How to write a donation request letters + 6 sample letter templates you can use

In the age of social media fundraisers and crowdfunding campaigns, donation request letters may seem old-fashioned.

While they are a traditional form of fundraising, donation request letters are still a highly-effective and popular way to solicit donations. The letter format allows you to speak directly to your potential donors in a personal way, while giving them time to consider the request.

In this article, we’ll cover how to write a donation letter and the basics you need to include.

We’ve also made six sample donation request letter templates you can use for:

1. Individual fundraising letters
2. Church fundraising letters
3. Matching gift donation request letters
4. Sponsorship letters
5. Volunteer letters
6. Thank you letters

How do you write a donation request letter?

Donation letters are a fundraising tool used to reach prospective donors and ask for donations. They can be especially effective when you have a specific campaign or giving day, as it adds an extra level of urgency. 

Obviously, the format of your letter will depend on the donor contact information you have. If you have donor mailing addresses, you may want to send a letter. However, if you have email addresses, you can also opt to send your letter out electronically. Always remember to stick to the recipient's preferences too. Physical mail is more likely to be opened, however it is a more costly option. Emails have a lower open rate, but they allow you to link directly to donation pages, videos and photos for a very low cost. Bulk email software also allows you to track open rates, so you can easily resend the email to recipients who didn’t open it the first time.

When you start writing your donation request letter, always think about the potential donors you are writing to. The level of formality will vary if you are writing to a corporation, a student or a volunteer. Below, we have some different examples of donation request letters depending on who you are writing to.

When it comes to the content of the letter, imagine you are the one receiving it - what would make you want to donate? What stories or statistics can you include that really highlight the great work you do? Can you clearly explain what the money, or in-kind donations will be used for, and how many people it will help?

All these factors will determine how effective your letter is at raising funds from your donor base.

Donation request letter template

We’ll go into more specific examples below, but these are the basic elements your donation request letter should have, regardless if you’re sending a physical letter or an email:

• Header: This should show your organization's name and logo. 
• Contact information: List your address, phone number, email address, and website.
• Salutation: Always aim to use the prospective donor’s first name, as the letter is more likely to be read if it’s personally addressed. ‘Dear Andrew’ is perfectly fine, or you could opt for a more formal greeting like ‘Dear Mr Jones’ for corporate letters.
• Mission: Explain your organization's mission in a compelling way that captures the reader's attention. You should keep it concise, clarify why you’re reaching out and what your organization has achieved so far. 
• Goal: Introduce your current project goal, and how much you are trying to raise to achieve the goal. Feel free to add a photo, or a link to a video, to further highlight your goal and add to the emotional appeal.
• Call-to-action: Add a clear CTA, with an easy way to donate. If you want financial support, link to a donation page, or include your bank details along with a suggested amount. If you are requesting in-kind donations or sponsorship, include further information about what donors will receive in return. Include instructions on how to take the next step.
• Additional information: Any additional information such as tax benefits, volunteer opportunities, or gift-matching days. 
• Sign off: Add your signature, job title and name, and thank them again for their support. 

1. Individual fundraising donation request letters

The most common type of fundraising letter is the individual letter, sent to supporters, donors or volunteers on your database during major fundraising campaigns.

You might choose to send the letter ahead of Giving Tuesday (the Tuesday after Thanksgiving) or in celebration of a milestone, such as your organization's 5-year anniversary. Remember to personalize the greeting with their name, which you can track using a donor CRM such as Blackbaud.

You could also include a success story and a picture to deliver an even greater emotional appeal and impact.

Date

Name

Address

Dear [Name],

[Start with an emotional story about someone your organization has helped. For example, this week, we are able to feed 500 hungry families, make breakfasts for 2000 school students and rescue over 1 ton of food from landfill]. That couldn’t have happened without your support!

We have only been able to do this thanks to generous supporters like you. That’s why we wanted to reach out to you today to talk about our next ambitious goals and how you can get involved.

[Talk about your next big project and fundraising goal. Give as much detail as possible in terms of how many people it will help, the timeline and how the funds will be spent]. 

With your support, we know we can achieve our goals. Are you willing to donate? With a gift of [$amount] we will be able to [$impact]. And don’t forget, all donations are fully tax-deductible.

Donations can be made easily via [information on how to donate]. You will receive a donation receipt sent to your inbox immediately.

Alternatively, [include other ways to donate]. Every dollar makes a difference!

You are truly making a difference in people's lives, and we wouldn’t be able to reach as many people as we do without your support. If you’d like to learn more about what we do, and how you can get involved, click on the links below.

• Volunteer with us 
• Read our blog
• Follow us on social media
  
  

We would be so grateful if you could pass this letter on to three family members or friends so we can smash our goals and help even more people!

Thank you very much.

Sincerely,

[Signature]

[Name]

[Job title]

2. Church donation request letters

Churches rely on the generosity of their congregants to keep the doors open and the lights on, so fundraising is an essential year-round activity. On top of the regular in-person collections, fundraising letters can be used when you have a specific fundraising effort - such as the restoration of a building, a mission trip, or an upcoming event or raffle. 

You may choose to send fundraising donation request letters exclusively to your church congregation or to the wider community.

Date

Church Name

Address

Dear [Name],

Greetings! We hope this letter finds you well and that you’ve had a relaxing, blessed holiday season. As an important member of our wonderful congregation, we wanted to keep you up to date with our big plans for the year ahead.

As we continue to welcome new members to our church family, we have felt the need for more space and events to accommodate everyone comfortably.

We are now in the early stages of planning the renovation of the hall in the churchyard. This will enable us to host events on-site such as kids club, wedding celebrations, and morning teas.

The expected costs of the works are [$amount] and are expected to be completed by [date].

We will be hosting a number of special fundraising events to pay for the works. 

The first one is a morning tea next Sunday 10th September at the church. 

[Further details about event]. Admission is [$amount] for adults, and [$amount] for children under 10.

We look forward to seeing you there, and sharing this exciting project with you over the coming months.

As always, have a blessed day. We hope to see you Sunday!

Good wishes,

[Pastor’s Signature]

[Pastor’s Name]

3. Matching gift donation request letters

These are emails sent to your donor base after they make a cash donation, to encourage them to check if their company offers a gift matching program.

Gift matching is a form of corporate giving that many large organizations use to encourage employees to give to their favorite charity (similar to volunteer grant programs). After they’ve donated individually, they can submit a form to HR, and the company will then also give the same amount - essentially doubling the donation. 

Date

Name

Address

Dear [Donor name],

Thank you for your recent donation. [Talk about how the donation will be used]. 

To make your donation go even further, check to see if your employer has a matching gift program. If they do, your donation may be instantly doubled!

We’d be so grateful for any extra support.

Click here [link] to access all the information you may need to apply..

If you have any questions, please don’t hesitate to get in touch with us at [contact email or phone].

Sincerely,

[Signature]

[Name]

[Job title]

4. Sponsorship request letter

Sponsorship letters are used to find potential sponsors that may be willing to become a sponsor for a certain event or project, in return for marketing and promotion during the event. 

As well as writing a letter, you should also create a sponsorship document that goes into detail about what sponsors will receive at each sponsorship level. This can then be attached to the letter.

Date

Name

Address

Dear (Name, Position, Organization),

[Start by introducing yourself. Share a compelling story about what your organization does and the impact you have made so far in the community. For example, this week, we are able to feed 500 hungry families, make breakfasts for 2000 school students and rescue over 1 ton of food from landfill].

We are getting prepared for our annual event [event name] on [date] at [location]. Last year’s event was such a huge success thanks to our generous sponsors and donors that we were able to raise [$amount] and [specific accomplishments you used the money for].

This year we’re hoping to raise even more! Our goal is [$amount], and we would love you to come aboard to help us reach that goal.

As a corporate sponsor, you’ll be able to help us achieve our goal of [goal].

In return, you will receive the following incentives and recognition:

Gold level, $2000+: [list perks]

Silver level, $1000+: [list perks]

Bronze level, $300+: [list perks]

All sponsors will be listed in our event program and a link to your website will be added to our event page.

We’re accepting cash donations as well as in-kind donations of goods or services for our charity auction. Any donation would be greatly appreciated.

We’ve attached a Sponsorship Pack so you can find out more about becoming a corporate sponsor. If you’re ready to make a donation, [instructions].

Want to learn more about what we do, and how you can get involved? Click on the links below.

• Volunteer with us 
• Read our blog
• Follow us on social media

Thank you in advance for your generosity. Please don’t hesitate to contact me directly at [phone number] or [email] if you have any questions.

Sincerely,

[Signature]

[Name]

[Job title]

5. Volunteer call out request letters

Along with donations, volunteers are the other major resource that non profits are constantly seeking. Research shows that volunteers are likely to also be donors, so tap into this trend by placing a call out for both. A volunteer call out letter can bring you both vital funds and new supporters!

Date

Name

Address

Dear [Name],

[Start by sharing a compelling story about what your organization does and the impact you have made so far in the community. For example, this week, we are able to feed 500 hungry families, make breakfasts for 2000 school students and rescue over 1 ton of food from landfill].

As a valued supporter of [organization name], we wanted to get back in touch to share some news. [Talk about your next big project and fundraising goal. Give as much detail as possible including how many people it will help, the timeline and how the funds will be spent]. 

This year we’re hoping to raise even more! Our goal is [$amount].

With your support, we know we can achieve our goals. Are you willing to donate? With a gift of [$amount] we will be able to [$impact]. And don’t forget, all donations are fully tax-deductible.

Donations can be made easily via [information on how to donate]. You will receive a donation receipt sent to your inbox immediately. Every dollar makes a difference!

We are also seeking volunteers to help strengthen our existing team of [number] volunteers. We have a range of specific roles we are recruiting for, as well as seeking volunteers to help out on event day.

If you’re interested in finding out more about becoming a volunteer, click on the volunteer role descriptions below.

• [Role 1
• Role 2
• Role 3]

Our volunteers are truly making a difference in people's lives, and we wouldn’t be able to reach as many people as we do without them. Learn more about the benefits of volunteering here [link to volunteers page/video].

Thank you in advance for your generosity. Please don’t hesitate to contact me directly at [phone number] or [email] if you have any questions.

• Read our blog
• Follow us on social media

Sincerely,

[Signature]

[Name]

[Job title]

6. Thank you donation letter

At the end of the campaign, review your progress and the amount raised. Can you track the success of your letters? Did you achieve your goals?

If so, make sure to include that information in a thank you letter to all donors. Remember to highlight the amount of money raised, how it will be spent, and what progress you’ve already made towards achieving your goal. This will make donors feel appreciated, and encourage them to donate again in the future. 

Date

Name

Address

Dear [Name],

[Start with a compelling story about someone your charity or non profit organization has helped. For example, this week, we are able to feed 500 hungry families, make breakfasts for 2000 school students and rescue over 1 ton of food from landfill]. That couldn’t have happened without your support!

Thank you for your recent generous donation of [$amount]. In total, we raised over [$amount], smashing our fundraising goal of [$target], which was simply incredible! Over the coming months, we will [detail plans on how the funds will be used].

You are truly making a difference in people's lives, and we wouldn't be able to reach as many people as we do without your support. If you’d like to learn more about what we do, and how you can get involved, click on the links below.

• Volunteer with us 
• Read our blog
• Follow us on social media

We will be sharing regular updates on our website and social media pages, so keep an eye out to see the impact your donation is making.

Thank you very much.

Sincerely,

[Signature]

[Name]

[Job title]

Conclusion

Hopefully you’ve found these fundraising donation request letters useful, and you can use them as a starting point for your next successful fundraising campaign. Keep reading more about fundraising on our blog:

• 25 Easy Virtual Fundraising Ideas
• 10 Important Steps to Planning a Fundraiser
• GivenGain-Rosterfy partnership lets charities combine volunteering & fundraising

About Rosterfy

Rosterfy exists to connect communities to events and causes they are passionate about through volunteer and paid workforce management technology. Our proven end to end technology allows charities, events and organizations to recruit, register, screen, train, manage and report with ease, replacing manual processes with automations to better engage and retain your volunteers and paid staff.