Donation Letter Templates

Cheryl Cirelli
Writing a letter

Do you need to write a donation letter for your organization? If you receive funding of any type, you will need a strong letter to send to donors in order to secure funding. Letters are essential for building relationships with donors and to remind those who have generously supported your cause in the past to consider donating once again.

Printable Templates for Donation Letters

Most organizations receive donations to support their various efforts throughout the year. Donation letters are one way to ask donors for funding. The attached printable donation letter templates can be saved to your computer's desktop or printed out then used as needed. They can help you get started when preparing your own letters and can be tailored to your organization's individual needs.

You can use the following templates as samples to help you get started with writing your own donation letters. If you need help downloading the templates, check out these helpful tips.

Basic Donation Letter Template

Organizations send out appeal letters on a yearly basis. Appeals are often used to bring in large amounts of money to support an organization's programs and expand on new endeavors. A basic donation letter will describe the organization, what the campaign's goal is as well as details on why donations are needed. The attached donation letter template can be used for an organization's annual appeal and can be tailored to include specifics related to your cause.

Creative Donation Letter Template

Sometimes an organization may send out a donation request for a special situation. The attached donation request template can be used to attract attention of potential donors by appealing to a special cause. In this instance, it is to celebrate an organization's anniversary. When writing a letter of this type, be creative in order to stand out and get the donor's attention.

Auction Item Donation Letter Template

Holding a special event is a great way for an organization to bring in large amounts of funds. Many organizations include a live or silent auction as part of the event's activities. A letter is often the first notice that individuals and businesses will receive that the event will take place. A letter will mention what type of auction item donations are needed as well as details of the upcoming event. Use the attached auction item donation letter template for soliciting donations to be used in the auction.

Church Donation Letter Template

To raise funds annually, many churches ask their members for support. The attached church donation letter template can be used for a church's annual campaign and be sent to members of the church. Letters can also be sent to ask for funding for specific programs or initiatives.

School Fundraising Letter Template

Letters are often sent to parents of children who are students at a particular school. Since schools have various fundraisers throughout the year, parents are often contacted for support. The attached school fundraising letter can be sent to parents in hope that they will show their support by sending in a monetary donation, volunteer their time or donate an item to be used as part of a fundraiser.

Volunteer Time Donation Request Template

There are many people who prefer to donate their time or services instead of money. Organizations often need to recruit volunteers to help them out if they are short on staff or have a specific need. The attached volunteer time donation request template can be used when soliciting for volunteers to assist your organization for various projects and tasks.

Email Donation Request Template

For those wanting to contact a potential donor in an informal manner, use the attached email donation request template. This template is perfect to send to those who have agreed to support you cause or who are familiar with your efforts.

Basic Donation Letter Anatomy

Donation letters are essential to any organization looking to raise funds. Whether it is a letter to an individual or a corporation, it is important to include all the necessary details in this type of request. All donation letters should contain the following elements:

  • Your organization's logo, name, mailing address, telephone number, and website
  • Personal salutation; if you know the potential donor's name, use it. If not, use something such as Dear Friend of XYZ.
  • The reason why you are soliciting for funds
  • A direct ask for a donation. Be clear of what you are asking for
  • Always say thank you in the letter and show how grateful you will be of their donation
  • If the recipient has donated to your cause in the past, be sure to mention that in the letter as well

Special Touches

You will want to make your letter stand out and be noticed. Since many organizations send out appeals, it is important to make yours easy to read and attractive. You do not want yours to end up in the trash or in a pile on someone's desk. Some special touches to consider are:

  • Adding a personal touch to the letter is a great way to get it noticed. You can make it more personal by having it signed by hand. You can also include a handwritten note to the bottom of the letter.
  • Donation letters should be printed on your organization's letterhead and be placed in an envelope that has the organization's return address clearly on the front.
  • A follow-up phone call can add another personal touch and remind potential donors that their contributions are greatly needed and much appreciated.
  • Finally, have a system in place to track donations. This will help you in generating thank you letters and will make it simple to prepare the next round of solicitation letters.

Use the attached templates to solicit various types of donations for your organization. Tailor each template to suit your own organization's needs. Be sure to always follow up on any donation that you receive with a thank you letter and even a phone call.

Donation Letter Templates