What Is a Donation Request Letter?
A donation request letter is a formal written appeal (via mail or email) asking businesses, organizations, or individuals to contribute goods, services, or funds toward your event or cause.
Nonprofits use these letters to solicit in-kind items (gift cards, event packages, products) or financial support for silent auctions, raffles, sponsorships, and general fundraising campaigns.
Turn Donation Letters into Real Gifts
Send the letter—then capture the gift. Build a branded page, accept payments instantly, and track every response from your appeal.
Create Your Giving PageA well-crafted letter:
- Appears professional and trustworthy
- Makes the ask clear and specific
- Communicates mission, impact, and reciprocity
- Encourages timely response
[Your Organization’s Letterhead / Logo]
[Date]
[Donor Name]
[Title / Department]
[Business / Organization Name]
[Address Line 1]
[City, State, ZIP]
Dear [Donor Name / Business Name],
I hope this note finds you well. My name is [Your Name], and I’m writing on behalf of [Your Organization / Event Name]. We are hosting a [type of event: silent auction, gala, raffle, etc.] on [Date] to support [your cause / mission / beneficiary group].
We would be honored if [Business Name] would consider donating [item / service / monetary amount] to our event. Your generous contribution will help us [describe impact—e.g. fund scholarships, support medical missions, further research, etc.].
In return, we are pleased to offer:
- Recognition in our event program, website, and signage
- Promotion to our attendees and supporters
- A tangible tax deduction (where applicable)
- Public acknowledgment (if desired by you)
If you’re able to donate, please complete the enclosed donation form or contact me directly at [phone / email]. We can arrange pickup or delivery at your convenience.
Thank you for considering our request. Your support enables us to [vision statement or impact phrase].
Warm regards,
[Your Name]
[Title / Role]
[Phone Number] | [Email Address]
[Organization Name]
[Organization Website]
Donation Request Letter Template (Editable)
Feel free to adjust tone, sections, or formatting as fits your organization’s voice.
How to Use This Template Effectively
1. Personalize the Greeting
Use the recipient’s name or department rather than “To Whom It May Concern.” Shows effort and sincerity.
2. Frontload the Why / Mission
In the opening paragraph, connect emotionally: who you serve, what you do, and why this matter matters now.
3. Be Specific About the Ask
Rather than a vague “donate something,” ask for items, services, or donation amounts (e.g. “gift basket valued at $50–$100,” “restaurant gift card,” “96 water bottles,” or “$500 donation”).
4. Offer Value / Recognition
To motivate giving, explain what the donor gets: visibility, goodwill, tax benefits, or community exposure.
5. Make It Easy to Say Yes
Include a clear next step (form, contact, pick-up). Offer convenience (you pick up, you schedule, etc.).
6. Use Good Formatting
- Short paragraphs
- Bullet lists for clarity
- Bold or italicize critical lines (only sparingly)
- Signature block with full contact info
7. Follow Up
Send a polite reminder 1–2 weeks later. Sometimes the ask slips through.
8. Thank Immediately After Acceptance
Whether they donate or decline, send a thank-you note. If they donate, send official receipts and public recognition.
✨ Examples & Variations
Example — In-Kind Item Request
“We are seeking donated gift certificates, event prizes, or service packages to include in our silent auction. A gift certificate for your store or a dinner voucher would provide excellent exposure to our community of 200+ donors.”
Example — Monetary Donation Request
“A gift of $500 helps us cover the cost of venue rental, printing, or volunteer meals. Your support frees more funds for our mission directly.”
Short / Email Version
Subject: Support [Your Cause] with a Donation
Body: Hi [Name], I’m reaching out about our upcoming fundraiser on [Date]. Would you consider donating [item / amount]? In return, you'll receive free promotion with our audience of [X]. Happy to discuss more.
🔍 Best Practices & Tips
- Use high-quality paper or a designed email template
- Send your letter at least 6–8 weeks before your event
- Research the donor’s business before asking (their values, capacity, past giving)
- Request matching gifts or sponsorship tiers
- Keep your message concise (one page max)
- Always follow up, even if their answer is “no”What Is a Donation Request Letter?
A donation request letter is a formal written appeal (via mail or email) asking businesses, organizations, or individuals to contribute goods, services, or funds toward your event or cause.
Nonprofits use these letters to solicit in-kind items (gift cards, event packages, products) or financial support for silent auctions, raffles, sponsorships, and general fundraising campaigns.
A well-crafted letter:
- Appears professional and trustworthy
- Makes the ask clear and specific
- Communicates mission, impact, and reciprocity
- Encourages timely response
📝 Donation Request Letter Template (Editable)
Feel free to adjust tone, sections, or formatting as fits your organization’s voice.
[Your Organization’s Letterhead / Logo]
[Date]
[Donor Name]
[Title / Department]
[Business / Organization Name]
[Address Line 1]
[City, State, ZIP]
Dear [Donor Name / Business Name],
I hope this note finds you well. My name is [Your Name], and I’m writing on behalf of [Your Organization / Event Name]. We are hosting a [type of event: silent auction, gala, raffle, etc.] on [Date] to support [your cause / mission / beneficiary group].
We would be honored if [Business Name] would consider donating [item / service / monetary amount] to our event. Your generous contribution will help us [describe impact—e.g. fund scholarships, support medical missions, further research, etc.].
In return, we are pleased to offer:
- Recognition in our event program, website, and signage
- Promotion to our attendees and supporters
- A tangible tax deduction (where applicable)
- Public acknowledgment (if desired by you)
If you’re able to donate, please complete the enclosed donation form or contact me directly at [phone / email]. We can arrange pickup or delivery at your convenience.
Thank you for considering our request. Your support enables us to [vision statement or impact phrase].
Warm regards,
[Your Name]
[Title / Role]
[Phone Number] | [Email Address]
[Organization Name]
[Organization Website]
🧷 How to Use This Template Effectively
1. Personalize the Greeting
Use the recipient’s name or department rather than “To Whom It May Concern.” Shows effort and sincerity.
2. Frontload the Why / Mission
In the opening paragraph, connect emotionally: who you serve, what you do, and why this matter matters now.
3. Be Specific About the Ask
Rather than a vague “donate something,” ask for items, services, or donation amounts (e.g. “gift basket valued at $50–$100,” “restaurant gift card,” “96 water bottles,” or “$500 donation”).
4. Offer Value / Recognition
To motivate giving, explain what the donor gets: visibility, goodwill, tax benefits, or community exposure.
5. Make It Easy to Say Yes
Include a clear next step (form, contact, pick-up). Offer convenience (you pick up, you schedule, etc.).
6. Use Good Formatting
- Short paragraphs
- Bullet lists for clarity
- Bold or italicize critical lines (only sparingly)
- Signature block with full contact info
7. Follow Up
Send a polite reminder 1–2 weeks later. Sometimes the ask slips through.
8. Thank Immediately After Acceptance
Whether they donate or decline, send a thank-you note. If they donate, send official receipts and public recognition.
✨ Examples & Variations
Example — In-Kind Item Request
“We are seeking donated gift certificates, event prizes, or service packages to include in our silent auction. A gift certificate for your store or a dinner voucher would provide excellent exposure to our community of 200+ donors.”
Example — Monetary Donation Request
“A gift of $500 helps us cover the cost of venue rental, printing, or volunteer meals. Your support frees more funds for our mission directly.”
Short / Email Version
Subject: Support [Your Cause] with a Donation
Body: Hi [Name], I’m reaching out about our upcoming fundraiser on [Date]. Would you consider donating [item / amount]? In return, you'll receive free promotion with our audience of [X]. Happy to discuss more.
🔍 Best Practices & Tips
- Use high-quality paper or a designed email template
- Send your letter at least 6–8 weeks before your event
- Research the donor’s business before asking (their values, capacity, past giving)
- Request matching gifts or sponsorship tiers
- Keep your message concise (one page max)
- Always follow up, even if their answer is “no”
Frequently Asked Questions
What is a donation request letter?
A donation request letter is a short, persuasive message asking individuals or organizations to support your mission with a gift—cash, in-kind goods, sponsorship, or volunteer time.
How do I use this donation request letter template quickly?
- Insert your organization’s name, program, and goal.
- Personalize with donor name and past involvement.
- Add a clear, single call to action (link or reply).
- Proof, test-send, and schedule follow-ups.
What should every donation request include?
- Personal greeting and brief context
- Specific need and impact statement
- Suggested gift levels and easy ways to give
- Deadline or urgency cue
- Thanks, sign-off, and contact info
What are high-performing subject lines for email asks?
- “You can help [1 specific outcome] today”
- “We’re close—will you be the one?”
- “[Name], your gift doubles before midnight”
- “A quick favor for [community/program]?”
How long should a donation request letter be, and what tone works best?
Keep it to 150–300 words for email; one page for print. Use warm, direct, and donor-centered language with short paragraphs and scannable formatting.
How do I present suggested gift amounts and the call to action?
Offer 3–4 options (e.g., $25, $50, $100, other) and one clear button like “Give Now.” Note tax-deductibility details on your receipt page. General information, not legal/tax advice.
What timeline should I use for a week-long appeal?
- Day 1: Launch email + social post.
- Day 3: Impact story reminder.
- Day 6: “Goal update” with progress bar.
- Day 7: Final 12-hour countdown and SMS.
Which KPIs should I track to measure letter performance?
- Open rate and click-through rate
- Response rate and conversion rate
- Average gift and total revenue
- Unsubscribes and bounce rate
How can I personalize the donation ask effectively?
Use name, last gift amount/date, interests, and location. Segment by donor status (new, lapsed, monthly prospects) and tailor the suggested ask accordingly.
Do you have a simple email template for individual donors?
Template: “Hi [Name], because of you, [brief outcome]. We’re raising $[goal] by [date] to [impact]. A gift of $[suggested] today helps [specific result]. Give now: [link]. Thank you for being part of this!”
Is there a template for corporate or in-kind donation requests?
Template: “Hello [Company], we serve [audience]. We’re seeking [in-kind/cash] to support [program]. In return: [benefits: logo, mentions, tickets]. Could we discuss a gift of [amount/item] by [date]? Contact: [name, phone].”
How do I include a matching gift or urgency in the letter?
Mention the match early (“All gifts doubled up to $X before midnight”). Add a clear deadline and progress updates to motivate quick action.
What short copy can support the letter on social or SMS?
- Post: “We’re close to our goal! Chip in $20 to fund [impact] → [link]”
- SMS: “Your gift powers [impact]. Give $25 now: [short link]”
How should I follow up after sending the letter?
- 48–72 hours: reminder with impact story.
- Final day: deadline + progress bar.
- After gift: instant receipt and personal thank-you. General information, not legal/tax advice.
What should I A/B test to improve results quickly?
- Subject line vs. preview text
- Impact headline vs. story-first opener
- CTA button text/placement
- Suggested amounts and default amount
What compliance or transparency statements should I add?
Include organization name, address, tax ID (if applicable), intended use of funds, and receipt details on confirmation pages. General information, not legal/tax advice.
How do I make the letter more accessible and inclusive?
- Plain language at ~8th-grade reading level
- Descriptive links (“Give now to help students”)
- Alt text for images and high-contrast colors
- Offer Spanish or other language versions where relevant
How should I request in-kind donations in writing?
Name the items/services needed, pickup/delivery details, and recognition benefits; avoid assigning monetary value in acknowledgments. General information, not legal/tax advice.
What mistakes should I avoid in donation request letters?
- Burying the ask or using multiple CTAs
- Overexplaining without a clear impact
- No deadline or urgency
- Forgetting an easy giving link or reply option
Do you have a short thank-you template after a gift is made?
Template: “Thank you, [Name]! Your gift of $[amount] will [impact]. Receipt attached. We’ll update you on progress by [date]. Would you share our campaign with a friend? [Share/Link]”
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Tip: Paste the whole prompt (with the URL) so the AI can fetch context.
