Donation Letters (What You Need to Say) – Free Templates

In recent years, there has been an unprecedented increase in the number of fundraising activities. More and more people have come forward to join non-governmental organizations (NGOs) and similar charities to help unfortunate people. Non-profit organizations, including fundraising activities, and fundraising ideas may differ in their concepts and practices.

However, donation letters, whether at the personal level or the corporate or business level, are an essential tool for raising funds. A detailed guide will give you an overview of what you must write in the letter.

What Is a Donation Letter

A donation letter is a written communication typically used by non-profit organizations, charities, schools, and other groups to request financial or in-kind support from individuals, businesses, or other organizations. The primary purpose of this letter is to raise funds for a specific cause, project, or event.

Types Of Donation Letter

There are two main types of donation letters. They are:

Personal donation letter

Tailored for individual donors, these letters often include personal touches and may highlight the specific impact the donor’s contribution can make. They are more personal in tone and may recognize past support.

Corporate donation letter

Targeted at businesses and corporations, these letters often emphasize corporate social responsibility and the mutual benefits of partnership. They may request monetary support, in-kind donations, or sponsorship for events or programs.

Formatting Your Donation Letter

The first paragraph and the postscriptum are usually the most read parts and on which the most attention falls: for this reason, they should not be neglected. They must express what you want to communicate and contain a donation request.

The format of your letter must be in the following order:

The first paragraph: Introduce yourself/your organization and the reason for the letter.

Second paragraph: Give brief information about yourself, your association, and how you have a common goal of working with other NGOs to raise funds. It can be divided into two or up to three segments, with two segments per line.

Paragraph 3: In the last section, thank the reader for his/her valuable time and briefly summarize your goals for writing this letter. Don’t forget to give your contact information, and your donation can make him/her feel when you contact them.

Attached documents: You can include your organization’s brochures and booklets to explain information about the event.

Also, to guide you in reading, you can make use of different fonts, such as italics and bold. What most value ​​the work of the fundraiser are the reasons behind the efforts he makes. For this reason, even when writing a letter, we must not forget why we are doing it, putting the cause for which we are fighting before everything. A few additional things you must keep in mind while writing your letter are as follows:

• Use formal business letter format.
• Avoid paragraphs that are longer than seven lines.
• Use bullets to add to your points.
• If sending a physical letter, use a business-sized envelope and print the recipient’s address neatly
• Underline sparingly but consistently to draw attention to keywords and phrases.

Free Template For Donation Appeal Letter

Practical users

This template is useful for non-profit organizations looking to reach out to corporate entities for sponsorships, partnerships, or collaborations. It provides a structured way to present a partnership opportunity, making the proposal clear and appealing to potential corporate partners. By outlining the mutual benefits and aligning the non-profit’s goals with the corporation’s CSR objectives, the template facilitates the initiation of fruitful and impactful collaborations.

Key components

• In the introduction, the placeholders [Your Name], [Your Position], and [Your Organization’s Name] serve as a guide for providing essential information about the sender. This section is vital in establishing credibility and introducing the organization’s role and position in the community.
• The [name of the project or initiative] placeholder allows for the insertion of specific project details. This is crucial for clearly communicating the purpose of the request and ensuring that the recipient understands the context and focus of the partnership opportunity.
• Utilizing the [suggest a donation amount or other forms of support like resources, expertise, etc.] placeholder provides flexibility in tailoring the request for support based on the recipient’s capacity and interests. This adaptability is essential for making the request realistic and appealing.
• The [mention specific outcomes or benefits of the donation] placeholder guides the sender in articulating the tangible impacts of the recipient’s contribution. This section is crucial for demonstrating the value and positive outcomes associated with the potential partnership.
• Incorporating [mention any recognition, branding, or promotional opportunities for the company] allows for customization based on the recipient’s preferences. This section is crucial for outlining potential benefits and incentives that the company will receive in return for their support.
• The placeholders for [Your Name], [Your Position], [Contact Information], and [Your Organization’s Website] provide clear avenues for the recipient to reach out and discuss the partnership further. Including this information makes it convenient for the recipient to respond and engage in further dialogue.

Donation Letter Samples

Here are two donation letter samples that will guide you in writing your letter:

Sample Donation Letter From An Individual

Sample Donation Letter From a Corporate Entity

Insights

This letter by Jane Doe is addressed to partners, clients, and the broader community linked to a corporation. The tone here is more formal, aligning with corporate communication styles. It highlights the recipient’s dedication to corporate social responsibility and the significance of collective efforts in community-driven projects. The call to action is not just a request for donations but also an invitation to learn more about the company’s CSR activities, fostering a sense of corporate-community partnership. 

Key components

• The use of “Dear Partners and Community Members” addresses a broad audience, showing inclusivity and recognizing the importance of community involvement. It sets a welcoming tone for diverse recipients.
• Jane Doe begins with a brief introduction of GreenTech Corp, emphasizing its role as a leading innovator in sustainable technology. This establishes the corporate identity and credibility of the sender.
• The purpose of the letter is clearly stated: to invite partners and community members to join GreenTech Corp in supporting the Clean Water Initiative. This clarity ensures that the reader understands the context and goal of the partnership.
• Jane aligns the initiative with GreenTech Corp’s commitment to positively impact the community and environment. This connection reinforces the corporate values and mission, making the partnership more meaningful.
• She specifies the focus of the partnership on the “Wells of Hope” project, aiming to build ten new wells in underserved communities. This level of detail adds credibility to the initiative and provides a clear understanding of the tangible impact.
• Jane invites recipients to join in the initiative, creating a sense of shared responsibility. This invitation is positioned as an opportunity for partners and community members to be part of a life-changing project, emphasizing the collective impact.
• The letter includes a clear call to action, directing recipients to donate to the Clean Water Initiative through a provided website link. This simplifies the process for those willing to contribute and ensures a straightforward next step.
•  Offering contact options such as email ([email protected]) and phone number ((555) 123-4567) for more information or inquiries provides recipients with different communication channels, accommodating diverse preferences.
• Jane concludes the letter with a thank you for considering joining GreenTech Corp in making a significant impact. This expression of gratitude adds a positive touch and acknowledges the reader’s potential contribution.

Best Time To Send a Donation Letter

Writing an eloquently written letter is important, as is sending it at the right time. That is why it is essential to consider time when sending a donation letter. The best time to send depends on your targeted audience. However, according to Brady Josephson, the best time to send is between  6 a.m. and 9 a.m. or 10 a.m. and 1 p.m. 

Follow-up

Requesting donations is not an easy task, even for the most experienced. If you get someone to donate your funds regularly, make sure you send a thank you letter for the money sent by such a person.

Tips For Writing An Effective Letter

Often, the people who write these messages need not only to master the language but also to know what things are essential to the recipients of the letters. What factors induce them to act, and what do they expect before and after making their contributions?

Use simple words

Don’t pretend to sound more cultured, smarter, or trendier than the reader of your piece. Use simple, ordinary words. No matter how complex the mission of the right public entity you have to make known is, try to put it in day-to-day terms. Don’t be afraid to use words like “donation” or even “alms.” By the way, “alms” in Greek is “eleemosynary, which comes from “éleos,” which means “sharing” and “mercy.”

Remember, you are writing a letter, not a brochure

Focus on the reader: the “you,” the “you,” or the “you” should dominate the communication agenda, rather than the “we.” For the same reason, tell him things that interest him or her. Don’t overwhelm him with paragraphs and paragraphs about the history of your institution. Especially if it is already well known.

Write with your heart

Comment on personal experiences, or ask the people who collaborate with the entity for short stories, phrases, sayings, or experiences. Those stories and sensations are invaluable material. Never fear being cheesy.

Tell the truth without falling into cruelty

No matter how harsh the reality that the NGO is trying to remedy, the reader needs to know the truth and, thus, will be more convinced to act. “Tears are effective. With them, you will soften even the diamonds, said the Latin poet Ovid.

If the text ends up syrupy, not only will the recipient not pay attention to the order, but they will get the wrong impression of what that organization does. In any case, due to an excess of truth, do not fall into morbidity or yellowishness. The reader could become repulsed.

Use names, surnames, and specific cases

If, for example, you are going to talk about child malnutrition, mention a real case with a first and last name. And focus on that undernourished boy: his problems, his family, what his house is like, and how he spends his days. When confidentiality reasons prevent you from giving the last name, limit yourself to the first name.

Use guilt with caution

Some direct and interactive marketers find that people sometimes respond to fundraising campaigns out of guilt or “wash away” bad behavior.

While this is difficult to verify, never makes the recipient feel responsible for the situation the NGO is attacking. Yes, help him to see all that he has and has received and to discover that there is the possibility of sharing some of that with people who own much less.

Use testimonials

Both recipients and donors can provide exciting testimonials. These make the letter closer.

In its communications, the SALES Foundation, which supports cancer research, shows people cured and scientists who made progress thanks to the funds received.

Make the reader a protagonist

Make the person feel that with their contribution of money, objects, or time, they are making a change.

Instead of “Together we can make this real change,” mention “It is in your hands to make this reality change forever.”

Don’t forget to mention that the payment mechanism is simple

Make sure the way you contribute is fast and straightforward. Since you are asking the recipient for a favor, please help them to finalize their collaboration.

Also, highlight that fact. For example, state: “Making the deposit will only take 4 minutes” or “You do not need to move from your home. Just call 1234-5678, and we will guide you to make your contribution.”.

Use comparisons

Convert the abstraction of the figures into images: “Your daily help of $ 3 allows us to provide each elderly person with a two-course lunch and dessert” or “For every $ 16 you contribute, our library buys eight books for the Initial Cycle. ​

Show that you are thrifty

Nobody will give money to an entity that, although its objective is to help those most in need, misuses resources. Expose the austerity of the institution.

Naturally, the savings must also be made visible, especially in printed communications, using matte papers, a few colors, and a straightforward but not sophisticated design.

Divide

When you mention the amount you are asking the recipient of the shipment, divide it by the value of certain products that, for the general public, may have little relevance.

An example: “The contribution of $ 18 that we are requesting is equivalent to 1 pack of cigarettes per week for one month” or “With that money, you can buy four sports magazines, but there is also the possibility of converting that amount into a microcredit for six spinners from our forgotten North.”

Likewise, the division makes it possible to minimize the impact of the original value: “The $27 per month of your collaboration is equivalent to less than $1 per day.”

Use few numbers when it comes to donations

When requesting a monetary contribution, use as few figures as possible: “$ 125” is not the same as “$ 125.00”, although both values ​​are identical.

On the contrary, when you have to express how much you need to rise to carry out a job, use all the numbers, including the pennies.

Avoid “round” numbers

Keep in mind that “round” numbers or rounded figures are not always credible. It is better to ask for “$ 29” or “$ 31” than “$ 30.”.

Use “factor 99.”

“Factor 99,” as old as street stalls, helps people perceive specific figures on a smaller scale. Asking for “$14.99” or “$14.90” is more compelling than “$15.” The resource looks old or out of use, but it still works.

Thank you before

In your communication, thank the reader for their time, for their interest, for the mere fact of not throwing the letter away, and for any other legitimate and reasonable reason.

FAQs