Donation Request Letter Template

Donation Request Letter FAQs

1) What is the purpose of a donation request letter?

The purpose of a donation request letter is to formally request that an individual or business consider donating funds to a cause, charitable organization, etc. Fundraisers use these letters to build their donor base, particularly during the holiday season when charitable donations are on the rise. They’re also frequently used to follow up after fundraising events like galas, auctions, performances, and more.

2) What are the benefits of using a donation request letter to collect donations?

Donation request letters are a great option for collecting donations because they allow you to make direct, personal contact with donors. Instead of forwarding users to your website, which can feel impersonal, donation request letters allow you to appeal directly to recipients by detailing your needs and explaining how their specific donation will advance your mission.

3) What should be the ideal length of a donation request letter?

Ideally, you should keep your donation request letter as concise as possible — typically between one and two pages. Sometimes, organizations will include pamphlets that share additional details about their work, in order to not overwhelm the recipient with too much information in the letter itself.

4) How can I personalize a donation request letter template to make it more compelling?

To make a donation request letter more compelling, there are a few components you can add. The first is a story that tugs at the heartstrings. While you shouldn’t try to force an emotional reaction from your donors (because they can usually sense that), you can try to elicit a response by reemphasizing why your organization’s mission is important and what you’ve accomplished so far. Using positive examples to make your case is a great way to do this.

Next, be clear about how the donor will make a difference with their contribution. Share exactly what their funds will be going to, whether it be to support a program, fund a build, or provide items like clothing.

Lastly, make sure to include specific details about exactly how they can make a donation. Your donors can’t contribute if they don’t know how to reach you. Offer them a specific point of contact in case they have additional questions.

5) Is it necessary to provide supporting documents or proof of the organization's legitimacy in a donation request letter?

It’s not necessary to provide supporting documentation in a donation request letter — but it doesn’t hurt. Including information about your accreditations, awards, and accomplishments can help establish trust so that donors can be sure their money is being put to good use.

6) Should a donation request letter mention previous contributions or partnerships?

If the donor you’re reaching out to has made contributions in the past, it’s a good idea to mention that in subsequent donation request letters. Otherwise, they may feel unappreciated for making past donations, which will discourage them from wanting to donate again. The more personal your letter, the more effective it will be.

7) How soon after sending a donation request letter should I follow up with the recipient?

Hounding your recipients about making a donation is a sure-fire way to drive them away. After you send a letter, wait a couple of weeks to follow up. If you still haven’t heard back, try a different approach, such as an even more personalized letter or a phone call.

If your recipient does end up making a donation, be sure to send a thank-you note, along with any documentation about the donation they’ll need for tax purposes. It’s also a good idea to give them updates on how their money was used to benefit your mission to encourage ongoing donations.