Donation Request Letter – Tips How To Write It

Donation Request Letter – Definition

Donation request letter is a letter sent by charity organisations to donors or prospects with the aim of raising non-profit funds. The donation request letter can be sent on their own or can be attached with additional information such as pamphlets or booklets.

Donation request letters may request for other forms of support be it materials or labour aside from money. Donation request letters can be written by different organisations. They can be schools, hospitals, charity groups and even non-governmental organisations. These letters usually target a wide range of donors they can be individuals or even businesses. There is no specified time for writing request letters. This means it can be written at any time of the year.

Writing a donation request letter is very important because it’s a formal way of asking for donations from donors. Letters allow you to indicate your needs hence giving the addressee a better idea of what you actually need from them. Letters also bring legitimacy to your fundraising project.

When writing a donation request letter, one should:

  • Be ready for anything. When writing a donation request letter, you should be ready for an answer be it a yes or a no. Not everyone is ready and willing to help support your fundraising project. Always prepare yourself for an answer aside from yes, when you’re asking for a donation.
  • Be honest and sincere. When asking for a donation from friends, family members or prospective donors, you need to be upfront and truthful. Clearly explain to them why you were asking for their help and what the funds will be for.
  • Always ask the right persons. When raising funds always know your audience. Always ask the right people for help. They should be people who you know are in a position to help you. Avoid asking help from people who you have a different idea.
  • Know exactly what you are asking for from the donor. When you start writing the donation request letter, you should know exactly what it is you want from them. Clearly spell out your what your main objection is.
  • Research well. For a successful fundraiser, you need to do your research on your target audience early and often too. Research on the name and post of the target audience. Know the detailed information about them.

Asking for donations from donors of different calibres be it, friends, government or businesses has a number of benefits.

They include:

  • You will receive donations of different kinds. Sometimes donors do not contribute money only towards a noble cause. The also donate products and services that can be of help in a given project. For instance, if you are raising funds towards building a hospital, the can provide building equipment or labour to support.
  • Repeated contribution in the near future. If you create a strong and good relationship with the donor, you can sometimes be sure of getting future donations towards future activities and projects.
  • You are guaranteed a large fundraising potential. If you ask for help from companies, you are guaranteed a huge raise because most companies have departments set to deal with charity causes and they are willing to give to such noble projects.
  • Instant access to potential donors. If you have friends living nearby, it’s easy to access them for donations and quickly get in touch with them.
  • The trust your family, friends and co-workers have on your means that when you ask for donations from them won’t be hard. Many fundraisings have been a failure because the organisations asking for funds don’t have a common ground with the donors.
  • When raising money towards a noble cause or a noble project, you always on the same page with most people. Hence the values you share together will be a motivating factor for them to contribute towards the cause.
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How to write a donation letter – a step by step instruction

In our society, there are many charity organizations, and all are vying for donations from different companies, organisations and even individuals. In order for the charities to get what they need, they have to convince and persuade the possible donors that your cause is worth their money. In this article, we shall focus on how to write a donation request letter, the steps to be followed in order to achieve the one thing and that is to raise funds.

  • Writing a good introduction.

When writing the introduction of the letter you need to understand as well as know who your target audience is in order for you know how you will frame your letter. The recipient of the letter should be the one whom you think is in a position to meet your needs and help you too. The person who you’re writing to should understand and relate to your cause and the purpose.

The introduction should be personalised. If need be trying to research and know the specific person to whom you are directing the letter to. The letter should be addressed in an official manner, for example, you can use “Mr” or “Mrs” before the recipient’s name.

Avoid using general terms like “to whom it may concern” this is because it doesn’t bring the personal touch between you and your purpose. Using the person’s name when addressing them is important as they draw the donor into helping you. Explain to the reader why you are writing them.

Do not forget to capture the reader’s attention. Remember as you writing to request for a donation there are many organisations out there writing requesting for the same too. Your letter should be persuasive and convincing.  Try to capture the reader’s attention by highlighting the importance of your cause in order to get your reader to go through the rest of the letter.

  • Ask for donation.

Explain to the recipient about the project you are working on. It should be clearly written and to the point how the project in question is going to impact the lives the target people positively.  If the addressee does not know what the purpose of your writing is the won’t trust the organisation hence they will not be quick to donate. The cause should be possible and practical and easy to achieve the goals.

Be precise on what you want and how you think the donors or the organisation you’re writing to can be of help. Inform your reader exactly how their donation is essential and what it will go towards to. They should have an idea of what they are into.  This will give the prospective donor to estimate on what or how much to give. Also, tell the reader what the consequence will be if they do not donate. Highlight the consequences if they don’t donate towards the project. However, reassure the recipient that if they donate, the negative consequences will be averted and hence realising the goals of the project.

  • Conclude your letter.

When writing a closing, first thank the donor for their time in considering your project. Thanking the recipient in advance makes the feel that you understand them and hat their time is important not forgetting it presents you as a considerate person.

Emphasise to them how important your project is. Let the donor know why that project is so important and the reasons why it is worth their time and money. End with an official salutation. Include your post ant the organisation or charity group you are representing and your name and sign off. Such conclusion lets the reader know who you are and the authority you have also creates a personal touch.

Writing format

A donation request letter is a formal and well-written letter, requesting for a donation from prospective donors. The letters provide information about the organisation asking for funds. The letter should be formatted and well-presented content in order to get the donor to contribute towards your cause

 How to format a donation request letter

  • Begin with the name and address of the organisation.  Write the name of the organisation at the top left corner of the page. Beneath the name place the address of the organisation. It is best if you add your contact number and email address too for people to be able to contact you.
  • Write the date. Below the address skip a line and put the date. The month followed by the date then the year should be written in that order separated by a comma. Remember to spell out the month and do not write in short form. For example, “Nov” instead of “November.”
  • Add the recipient’s address. After writing the date skip a line. Next, place the name of the name of the recipient of the letter. After the name add the recipient’s address and below this put the person’s phone number and email address.
  • Create the salutation. When creating the salutation, it is important for one to be formal. It’s advisable to use “miss,” “Mrs,” or “Mr” if you are sure of the recipient’s gender. In a case where you don’t know the gender of the addressee avoids using “miss,” “Mrs” or “Mr” as this can put you in an awkward position. Instead, refer the recipient as “dear” then their name. For instance, “dear Brian Elsy.”
  • Create the body/ content of the letter. State the reason for your writing in the body of the letter. It should be clear, precise to the point.
  • Conclude the letter. When closing a letter, it can either be formal or informal depending on how the organisation is being represented. Informal conclusions are best to use “sincerely.”
  • Sign off the letter. After closing the letter just beneath it is where you sign the letter. Add your name, title and the name of the organisation below the sign.

Donation request letter example.

Sample letter

Name of the one requesting for donation

Name of organisation

Address of organisation

City, state, code


Name of addressee

Address of recipient

City, state, code

Dear [name of recipient],

In the first paragraph give a brief introduction about yourself. State your core mission. Let the reader know what your organisation is all about and how it has helped someone in the past.

Next, let the reader know exactly what you want. Establish exactly what it is that you want. It should be direct and to the point. Your letter should not entail all the details hence give a brief anecdote.

Thank the recipient. When concluding the letter thank the reader for their time whether or not they donate. Request again while thanking the reader. This will let them know exactly what you need by the time they are done reading the letter. Let them know that you are looking forward to hearing from them.





Going through written examples of donation request letters are very important for the reader and also first-time writers. It is important to read through several examples because:

  • Examples are important because they provide the reader with an idea of what donation request letter is all about and how it is written.
  • They also help the reader master the grammar and language to be used when writing the letter.
  • Helps the reader know the formatof writing a donation request letter.

It is also good to go through various examples of other writers so that you can shape your skills in writing a donation letter. When you go through those examples you will be able to identify the common mistakes and errors made in the format and even content of the letter.

The good thing after going through it, is that you will be able to correct the same when it comes to your own letter. Having gone through this guide you are far much ahead of others when it comes to writing of a donation letter.

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