Donation Request Letter (Format and Examples)

A Donation Request Letter is a nonprofit fundraising appeal sent by organizations to current or prospective donors.  Donation request letters can be sent by charitable organizations, schools, churches, and other organizations that help others. The primary purpose of a donation request letter is to appeal to a current or potential donor for donations. These letters need to have an emotional impact on the recipient in order to be effective.

Donation request letters also need to contain information about the organization’s goals and previous accomplishments. Inform the recipient of what your organization does. Tell the recipient how their donation will help others. Be sure to provide information on how to donate, and make it as easy to donate as possible.

Donation request letters, or fundraising appeal letters, need to have certain elements included. Here is what you should include:

  • An emotional appeal – Tell your donors what you do and how you do it. It’s essential to inform them about your mission and your accomplishments. Whether you write a letter or send an email, potential donors receive many such communications daily. Be detailed in the discussion of your organization’s mission.
  • An explanation of how the donor can help – Once you have told the donor what you care about, tell them how every donation makes a difference in the lives of those you help. Discuss your organization’s accomplishments. Tell the donor about your need to do more. Inspire your reader.
  • Detailed information about how to donate – Make it as easy as possible to donate. Offer a postage-paid, addressed envelope, a donation form for debit and credit card donations, and a phone number they can call to donate. Consider allowing donations through your website.
  • Optional – A booklet about your organization – For prospective donors, a booklet or pamphlet can help your donor see and understand your mission and your accomplishments. This can help your letter stand out and encourage donations.

Donation Request Letter Format

Here is a basic format for a donation request letter.

{Your Name}

{Your Organization’s Name}

{Your Organization’s Address}

{Date}

{Recipient Name}

{Recipient Address}

Dear {Recipient Name}:

At {Organization’s Name}, we help {Organization’s mission} by {Tell a brief story here about your organization’s success. This should be an emotional appeal.}

Although we have had a great impact, {Organization’s Name} still has a lot to accomplish. Your support is crucial to our {Organization’s mission}

Please consider donating to our mission.

We greatly appreciate your contribution. It will be used to {Organization’s mission}.

Here are the ways you can make a donation:

{If your organization is in need of something other than money, put instructions for donating here. Otherwise, delete this line}.

• Call us at {number}

• Donate online at {website}

• Send us a check in the postage-paid envelope we have provided

• Complete the enclosed debit or credit donation form and mail it in the postage-paid envelope we have provided

Please join our mission to help {Organization’s mission}.

Sincerely,

{Your signature}

{Your name}

{Organization’s website}

{Your email Address}

Sample Donation Request Letter

Here is a sample letter based on the above format.

Jennifer Miller

Oklahoma Pet Rescue

9937 West Herring Street

Billings, OK 89256

September 27, 2056

Mr. Jacob Jennings

3000 South Henderson

Billings, OK 89256

Dear Mr. Jennings:

At Oklahoma Pet Rescue, we help stray animals by rescuing, fostering, and adopting them to loving pet owners in Oklahoma and the surrounding states. Last month, we rescued 89 animals who were surrendered or found in deplorable conditions. Our rescue is constantly busy saving precious lives.

Some of our pets have been abused, used as bait, or badly neglected. Some come from puppy mills where they lived in horrible conditions. Some were simply abandoned. No matter how these adorable pets came to us, we understand it is our responsibility to nurture them and find them loving homes.

Although we have had a great impact, Oklahoma Pet Rescue still has a lot to accomplish. Your support is crucial to saving mistreated and abandoned pets in Oklahoma.

Please consider donating to our mission.

We greatly appreciate your contribution. It will be used to rescue pets in your area and surrounding areas.

You can help by donating dog or cat food, old blankets, leashes, or collars to our rescue at 9937 West Herring Street. We are in constant need of these items to shelter and protect these adorable pets who desperately need loving families.

We also accept financial donations. Here are the ways you can make a donation:

• Call us at (768) 248-9777

• Donate online at OklahomaPetRescue.com

• Send us a check in the postage-paid envelope we have provided

• Complete the enclosed debit or credit donation form and mail it in the postage-paid envelope we have provided

Please join our mission to find loving homes for precious pets. We have included a booklet with photos of some of the happy pets we have placed in forever families. You can see all of our pets on our website, OklahomaPetRescue.com

Sincerely,

Jennifer Miller

Jennifer Miller

OklahomaPetRescue.com

millerj@oklahomapetrescue.com

Donation Request Letter Examples and Templates

Donation request letters are difficult to write. You should make the recipient feel connected to your mission without writing too much. The basic format above works well for any donation request letter need. The sample letter can help you understand how to make the format work for your organization. Please feel free to use these to create your perfect donation request letter.

Donation Request Letter for School

A donation request letter for a school is any donation request letter written by a school asking for items or funds to supply the school’s needs. These letters are often sent to parents requesting necessary school supplies or needed school expansions. Schools frequently request outgrown uniforms in a donation request letter.
Details
File Format
  • MS Word

Donation Request Letter to a Company

A donation request letter to a company is a donation request letter written to a company rather than an individual. These types of donation requests are common. Companies can respond by asking their employees to donate, or by making a company donation. The above basic format would work for either a company or an individual.
Details
File Format
  • MS Word

Donation Request Letter for Food

A donation request letter for food is an appeal for food donations. This type of donation request letter should provide information on where and how to donate food items, as well as information about the items you need most. Include stories of your organization’s efforts and successes.
Details
File Format
  • MS Word

Donation Request Letter for Nonprofit

A donation request letter for a nonprofit is a donation request letter written by a nonprofit agency. Everyone receives a fair amount of donation request letters. Make sure yours stands out. Tell your story in a way that appeals to the recipient’s emotions.
Details
File Format
  • MS Word

Conclusion

Donation request letters need to appeal to the recipient’s emotions and create in them a desire to help your cause. Give enough information about your organization and how it helps for your recipient to understand the need for their help. Telling a story about your mission and its success is a great way to begin your donation request letter.