With a good solicitation letter sample to work with, writing fundraising letters for silent auctions and charity events can be much easier and quicker than you might expect. The key is to use a fundraising letter template that incorporates some basic strategies and then to tweak each individual donation letter based on the organization you're approaching.
Key Information Any Solicitation Letter Sample Should Have
Having an effective solicitation letter sample is an important part of an having an efficient, effective fundraising strategy. Luckily, whether your organization is making requests for large donations or small ones, the basic strategy and letter template is still the same. When writing or using a fundraising letter template, be sure it:
Clearly and explicitly asks for the exact donation you want. If you're looking for a $50 gift card, that's exactly what you should ask for. If, however, you want two $25 gift cards instead, make that clear. Using clear requests in your fundraising letters cuts down confusion on the part of your donors and makes it more likely that you'll get exactly what you want.
Explains your organization's mission and the reason for the donation request. Unless you're asking for a particularly large donation, you don't need to include your annual report or much detailed information, but your solicitation letter sample should have a section that explains the purpose of your organization.
Explains what's "in it" for the donor. An effective fundraising letter explains to the donor why they should donate their time, services, goods, or money to your organization. This may be directly related to your organization's mission or, more likely than not, it will also relate to tax and publicity benefits for the business you're targeting.
Gives a deadline. If your solicitation letter template doesn't include a clear deadline, you're begging for late donations and missed opportunities.
Thanks your donor. Every fundraising letter template you use or create needs to thank potential donors and explain to them how their generous donation will make a difference.
Solicitation Letter Sample
Use the solicitation letter sample below to help craft your own fundraising letter template.
Dear Mrs. XXX,
On [day, date], [your organization name] will hold its annual [event name] silent auction. Last year this event raised over $XXXX and was attended by hundreds of local [parents, animal lovers, environmetalists, etc.]. This year we're committed to making it an even bigger success and I'm hoping you will help.
We're currently collecting merchandise and services for our event and I'm writing to request your support. By making a gift certificate donation for our auction, you'd be making a tax-deductible contribution that will help [beneficiaries of your organization's mission] and you'd gain valuable exposure at our event. As I mentioned earlier, last year our auction had hundreds of attendees, many of whom have eagerly supported our donors throughout the year.
Would you be willing to donate [donation request] for our auction? Many of our constituents are [trait], [trait] people and I know that your [donation request and/or service] would be a big hit with them.
If you're unfamiliar with our organization and mission, please let me tell you a little bit about us: Started in [year], [organization name] is a non-profit organization committed to [explain mission] and helps [beneficiaries of your organization's mission]. Over the past year we've helped [give some results or benchmarks that prove your organization's efficacy].
To give you a better idea of our organization and mission, I'm attaching a brochure and special event flyer for you. And if you have any questions, please feel free to visit our website at www.XXX.org or contact us at info@xxx.org or 555.555.5555. We'd love to tell you more about who we are and what we do.
Thank you for your consideration and best wishes from all of us at [organization name].
Sincerely,
XXXX XXXXXX
[title]
[organization name]
P.S. To recognize the generosity and support of our donors, we'd like to display business information for all of our donors near the items and services they donate. To help us support you, please be sure to include business cards and/or brochures that we can use to promote you and your donation and have them to us by [deadline]. Thank you for your support!
Solicitation Letter Sample Follow-Up
Generally, after you've sent your fundraising letter you'll either get a donation or no response. In the event that your solicitation letter sample has served you well and you receive a donation, follow up your successful donation request with a thank you and, if desired, a donor certificate thanking them for their support.
If you don't receive a response, you can follow up with a second (shorter) solicitation letter or post card, reminding the potential donor about your event and letting them know there is still time to make a donation, but it's important not to pester donors or waste valuable postage and time on those who aren't interested in donating. If you have an email address at your disposal, a follow up email is an easy, free way to follow up with a reminder donation request.
Why Use a Solicitation Letter Sample
Having a basic, customizable solicitation letter sample on hand is a great way to streamline your fundraising program. When choosing or creating your fundraising letter sample, be sure to use one that is clear, customizable and tells your organization's story.
If you liked this, you may also like:
- The Solicitation Letter: Writing a Fundraising Letter That Works
- Nonprofit Fundraising Events: How to Make a Flyer
- Nonprofit Fundraising Ideas: 5 Fundraiser Ideas for Nonprofits
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