How to write a donation request letter + 6 sample templates

In today's digital world of crowdfunding campaigns and social media fundraisers, the donation request letter remains a highly effective tool for raising funds. While traditional, this method allows organisations to connect with potential donors in a direct and personal way, giving them time to reflect and act on the request.

Whether you’re running a non-profit, school, church, or another charitable intiative, knowing how to craft a compelling donation request letter is crucial. In this guide, we’ll show you how to write a donation request letter that resonates and the basics you need to include.

We’ve also included six sample templates that you can use for:

1. Individual Fundraising Donation Request Letters
2. Church Donation Request Letters
3. Matching Gift Donation Request Letters
4. Sponsorship Request Letters
5. Volunteer Call-Out Donation Request Letters
6. Thank-You Donation Letters 

What is a donation request letter

A donation request letter is a formal or semi-formal appeal sent to individuals or organisations, asking for financial or in-kind contributions to support a cause, campaign, or project. These letters are versatile and can be shared via email, direct mail, or even handed out in person.

They work particularly well for campaigns with specific goals or timelines, such as giving days or annual fundraisers, where urgency can inspire action.

Why you should send a donation request letter

While social media and crowdfunding platforms can amplify reach, a well-crafted donation request letter has it's benefits. For example, a donation request letter:

• Offers a personal touch that builds trust
• Provides detailed information about your cause and goals
• Can be tailored to specific donors or donor segments, increasing effectiveness
• Has flexibility in format - whether physical or digital - to suit donor preferences

When combined with modern fundraising tools like online donation platforms, donation request letters remain a cornerstone of successful campaigns.

How to write a donation request letter

Creating an effective donation request letter involves understanding your audience and tailoring your message to inspire action. Follow these steps:

1. Start with your audience in mind: Consider who you’re writing to. Is it an individual donor, a corporation, or a volunteer? Tailor the tone and level of formality accordingly.
   
   
2. Highlight your cause: Share compelling stories, statistics, or visuals to showcase the impact of your organisation’s work.
   
   
3. Define the need: Clearly explain your fundraising goal, how the funds will be used, and the difference they will make.
   
   
4. Make it easy to donate: Provide straightforward instructions and include links, QR codes, or pre-addressed envelopes where applicable.
   
   
5. Add a call-to-action: Be specific in your request (e.g. “Your $50 donation will feed 10 families this winter”) and emphasise urgency when appropriate.

What to include

Regardless of the format - physical or digital - these are the essential elements your donation request letter should include.

• Header: Your organisation name and logo.
• Contact information: Your address, phone number, email address and website.
• Salutation: Address the donor personally, using their name whenever possible.
• Mission: Briefly explain your mission and why you’re reaching out. Share a relatable story or impactful statistics that resonate with the recipient.
• Goal: Introduce your current project or goal, and how much you are trying to raise to achieve the goal. 
• Call-to-action: Clearly state what you’re asking for e.g. a monetary donation, in-kind support, or sponsorship. Provide actionable next steps with clear instructions
• Additional details: Mention benefits like tax deductions or employer gift matching
• Sign-off: End with gratitude, your signature, and contact details.
  
  

How to format it 

Your donation request letter should be visually appealing and easy to read. To format your letter well, use: 

• Short paragraphs and bullet points to break up text.
• Headers and bold text to emphasise key points.
• A clear and concise layout that guides the reader to the donation action.

Types of donation request letters and templates

1. Individual Fundraising Donation Request Letters

What: Letters sent to individuals on your database during major campaigns.

Who: Donors, supporters, and volunteers.

When: Around giving days, milestones, or specific fundraising events.

Template:

[Your Organisation’s Name]
[Your Organisation’s Logo]

[Address]
[Phone Number]
[Email Address]
[Website URL]

Dear [Name],

Every day, [Organisation Name] works tirelessly to [brief mission statement—e.g., "fight hunger, reduce waste, and support vulnerable families"]. Thanks to generous donors like you, we’ve made an incredible impact, such as [specific achievements, e.g., "providing 1,000 meals to families in need last month"].

As we continue this important work, we need your help to achieve our next big goal: [specific goal—e.g., "raise $10,000 to provide 5,000 meals this holiday season"]. Your support will allow us to [explain the impact—e.g., "expand our food rescue program, ensuring no family in our community goes hungry"].

Will you help us reach our goal? A gift of [$amount] can [specific impact—e.g., "provide meals for 10 families for a week"]. Please donate today via [donation method—e.g., "our website at www.example.com/donate" or "mailing a check to the address above"].

Donations are tax-deductible, and you’ll receive a receipt for your records. Don’t forget, many companies offer matching gift programs that could double your contribution!

Thank you for making a difference in the lives of so many.

Sincerely,
[Signature]
[Your Name]
[Your Job Title]

2. Church Donation Request Letters

What: Fundraising appeals for church projects or events.

Who: Congregation members or community supporters.

When: For specific campaigns like building renovations or mission trips.

Template:

[Church Name]
[Church Logo]

[Address]
[Phone Number]
[Email Address]
[Website URL]

Dear [Name],

As a cherished member of our congregation, you know that [Church Name] is committed to [brief mission statement—e.g., "fostering faith, serving our community, and creating a welcoming space for worship"].

This year, we’re embarking on an exciting project: [specific goal—e.g., "renovating our fellowship hall to better serve our growing community"]. The project will cost [$amount], and we’re reaching out to you to help make it a reality.

Your generosity can help us bring this vision to life. A donation of [$amount] will [specific impact—e.g., "purchase new seating and tables for the hall"]. Please contribute today via [donation method—e.g., "our website at www.example.com/donate" or "during Sunday service"].

Mark your calendar for our upcoming fundraiser: [event details—e.g., "a family picnic on September 10th"]. Admission is [$amount], with all proceeds supporting our renovation project.

Thank you for being a vital part of our church family. We are truly blessed by your support.

With gratitude,
[Signature]
[Pastor’s Name]
[Pastor’s Title]

3. Matching Gift Donation Request Letters

What: Follow-up letters encouraging donors to leverage corporate matching gift programmes.

Who: Recent donors

When: Sent shortly after donations are made.

Template:

[Your Organisation’s Name]
[Your Organisation’s Logo]

[Address]
[Phone Number]
[Email Address]
[Website URL]

Dear [Donor Name],

Thank you for your generous donation of [$amount]! Your contribution allows us to [specific impact—e.g., "provide essential school supplies to underprivileged children"].

Did you know your gift could go even further? Many companies offer matching gift programs, doubling the impact of employee contributions to causes like ours.

To find out if your employer participates, click here: [link]. It only takes a few minutes to apply, and the extra funds can make an even bigger difference.

Need assistance? Reach out to us anytime at [contact details]. Thank you for being such a valued supporter.

Warm regards,
[Signature]
[Your Name]
[Your Job Title]

4. Sponsorship Request Letters

What: Requests for corporate sponsorships for events or projects.

Who: Businesses and organisations.

When: During event planning or campaign launches.

Template:

[Your Organisation’s Name]
[Your Organisation’s Logo]

[Address]
[Phone Number]
[Email Address]
[Website URL]

Dear [Name],

At [Organisation Name], we are proud to [brief mission statement—e.g., "empower at-risk youth through mentorship and education"]. Last year, with the support of sponsors like you, we [specific accomplishments—e.g., "provided 300 students with school supplies and tutoring"].

We’re gearing up for our biggest event yet: [event name] on [date] at [location]. Our goal is to raise [$amount] to [specific purpose—e.g., "expand our mentorship program to reach 100 more students"].

We invite you to join us as a sponsor! Your contribution of [$amount] will [specific impact—e.g., "provide event materials for 50 participants"]. Sponsorship packages include [list perks—e.g., "recognition on event signage, website, and social media"]. Please find more details in the attached Sponsorship Pack.

We also accept in-kind donations for our charity auction. Contact us at [email or phone number] to learn more.

Thank you for your generosity and commitment to our cause.

Sincerely,
[Signature]
[Your Name]
[Your Job Title]

5. Volunteer Call-Out Donation Request Letters

What: Letters combining calls for donations and volunteer recruitment.

Who: Existing supporters and community members.

When: During campaigns or event planning.

Template:

[Your Organisation’s Name]
[Your Organisation’s Logo]

[Address]
[Phone Number]
[Email Address]
[Website URL]

Dear [Name],

Thanks to dedicated supporters like you, [Organisation Name] has been able to [brief mission statement—e.g., "make a lasting impact in our community by providing shelter to homeless families"].

This year, we’re expanding our efforts and need more hands-on support. Our goal is to recruit [specific number] volunteers to [specific purpose—e.g., "help us run our annual food drive and serve meals to those in need"].

Can we count on you? Volunteering opportunities include:
[Role 1]
[Role 2]
[Role 3]
Sign up today at [link] or contact us at [email or phone number]. Every moment of your time makes a difference!

Volunteers also receive [list benefits—e.g., "exclusive training and a certificate of appreciation"].

Thank you for considering this opportunity to make an impact.

Warm regards,
[Signature]
[Your Name]
[Your Job Title]

6. Thank-You Donation Letters

What: Letters sent to donors after a campaign ends to express gratitude.

Who: All donors.

When: Immediately after a campaign concludes.

Template:

[Your Organisation’s Name]
[Your Organisation’s Logo]

[Address]
[Phone Number]
[Email Address]
[Website URL]

Dear [Name],

We are so grateful for your recent donation of [$amount]. Thanks to your generosity, [specific accomplishment—e.g., "we were able to deliver 500 warm meals to families in need last month"].

Your support was instrumental in helping us exceed our fundraising target of [$amount]. Over the coming months, we plan to [specific plans—e.g., "expand our program to serve an additional 200 families"].

We’d love for you to stay connected! Follow us on [platforms] or visit our website to see updates on how your donation is making a difference.

Remember, your donations are tax-deductible. Keep an eye out for regular updates on the impact of your support.

Thank you for your incredible generosity.

Sincerely,
[Signature]
[Your Name]
[Your Job Title]

How to send donation request letters

The format of your donation request letter will depend on the contact information you have -  email addresses or mailing addresses. Always remember to go with the recipients preference too if you have that information available.

Email: Ideal for cost-effective, instant delivery with links to online donation pages, supporting videos and photos. Emails tend to have a lower open rate, but if you use an email software you will be able to track open rates and resend the email to recipients who didn’t open it the first time. 

Physical Mail: Adds a personal touch and is more likely to be opened, however it is a more costly option. 

eCards: Great for seasonal appeals or events.

Summary

Donation request letters are a timeless and effective fundraising tool that can be adapted to suit any cause or campaign. By combining a personal touch with compelling storytelling and clear calls-to-action, these letters can inspire donors to contribute generously.

When crafting your donation request letter, put yourself in the donor's shoes:

• What would make you want to contribute?
• Which stories or statistics best highlight the impact of your organisation's work?
• Are you clearly explaining how donations - financial or in-kind - will be used and who will benefit? 

By answering these questions and following the provided templates, you'll be well on your way to creating effective and impactful donation requests.

Learn more

For more tips, tools, and inspiration, explore other articles on our blog:

• From Volunteer to Donor: How to encourage increased fundraising from your volunteers
• The Value of Charitable Donations
• What is an in-kind donation and can you accept them?
• How to write thank you letters for a donation
  
  

Watch our recent webinar with ACEVO, The link between engaged volunteers and meeting your fundraising targets. Sam Bennett, Rosterfy Sales Lead, shared valuable insights on how organisations can harness the power of volunteers to amplify their impact.

About Rosterfy

Rosterfy is a leading provider of workforce management solutions, specialising in innovative software that enhances operational efficiency and workforce engagement of volunteers. With a focus on delivering exceptional user experiences, Rosterfy helps organisations streamline scheduling and optimise their volunteer engagement, driving success across various industries.

Book a demo to learn more about Rosterfy and how you can connect volunteer management with fundraising.