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How to Write a Donate Request Letter

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Diana Faustmann

Since 1988 Diana Faustmann has been writing for a wide range of people and subjects, from truckers to architects, business to culture. Her articles have appeared in “Orient” magazine and “Tow Times” magazine. Faustmann holds a Bachelor of Arts in psychology from the University of the Philippines.

How to Write a Donate Request Letter thumbnail
Write a donation request from the heart and make it easy for your reader to give.

Your favorite charitable organization needs money or in-kind donations to sustain its operations or expand service. You can help by crafting a strong donation request letter that the organization can use to effectively raise support. Write simply and directly, straight from your heart. Temper emotion with compelling facts and stories about the charity's track record and proven value to the community. If applicable, describe what a reader would gain from donating in terms of recognition and other benefits. Then, make it easy for your readers to lend support by providing a range of options and several ways to give.

Instructions

    • 1

      Make your reader sit up and take notice in the beginning. Remember, your letter will likely compete with other similar letters for your potential donor's attention and support. Grab your reader's attention with a slogan in your letter's subject line; for example, "Food (Direly Needed) for Thought." Next, start your letter with a provocative question or statement, such as "Did you know that one out of three children in your neighborhood performs poorly in school simply because she's hungry?" Then, present a compelling narrative of how your charitable organization has addressed this need consistently and successfully in the past.

    • 2

      Explain clearly why your charitable organization needs your reader's support. Whether it is to sustain operations at current levels or expand services to meet a growing community need, emphasize urgency. Provide specifics on how the charity will use donated funds; for example, "Your support will help us nourish 17 more elementary school children each day before the bell rings for first period." Refrain from describing your charity as desperate or in a crisis, even if it may be so; donors are generally discouraged by extreme desperation and disinclined to help a sinking ship.

    • 3

      Suggest different kinds and levels of contribution. If you can, personalize the letters to ask a past donor for the exact amount she gave last time, or more. Offer a way to pay by check or credit card, in one shot or by installment. To make the process of giving as easy as possible, include a donation form and reply envelope, or a website address that will accept donations securely.

    • 4

      Remind your readers about how their support will multiply your charity's good works in the community. Thank them for past contributions that made success possible, and thank them again in advance for the contribution they will make today for continued success.

    • 5

      Add a postscript, or "P.S.," to restate your appeal, the specific amount you are hoping to receive, and the urgency of your request. The "P.S." is the most often-read portion of a donation request letter. If you write it compellingly, you may entice more readers to read through the body of your letter and boost its overall effectiveness.

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Tips & Warnings

  • Many readers will skim rather than read your letter word for word. Underline key points that you would like to stress throughout the letter. Avoid emphasizing words and phrases using "All Caps" because they give the impression that you are screaming to make a point.

  • While you may use more than one page to sufficiently detail your charity's cause and persuade your readers to support it, always strive to be concise. Many readers appreciate bulleted points; do not hesitate to use them. Also, use 11-point fonts or larger to enhance your letter's readability.

References

  • Photo Credit Color pencil in a hand image by Oleg Guryanov from Fotolia.com

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