If you plan to seek out corporate donations for an organization and want to be taken seriously, it is imperative to compose a professional business letter. The letter must sell the potential corporate donor or sponsor on your cause. Take plenty of time writing this letter and get it vetted by your associates. You can use the same format for each corporation you plan to contact, but try to tailor the letter to each particular corporation.
Identify a specific contact at the corporation. If you cannot find a name, address it to the “Corporate Donations” unit of the firm.
Tell the sponsor who you are, the name of the organization you represent, and its overall cause or mission statement. For instance, “I am John Smith of ABC Inc., a non-profit organization that assists young women and men from disadvantaged areas in finding professional careers.”
Discuss where you heard about the corporation that you’re contacting, such as a suggestion from a company employee or a previous positive relationship you yourself have had with the company.
Elaborate on your organization’s cause next in your letter. Provide statistics and recent news stories related to the cause that may appeal to the corporation and convince them to contribute to your efforts. Mention how your cause relates to one of the corporation’s stated missions, such as community involvement with recruiting young apprentices.
Confirm that your cause aims to serve individuals within the area that the corporation serves. In some cases this is one of the company’s stated requirements of getting approved for a donation.
Summarize your main purpose in sending this letter, which is to solicit donations. Ask for a donation of a specific amount and describe exactly what your organization will do with the funds. If you’re asking for the corporation to participate in a sponsored event, identify the sponsorship packages that you offer and refer the recipient to an enclosed brochure listing the prices.
Close the letter by stating your excitement at the possibility of associating with the conpany. Provide your contact information. Print the note on your organization’s letterhead and sign it along with your official title (just as “Community Organizer” or “President”).