deal with it. Make it as easy for them as possible by contacting them again either in person or over the phone. Let them know when you can pick up their donation and answer any questions they have.
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Step 5
Send a post-event letter. After you’ve conducted the auction, send another letter highlighting the amount raised and how much that company’s specific item added to the bottom line. Mention again how much publicity the company received and thank them profusely for participating. This leaves the company owner with a warm feeling and perhaps open to contact from you again next year.
