application letter for asking donation

Donation Request Letter Templates That Actually Work

Donation letters are an important fundraising tool for many nonprofits. Get the best tips and donation request letter templates that actually work.

Bryan Shanaver

Donation letters are an important source of fundraising for nonprofits , even in the digital age. Whether you’re planning to send physical letters or emails (or both!), donation request letter templates for nonprofits can help you find your voice – and bring in funds for your organization. Read on for the best tips and templates to help you fundraise effectively.

Tips for How to Write a Donation Request Letter

There’s no single formula for writing a donation letter – they should always come from the heart. However, we do have a few tips to help you as you work your way through the donation request letter templates below. 

• Start strong . Open your letter with an engaging story about your organization, its mission and how it makes a difference in the world. 
• Make it personal . You want the reader to feel compelled to make a donation. Sharing a personal story or a donor story can make a strong connection. Include a picture or two if you can. 
• Provide details . If you have statistics about the impact your organization has had, include them. If your fundraiser involves an event, go beyond the date and time to provide information about who will be there and what you’ll be doing.
• Ask for a specific amount . The best charitable donation request letter templates include details about the difference each dollar amount can make. For example, “Just a $25 donation can provide a holiday meal for a family of four.” 
• Build trust . Mention your organization’s history and achievements, like awards or partnerships, to build credibility. Donors also want to know their donation is going directly to the cause, so break down where you’ll be using the funds.
• Provide convenient options . It’s best to have multiple ways to donate. If you ask for donations by mail, include a self-addressed envelope. You should also have a fundraising page so people can make donations online. Many nonprofits also accept donations through Venmo or PayPal.
• Give thanks . Showing appreciation for your donors and potential donors is the most important part of any donation request letter template. Even if they haven’t donated previously, you can thank them for their time and consideration. 
• Proofread . A well-written, error-free letter makes your organization look professional. Before you hit “send” or put your letters in the mail, have a colleague or another volunteer look it over. 

Top 4 Donation Request Letter Templates

Donation letters often include some of the same information, but they vary depending on the request that’s being made. Here are 4 free donation request letter templates for various situations that any organization can use. 

1. General Donation Request Letter

This is the most common example of a donation request letter. You’d typically send it to individual donors who aren’t familiar with your organization. 

[Organization Name] [Organization Address] [Date] Dear [Name of Donor], Paragraph 1: Introduce yourself and your organization. Highlight your mission and add some statistics about what you’ve accomplished for your cause. Describe what you’re raising funds for and the difference you hope to make in your community.  Paragraph 2: Appeal to the donor’s emotions with a compelling story that relates to the donations you’re requesting. It can be an example of a past project or a story of a person you’ve helped.  Paragraph 3: Make your donation request. Give specific amounts with examples of how that amount will make a difference. Don’t forget to mention that any amount is appreciated. Paragraph 4: Tell them how to donate. Direct them to the donation website or provide a mailing address for a donation. Better yet, include a self-addressed envelope for checks. Paragraph 5: Thank them for considering your request. Restate that any amount is appreciated and let them know they will make a difference by donating. Sincerely, [Your Name] [Your Title]

2. Online Fundraiser

Online fundraisers are a little different than general fundraising through the mail or your website. Giving them a start and end date can create urgency, and fundraising for something specific can get donors interested. Here’s a sample request for donation letter for an online fundraiser.

[Organization Name] [Organization Address] [Date] Dear [Name of Donor], Paragraph 1: If they’ve previously donated, thank the donor for being a part of your community. Include a specific amount they donated in the past, if possible.  Paragraph 2: Introduce (or re-introduce) your organization with a brief summary of your mission. Give an example of a past fundraising campaign and the impact it had. Let them know you couldn’t have done it without them. Paragraph 3: Announce your current online fundraiser. Provide a specific purpose for the campaign as well as a specific goal you’re trying to reach. Give a date when the campaign will end, and let them know you need their help.  Paragraph 4: Ask for a donation in a specific amount to help kick off the campaign. Provide the URL of the fundraising website. If it’s an email, add a “Donate Today” button.  Paragraph 5: Be sure they know that any amount is helpful. Offer an incentive for donating, like a social media shout out or a raffle ticket if you have an upcoming event.  Paragraph 6: Thank them for their support, and direct them to the fundraising website or your organization’s website for updates on the campaign. Sincerely, [Your Name] [Your Title]

3. P2P Campaign

Peer-to-peer (P2P) campaigns are essential for many nonprofit organizations. They allow individuals to raise money on your behalf by setting up their own online donation page. You can send this 501(c)(3) donation request letter template to your volunteer fundraisers to use.

Hi [Name]! Paragraph 1: Introduce the organization you’re raising money for. Include a description of their mission and history, for example, how long they’ve been operating.  Paragraph 2: If there’s a specific purpose or campaign you’re raising money for, include that here. If you have a personal story about how the organization has impacted you, include that here as well. Let the donor know how important this is to you and how excited you are.  Paragraph 3: Tell them the total amount you’re trying to raise. Ask if they’d consider making a donation in a certain amount, and give an example of how that amount can make a difference. Provide a link to your P2P donation page. Paragraph 4: Include any specific information about the campaign here, for example the total fundraising goal, a date the campaign ends or any events involved, like a 5K or other fundraiser.  Paragraph 5: Let them know that any amount is helpful, and if they can’t donate, they can share your page online to help spread the word.  Thank you, [Supporter’s Name]

4. Sponsorship Request Letter

A sponsorship letter is a request for a business to sponsor an event you’re holding. For example, they might sponsor a table at a dinner, and receive a placard on the table showing their name and business information. This is a popular donation request letter for schools and teams, as community businesses are likely to get behind these types of organizations. 

[Organization Name] [Organization Address] [Date] Dear [Name of Business Contact], Paragraph 1: Introduce yourself, your organization and your mission. Give an example of how you’ve made a positive impact in your community. Describe what you’re raising funds for and the difference it will make. Paragraph 2: Provide some benefits the sponsor will receive if they support you. For example, they might get networking opportunities, media coverage or exposure to a certain audience.  Paragraph 3: Describe the details of the sponsorship. Provide a few different sponsorship levels, the donation amount, what they will get, and how that amount will help the community.   Paragraph 4: Write your call to action. Let them know how to sign up for the sponsorship, whether by filling out a form and sending a check in the mail, or signing up through your website. Also provide a phone number they can call to get more information.   Paragraph 5: Thank them for their time and consideration. If you can, recognize the business by including some details about how they make a positive difference in the community, and thank them for their hard work. Let them know you’re all in this together and their sponsorship will make a difference. Sincerely, [Your Name] [Your Title]

We’ve provided you with our top donation request letter templates that actually work – now it’s up to you to put them into action. Whether you’re writing a donation request letter for a church, school or another nonprofit organization, remember to make that emotional connection and also make it easy for people to donate. 

That’s where fundraising sites like Donately come in. Our customizable forms and pages, plus P2P fundraising and features like text-to-donate and recurring donations , can help you reach every donor. And with a variety of pricing plans, including a free option, you can find one that suits your budget. Sign up for free today and start raising money. 

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Request Letters

Donation Request Letter – Free Samples & Formats

Sometimes life throws you a curve ball or two, and you find that yourself, a loved one or organization is in desperate need of financial help. When such times arise, it’s a good idea to know how to compose a basic, Request for Donation letter. A request for donation letter is a well-respected, traditional method of obtaining some much-needed funds from individuals or organizations known or unknown.

When you set out to compose your donation request letter, it’s important to know your audience. The content of your letter will depend on whether it is an individual, an organization, a charity or business. When composed properly, you increase your chances of receiving funds. If not composed correctly, then of course, you risk your request being denied.

Tips for Writing a Perfect Donation Request Letter

Your donation letter should be brief, concise, and informative. Abstain from using overly ‘wordy’ language, or from digressing from the main point. Make certain that you don’t ask the donor for a specific amount, let the donor decide how much they are willing to contribute.

Each letter should contain your story, or current state of affairs, as well as enough ‘evidence’ to explain your situation. Be as exact as possible and avoid sounding vague or ‘shady’. When it comes to the prospective donor, remember to make them feel important, that their contribution will actually mean something in the end.

Finally, when all is said and done, be gracious and thank your prospective donor for their time and patience for reading your request. Furnish them with the appropriate contact information, as you wish to appear as transparent as possible.

A donation request letter is classified as a formal business letter, so it should be formatted as such. This means you are to use block style. In block style, all sections are left-justified. As for the body of the letter, the paragraphs are single spaced, with double spacing in between each paragraph.

As you will see by the examples below, your letter will contain:

• Your name, address and contact information
• The current date the letter was typed
• Your Recipients name, address and contact information
• Subject line
• The text body, single spaced with double spacing in between paragraphs
• Your signature
• Any enclosures

Sample Donation Request Letters

Below we have included 14 sample Donation Request Letters for various situations. As you can see, the structure of each letter is quite similar. The differences of each letter lie in what is to be requested, and the inclusion of your backstory, or current circumstances. Keep the wording formal, tight and brief, while being respectful of your donor at all times.

Donation Request Letter for Medical Expenses

{Your Name}

{Your Address}

{Your Contact Information}

{Recipients Name}

{Recipients Address}

{Recipients Contact Information}

RE: Donation Request Letter for {Type of Medical Expenses}

{Salutation: Dear Recipient: }

I am writing this letter in response to your offer to assist myself and my family with much needed medical expenses for our son, David. We have been advised that the current expenses will reach approximately $20,000 by mid December, 2022.

We greatly appreciate any assistance in this matter. The operation saved his life, but he will require ongoing care in the form of physical therapy for approximately 6 months. Our physician, Dr. Grayson, may be reached at the following number if your have questions: 555-555-5555.

Thank you for your kind attention to the above matter.

Donation Request Letter for School

RE: Donation Request for {Name of School}

I, {Your Name}, am currently a teachers aide at the {Name of School}. We have recently discovered that our gymnasium is in dire need of repairs. These repairs involve the plumbing system that leads to the changing area. Without proper plumbing, our students cannot maintain proper hygiene standards after exercise.

We have contacted {Name of Contractor} to ascertain costs. The estimate currently stands at $8,000 for parts and labor. We respectfully request any financial assistance that you may offer, as you were an alumni of this school, I’m sure you can appreciate the importance of keeping facilities in good repair.

Thank you for considering this request for financial assistance. Both myself, the principal or contractor are readily available to answer any inquiries you may have.

Donation Request Letter for Food

RE: Donation Request for Food

I, {Your Name} am currently an employee of Acme Staples in Manchester, Indiana. It has come to our attention that several of our fellow employees have fallen on hard times and are having a difficult time securing sufficient funds with which to feed their families.

I am writing this letter to request financial assistance. Any amount would be greatly appreciated at this most difficult time. I have enclosed the name name of each family for your convenience. We have currently began a crowdfunding page and have raised a little over $1,200 of our goal of $5,000.00. If you can find it in your heart to generously contribute to our crowdfunding page, we’d be very much appreciative.

{enclosures}

Donation Request Letter for School Event

RE: Donation Request for {Name of School Event}

As the athletic director of {School Name}, I am currently seeking out donations for assistance in funding our intramural program. At present, we are in need of $3000.00 to complete the program, however, any amount would be greatly appreciated.

As you competed on our basketball team in the late 70’s, we hope you recognize the need for students to continue to have access to sports activities both in and after school.

If you have any further questions or concerns, please feel free to contact me at {Contact Infomation}. Thank you so much for any consideration this letter receives.

Best Regards,

Donation Request Letter for School Supplies

RE: Donation Request for School Supplies

I, {Your Name}, am writing this in an effort to appeal for much needed financial assistance. It has come to our attention that approximately 35 percent of our 3rd grade class come from families which are financially unable to contribute school supplies, such as pens, pencils and paper. This has led instructors to borrow supplies from other sources to assist these children in need.

As a result, our school is in need of additional funding to restock our supplies to a comfortable level. At present we are at a loss for the most basic supplies, such as copy paper, and writing implements. Our superintendent, {Name of Superintendent} estimates the cost to replenish our supplies is approximately $2,500.00.

We respectfully request you consider making any contribution that you see fit. If you have any further questions, please feel free to contact me at {Contact Information}.

Donation Request Letter for Church

RE: Donation Request for {Name of Church}

I represent {Religious Institution}. We are currently operating a food bank out of our premises. All food is based on the amount of donations we receive. Due to the approach of the holiday season, we are finding that our reserves of non-perishable items, such as canned goods, are running desperately low.

At this current time, we are requesting donations with the purpose of replenishing our pantry, so that it offers the highest level of quality foods for those in need during the holiday season. We hope you can find it in your heart to assist us with a much needed monetary donation.

If you have any questions or concerns, please feel free to contact myself at {Contact Information}, or {Pastor’s Name} at {Contact Information}.

Grocery Store Donation Request Letter

RE: Donation Request for {Grocery Store Name}

Enclosed you will find information regarding our food pantry. We are currently operating out of the 6th street Church. At present time, we are finding ourselves in need of much needed provisions to help the homeless, and others in need. We are writing this to request both financial assistance, as well as provide any food you can spare.

With the winter season quickly approaching, it would be quite ideal if our pantries were well stocked with non-perishables, as well as freshly delivered day old foods. We are hopeful you will consider our request, and assist us in any way you possibly can.

Respectfully Yours,

Donation Request Letter for a Company

RE: Donation Request for {Company Name}

I, {Your Name}, am writing this on behalf of {Company Name}. This company is currently lead by myself, with a staff of 27. Our mission statement is to offer low cost tutoring services to children from low income families who are in need of this service.

In order to complete this vision, and to make it whole and self-supporting, we are requesting monetary assistance from those who respect the importance of education in our community. On June 14, 2022, we embarked on a journey, a quest to help educate children from 25 of the poorest families in our immediate area.

The amount necessary to add additional staff is approximately $10,000.00. We would greatly appreciate any donation, no matter how large or how small, to assist us with our goal. With these funds, we’ll be able to add the appropriate staff.

If you have any considerations, or would like to know more about our business, please feel free to contact us at your earliest convenience.

Donation Request Letter for Non-Profit

RE: Donation Request for {Non-Profit Name}

I, {Your Name}, am currently promoting our crowdfunding event to raise much needed funds for our no-kill shelter, {Name of Organization}. Over the past several weeks, we have been inundated with companion animals of all sorts from dogs and cats, to small mammals and even chickens. Due to this sudden influx, we are in great need of supplies, including fresh bedding, food and basic veterinary supplies.

Our crowdfunding page is located at {Page Address}, and has currently raised over $4,000.00. However, we are still short of the amount we’ll need, especially when it comes to supply our low-cost spay/neuter clinic.

If possible, we would greattly appreciate any financial assistance you can provide. If you have any questions or concerns, please feel free to contact me at {Contact Information} at your earliest convenience.

Donation Request Letter for Family in Need

RE: Donation Request for {Family Name}

I represent the local chapter of the Westward Charity Home for Those in Need. it has come to our attention, that a local family, {Family Name}, has come upon hard times, and is in desperate need of basic life essentials. Currently, we are understaffed and overcrowded. As a result, we are seeking much needed monetary support for additional blankets, cots, food for this family of 4.

As you have previously shown interest in the workings of our fine organization, and donated a liberal amount in the past, we hope that you would consider contributing to the betterment of this family. Thank your for your kind attention to this matter. If you require any further information, please feel free to contact me at {Contact Information}

Donation Request Letter for Personal Donations

RE: Donation Request for {Personal Donation}

I {Your Name}, am writing this letter in response to a recent meeting we had on June 14, 2022. During that time, you became aware of my current situation, and the difficulty I had in paying medical bills. You generously offered to contribute to my cause if I found it necessary.

Yesterday, my physician, Dr. Browning, discovered that the cancer had spread from my lung. He estimates that I’ll again need to have extensive chemotherapy to help hinder the spread of the disease. If you would be so kind as to assist me with any size donation, I will be greatly appreciative.

Thank you for your initial interest in my situation. If you require any further information, please feel free to contact my physician at {Contact Information}, or myself at {Contact Information}.

Donation Request Letter for Sick Individual

RE: Donation Request for {Sick Individual}

I, {Your Name}, hereby request financial assistance for one of our valued employees, {Employee Name}. On June 14, 2022, while unloading the ice truck,{Employee Name} fell from the platform and fractured his leg. As he is a young man of 16, and from a family of little means, we are requesting assistance from kind and compassionate individuals.

We hope you can find it in your heart to assist us in helping Riley back on his feet. He is and always has been a valuable member of our team, and we are lost without his determination, diligence and competence.

Thank you for any and all consideration. If you have any further questions or concerns, please feel free to contact me at 555-555-5555.

Donation Request Letter for Cancer Patient

RE: Donation Request for {Patient Name}

My husband and I are writing this letter to you out of pure necessity. My mother, {Mothers Name}, has been recently diagnosed with lung cancer. According to her oncology physician, {Doctor Name}, she must begin treatment immediately.

At this time, we are not able to cover her expenses. As a result we are requesting monetary assistance. We will be very grateful for any type of financial assistance you can offer at this very trying, and dark time.

If you have any questions, you may contact me at {Contact Information}, or {Doctors Name}, at {Contact Information}. Thank you for your kind attention to our current state of affairs, we are very much grateful.

Donation Request letter for Sick Child

RE: Donation Request for {Child’s Name}

I, {Parent Name}, hereby make a request for financial assistance with regards to my child, {Child’s Name}. My daughter is suffering from Spina Bifida, and is in desperate need of a wheel chair she can use, and grow into. As you well, know, this condition does not allow her to complete even the simplest tasks of daily living, so even getting from one area of the house to another is quite difficult without the proper transport.

I am currently raising funds to help raise money for a new or refurbished, motorized wheelchair. I have been informed by the physician that the cost will at least be $4000.00. We have so far raised $1,500 via crowdfunding avenues.

If you could assist us, we would be most grateful. Thank you for taking the time to read our letter. if you have any questions, you may contact me at 555-555-5555.

{Parent Name}

Donation Request Letters

Donation request letters are formal invitations sent to potential donors to ask for donations to a certain charity, institution, or nonprofit organization. They are typically sent to individuals or businesses to familiarize them with your mission, explain your needs, and explain how a donation may be helpful.

Donation Request Forms

A donation request form is a fillable document sent to individuals or businesses requesting that they support your cause through a donation. It contains fillable segments that you can customize to your liking and use to collect the information of willing donors.

Donation Request Letter Examples

Donation request letter examples are model documents that demonstrate how you may convince a potential donor to support your cause. They are written in the language and format of donation request letters, and you can use them as a guide when drafting your letter.

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