50+ Sample Donation Request Letters and Forms

What Is A Donation Request Letter?

A donation request letter is a formal document that individuals or groups use to seek support or raise funds for their organization, event or cause. It is also called a solicitation letter.


5 Institutions That Use Donation Request Letters

There are a number of fields that rely heavily on the generosity of sponsors; though in varying degrees and different capacities. Each field has their own goals and reasons for seeking outside support. Read on to explore what these are.    

NGOs: Non-government or non-profit organizations are usually known for fundraising programs. Unlike typical businesses, they do not have a conventional form of income. They usually reach out to big donors and generous patrons to help fund and implement projects and missions. Schools: Many students are active members and officers in school organizations or clubs. For these students, they normally have an advocacy or particular cause that they devote their time to; and strive to implement programs and events that promote their advocacy. So it’s not uncommon for student organizations to seek funds from a number of sources. This could include big businesses, professionals, parents, or even other students. Churches: Churches also often need funding for their various social and community programs. It could be for a building project, a feeding or clothing drive, church missions or programs for the poor, etc. Neighborhood or Community Associations: Many village associations ask support from their residents for various reasons- support that could be used for potlucks, parties, tokens for maintenance and security staff, and other activities that demands collective effort on the part of the residents. Businesses: Though not as common as non-profit organizations, sometimes businesses seek sponsorships for certain company events such as Christmas parties. The company may request donations, whether in kind or in cash, from business contacts (e.g. suppliers). The donations may then be used as prizes for their employees during raffle draws and the like. Private companies may also engage in fundraising as part of their corporate social responsibility or CSR programs. Then companies usually donate a portion or all of their proceeds to a charity of their choice.

How To Write A Donation Request Letter

In requesting for a donation, it is vital that your letter clearly explains the reason why you need the support? and how your recipient’s donation will be helpful to you and your cause. You want your letter to be both credible and persuasive. Take note of the following steps when writing your letter: 

Step 1: Address the Recipient Professionally

A solicitation letter should still appear formal and professional. Be mindful of your format and if applicable, include a header or company logo. State the recipient’s name, address, company or contact details. You may open with a short greeting and opt to include a subject line that explicitly states your intention to seek sponsorship.  

Step 2: Provide the Necessary Details 

As an introduction, provide a simple background about your organization or event. It’s good to share statistics or past achievements relating to the event or project. Essentially you are persuading the person to see it as an endeavor worth investing in. Provide necessary details such as date and time of the event, person-in-charge, contact details, brief description of the project, target amount, etc.    

Step 3: Be Straightforward but Respectful 

After giving enough background on your event and explaining the reason for needing sponsorship, address the person directly. For example, you could ask their help in realizing your organization’s goal or state your intention to raise funds Our organization is seeking your support for our upcoming project . Any form of financial assistance will be greatly appreciated    

Step 4: Give Options 

It is also a good tip to offer different avenues for donation. This way, the recipient is given more freedom and flexibility to extend help in the way he or she sees fit. It’s all about making it more convenient for the donor. It is better for them if they are given the freedom to choose how they want to help. Indicate bullet points in your letter or list down possible ‘Ways to Donate’. Don’t forget to include bank details or information on how and where to transfer the funds.  


How do you end a donation letter?

Express your eagerness to partner with the donor and assure him or her that you are both working towards reaching a tangible goal. You want to make them feel involved with the project. You could end your letter by saying you look forward to a fruitful partnership or are eager to hear from them. You can also close your letter by expressing gratitude and optimism; reassure the donor their contribution and assistance would be invaluable to your organization.

How to write a donation letter in memory of someone?

When raising funds for a funeral or a vigil, it’s important to keep your letter courteous, honest, and direct. Give brief details about the deceased and inform the potential donor of the list of expenses. It’s important to be transparent. Always end your request respectfully by expressing gratitude.

How to write a donation letter for a church building?

Provide specific details about the church building’s current state and what the goal is. Appeal to generous parishioners and other potential donors by explaining why you need the necessary funding. Be specific and transparent- mention if the church needs minor repairs or a total renovation. Highlight the church’s significance as an institution in the community and justify why it is essential to construct or maintain the building.

The reality is it’s not easy to ask for help. But as long as you are honest, your goals are not purely self-driven but are actually goals aimed toward the common good; then asking for help and donations are perfectly acceptable ways to conjure up support. Download any of the sample letters and forms above to help you get started!