A solicitation letter is often written when you are putting on a fundraising event, or need funds for your group/organization. This type of letter may also be written by a business when in need of funds for an employee function such as a company employee appreciation picnic or Christmas party. In any event, a solicitation letter may seem like a daunting task, but the tips and guidelines found below will demonstrate the proper way to handle it.
- Keep your letter brief and to the point. Most businesses are very busy; the person responsible for authorizing a donation will likely not have the time to read a long, drawn-out letter. Keep your solicitation letter brief and on topic, including only the pertinent details. One page is usually sufficient to demonstrate your need.
- Make it professional. When writing your letter, use business letterhead if possible. Also stick to simple fonts that are easy to ready, leaving plenty of white space around borders.
- Review your work before sending out. In any situation, you want to proofread your work for spelling and grammar errors. Also check any details to make sure that everything is correct.
Use a friendly, professional tone when writing a solicitation letter. A voice of sincerity and appreciation in advance will often help you secure the donation.
Sample solicitation letter
City, State, Zip
Dear (Mr./Mrs./Miss/Ms.) followed by last name, or ‘Dear Sir/Madam’ if you do not know the name of the recipient
In the introductory paragraph, introduce yourself and the name of your group/organization; briefly summarize why you are writing. Include a few details about the group/organization that will benefit from the donation of funds/goods, and mention how the recipient has helped support your group in the past if applicable.
The main body of your solicitation letter should include the details about how the money/products will be used. Explain that the company/organizations gift will go toward cancer research, coats for children, the company Christmas party for employees, etc.
Be sure to mention that the company’s contribution is 100% tax deductible. Also include the federal tax id number of your group/organization when possible. You want to make it as easy as possible for the recipient to make a donation to your cause.
Thank the recipient for their time and consideration, letting them know that if they do contribute, their name will be listed among the sponsors in a brochure, program, etc. This is a form of free advertising for their business!
As you can see, writing a solicitation letter is not that difficult. Always demonstrate your appreciation for their consideration, and include any information that will enlighten the recipient on how donating will benefit their company/organization.