
This brings us to the main point, what should you include in a template for donation letter? You may seek professional writers and consultants help, but it is not possible for every organization to hire external help for writing a donation letter. Thus, the following tips on donation letter template will prove helpful to those seeking some guidance on donation letter format.
Donation Letter Format
You need to follow variety of styles, that will match the organization, event, cause, and the person receiving the letter. You need to follow the following structure for most of the donation letter format. You need to send your donation letter on the organizations letter head only. This letter head should contain the name, logo, address, phone number, e-mail address and website name, if any, of your organization.
You need to first write the date of mailing in your letter. The US postal regulations states that the date of letter should be same as the mailing date, in case, of bulk mail. Thus, if you do not know the date you are going to post the donation letter, make sure you just include the month and year. This is in compliance with the US Postal requirements.
You need to write the address of donor, as it is in line with the traditional business letter format. You can leave the address in your letter, as it is not compulsorily followed today. However, this becomes very useful if you are using an envelope with address window. This way you reduce the chances of sending wrong letters to the wrong mailing address in case of bulk mail. Also, it becomes kind of time saver.
When you begin the letter, make sure you use salutations like 'Dear Mr. Jones', instead of 'Dear Friend'. It is always better to use the name of recipient, as it gives a personal touch to the letter. You can use the first or last name of the reader.
Next, comes the body of the letter. This is the most important section of your letter, as this is where you explain the cause and the reason the reader should donate. This is where you connect with your readers. In the first paragraph, avoid stating your mission statement or information about your organization. You need to begin with some opening statements related to your donation letter or write a compelling story. If your organization handles multiple projects, do not enlist all of them. You need to focus only on one cause or project. This will help the person get a specific ideas and how your charity has helped those in need. Do not concentrate on accomplishments, instead portray stories that show the changes you made in someone's life to the reader.
You need to ask the reader to make a financial gift to your organization. If you do not ask for financial aid, your donation letter is a waste. You need to ask the reader to donate and explain it to him clearly, why you are asking for the aid. You should include a reply envelop so that they can readily respond to your plea.
You need to thank the reader in advance for their donations. If the person has donated to your cause in past, make sure you thank and acknowledge their earlier contributions. You should close the letter with statements like 'sincerely' or 'kind regards'. If you find any other appropriate closing statements, you can use them so.
The donation letter should be signed individually. Never leave the signature area blank. Write the full name of the person who signs the letter below the signature. Then, include the title of the sender below his/her name. You can end the letter with a P.S. statement, that reinforces the message of the donation letter. You can even tell the donor the date by which the donation needs to be sent or mention the project the donation is required for. You can go through the following template, followed by a donation letter sample to help draft a letter for your organization.
Donation Letter Template
Template of Donation Letter #1 |
Organization Name Organization Address City, Sate, Zip, Phone Number (s), Fax Number Email address Website (if any) Date Name of Receiver [Address] [City, State Zip] Dear [name], Acknowledge what the organization does and why donor should choose to donate to the organization. Indicate the purpose of donating to selected organization. Describe how the organization will benefit from their funds. Provide name, date(s), and description of the event, the organization held to raise funds. List the amount of money to be generated through donation that will help provide funds to the organization cause. Best wishes, Signature(s) [Organization President(s)/ Chairman(s)] |
Template of Donation Letter #2 |
Organization Name Organization Address City, Sate, Zip, Phone Number (s), Fax Number Email address Website (if any) Date Name of Receiver [Address] [City, State Zip] Dear [name], I'm writing on behalf of (organization name). Our organization is (explain in short who you are and what you do). We need to raise funds to (describe your organization's need or mission) and we are willing to work hard to raise these funds. (Receiver's Name), we need your help with our upcoming (state your event; auction, charity event) to benefit (your program). We need funds to help provide (scholarships, gifts, prices, etc). (If they've donated to you before, state that, and thank them for their continued support!) We'd appreciate a donation of (state a sample donation item you wish from the business... a gift card for $100, or a package for $150). Your donation will help us achieve our goal for this fundraiser, which is (state monetary goal). Your generous donation (of service/ merchandise) will be publicly acknowledged at our event through promotional announcements and fliers, a logo and prominent note in our program, and (detail what benefits they'll receive). We feel that your business will benefit from the community goodwill generated by your kind donation to our group. To learn more about our group or our event, please contact (Name of Volunteer) at (phone number), or the contact info listed below. Thank you for your consideration of our request, and we look forward to hearing from you in the near future. Sincerely, Signature (Development Director/ Board Pres) PS: So that we may plan our event better, would you please let us know your decision by (cutoff date)? Thank you |
Template of Donation Letter #3 |
Organization Name Organization Address City, Sate, Zip, Phone Number (s), Fax Number Email address Website (if any) Date Name of Receiver [Address] [City, State Zip] Dear [Name], I, [Your Name], am writing to you on behalf of BlueBell Town Welfare Committee, an organization that is working for a new free Arts, Crafts and Dance school in our town. We estimate that today there are [specific number] of kids in our town that are passionate about art and dance, but have nowhere hone their talent. We feel that this artistic drive should be supported by a safe, sanctioned place for these kids to practice and develop skills that will help change their lives. We, at BlueBell, have taken up this cause on behalf of our town's children, but we need your help. You can donate in cash and kind and help us get closer to our goal. There are many community leaders and businessmen on our committee board as well as volunteers helping us run the school. Our townspeople are clearly excited and eager to see our dream project succeed. You too can be a part of this dream by supporting our budding talent with a donation. You can donate books, material, clothes, accessories, etc. related to art, crafts and dances taught in our school. You can even adopt a class and help support all their needs. Or else you can give us some financial assistance to help us with our various projects. You can pledge your donation on our website and even at our numerous events. You can even fill the form accompanied with this letter and mail it to us with your desire to help. Our representatives will get in touch with you and do the needful. I would like to thank you for considering our request and becoming a part of our creative dream. If you have any queries regarding our fund management policy, various projects, or our organization, please feel free to contact me at the address given above or at mymail@someaddress.org. You are even welcome to walk-in to our school and take a tour. We will gladly show you around and meet out talented students. Thank you, (Signature) Your Name |
You can use these letter writing tips and draft your own sample letters asking for donations. You can even refer to many donation letter samples over the Internet. After you receive a donation, make sure you send a donation thank you letter to the donor.