How to Write a Donation Letter

When a nonprofit organization plans an event such as a live or silent auction, members may be asked to solicit businesses and individuals in the community for donations of goods, services or cash. If you have a list of people who have donated to your fundraiser in the past, target them with your donation letter first. Approach the task like a sales pitch. Appeal to their hearts and emphasize the good works your organization has done.

Difficulty:

Moderately Challenging

Instructions

Things You'll Need

• Word-processing program
• List of previous donors

1. Decide if you are going to ask for monetary donations or donations of goods and services.

2. Make a list of people you want to target. Consider businesses that are active in community affairs, people who have donated in the past, and friends and family members.

3. Anticipate what your reader is going to ask and answer those questions in your letter. Include information about how the services your group provides benefits the community. Follow up with details about the project you are raising money for. Provide facts rather than hype.

4. Explain what's in it for the donor. For example, you might provide a booklet to those attending your fundraising event that lists all the donors. Or you might take out an ad in a local newspaper thanking everyone who donated to your cause. Mention also that donations to nonprofits are tax-deductible.

5. Give them a deadline and an easy way to respond. If you are asking for monetary donations, offer different levels of sponsorship, such as bronze, silver and gold. Include a buck slip that they can just fill out and return with their check in the self-addressed, stamped envelope you have provided. If you are asking for donation of goods, make sure you have a volunteer who can pick up any donations.

6. Provide contact information, including a phone number and the address of your group, so the reader can call if she has a question.

7. Sum up your pitch in a post script that urges readers to act on your request.

8. Print out your letter on colorful paper or use a different style or color of envelope. Try to hand-deliver the letter. Remember that these people get requests all the time, so you want to make sure that yours stands out.

References

• Fundraiser Help; Donation Request Letter Writing Tips; Linda Elizabeth Alexander