A donation letter is frequently written by churches, schools and other non-profit organizations in order to get the funding they need for special projects, expenses or operation costs. The quality of the donation letter you write can affect the response you get, so you want to handle the task in the proper manner. Your goal is to get the contributions you need to meet the requirements. If this is an intimidating task for you, the tips below will help make writing a donation letter easier.
1. Make certain your letter gets to the right person. First and foremost, you want your donation letter to get in to the right hands, or the person responsible for approving donations. If your letter is received by a clerk or someone else at the company, it may never make it to the person with the authority to make a contribution.
2. Keep your letter brief. In all business situations, a brief letter that is written in a concise and easy to read manner works best. Stick to the facts, and avoid emotional tactics or trying to exaggerate your desperation.
3. Emphasize the good work and benefits of your non-profit organization. It is important that the recipient knows that the work of your organization does benefit individuals or the local community in some way. Let the recipient know how their contribution will help, and how it will be used.
Always use a professional and courteous tone when writing your donation letter; also mention that the contribution is tax deductible.
Sample donation letter
City, State, Zip
City, State, Zip
Dear Mr./Mrs./Ms./Miss followed by last name,
In the opening paragraph, introduce yourself and explain briefly that you are writing on behalf of your non-profit organization, ABC Children’s Workshop (name of your organization). Your introductory paragraph should describe the work of your organization in a concise manner, and how it impacts the community, children, etc.
The main body of your donation letter, explain that you are soliciting contributions and that the money is necessary in order to obtain or achieve your goal. Also emphasize what the contribution would mean to your non-profit organization, and how it will be used. Mention that the donation is tax deductible, and how it may reflect on the impression or giving value of the company.
End your donation letter by thanking the recipient for their time and for considering a contribution. Include pertinent information such as who to make the check or money order out to and where to send it. Also let the recipient know who to contact should they have any questions or concerns.
Be sure to sign your name by hand above the typed signature. Always proofread your donation letter, and edit when necessary for any spelling or grammar errors. Writing this type of business letter is fairly simple; by following the guidelines above, you will see that your donation letter is effective and achieves the desired result.