How To Write A Donation Request Letter Template

Posted on
43 FREE Donation Request Letters & Forms ᐅ TemplateLab
43 FREE Donation Request Letters & Forms ᐅ TemplateLab from

Table of Contents

Writing a donation request letter can be a challenging task, especially if you’re not sure where to start. However, with the right template and approach, you can create a compelling letter that effectively communicates your cause and encourages potential donors to contribute. In this article, we will provide you with a step-by-step guide on how to write a donation request letter template in 2023.

Step 1: Research the Organization

Before writing your donation request letter, it’s essential to research the organization or individuals you are addressing. Understanding their mission, values, and previous contributions can help you tailor your letter to their interests and increase your chances of receiving a positive response.

Step 2: Start with a Personalized Salutation

Begin your letter with a personalized salutation, addressing the recipient by name if possible. This shows that you have taken the time to research and personalize your letter, making it more likely to capture their attention. If you don’t have a specific contact person, you can use a general salutation such as “Dear [Organization Name] Team.”

Step 3: Clearly State the Purpose of Your Letter

In the opening paragraph, clearly state the purpose of your letter and introduce your cause or organization. Explain why you are reaching out and what you hope to achieve with their support. Keep this section concise and compelling to grab the reader’s attention and make them want to continue reading.

Step 4: Share Your Story and Explain the Need

Next, share your personal story or the story of someone your organization has helped. Paint a vivid picture of the challenges faced and the impact your organization has made. Explain the specific need you are addressing and why it is essential to receive financial support. Use facts, statistics, and emotional appeals to make your case.

Step 5: Suggest Possible Donation Amounts

When requesting donations, it can be helpful to suggest specific amounts. This gives potential donors a starting point and helps them understand how their contribution can make a difference. Offer a range of donation options, from small to large, to accommodate different budgets and show that every contribution matters.

Step 6: Provide Donation Instructions

Make it easy for donors to contribute by providing clear and simple donation instructions. Include information on how to donate online, by check, or through other methods. If applicable, mention any matching gift programs or tax benefits that donors may be eligible for.

Step 7: Express Gratitude and Request Follow-up

Express your gratitude for the reader’s time and consideration. Let them know how much their support would mean to you and the individuals you serve. Request a follow-up action, such as scheduling a meeting or discussing potential collaboration, to further engage the recipient and continue the conversation.

Step 8: Edit and Proofread Your Letter

Before sending your donation request letter, make sure to edit and proofread it thoroughly. Check for any grammatical or spelling errors, ensure the letter flows logically, and confirm that all contact information is accurate. You may also consider having someone else review the letter to provide an objective perspective.


Writing an effective donation request letter involves careful planning, personalization, and a compelling story. By following the steps outlined in this article, you can create a donation request letter template that resonates with potential donors and increases your chances of receiving the support you need in 2023.