How to create a donation letter template.
Maximize your fundraising efforts by creating a compelling donation letter template to inspire greater contributions.
What is a donation request template used for?
A donation request letter is something you send (via email or physical mail) to potential donors asking them to support your cause. Sending donation request letters can boost fundraising for your organization. When you start with a donation request letter template, you don’t have to write your letter from scratch. A template will also help ensure that all of your letter’s key elements are in place. That way, donors have the information they need to contribute.
Personalizing a template for a donation request.
Using a template for a donation request letter is a great starting point. Still, some personalization will make your letter much more effective at bringing in resources. Here’s how:
- Using the reader’s name helps engage the reader.
- Including stories about your mission draws them in and makes them want to participate.
- Using specifics about how the donation will help the cause can help them visualize the difference they’ll be making.
- Changing the specific request based on that donor’s past contributions helps the ask to feel reasonable.
- Creating separate letters for lapsed versus recurring donors can help you use different strategies to engage them.
How to write a donation letter template.
Donation letters can vary from organization to organization, but there are a few pieces of information that should make the cut for every business. Use these as you’re learning how to write a donation letter template:
- Your information. In the header, include your organization’s name, logo, website, mailing address, phone number, and any other contact information donors might need.
- Personal greeting. Every donation letter template should start with a personal salutation that greets the potential donor by name. If you don’t know their name, use something friendly like “Dear friend, neighbor, etc.”
- Project details. Explain to potential donors what you need the money for. If you don’t prove your good cause, you probably won’t get many donations.
- A specific request. Include a specific request in your donation letter. Saying “$25 is enough to purchase new shoes for a child in need” is more powerful than a generic ask. Just don’t forget to make it clear that any donation will help and thank them for their support.
- Call to action. Finish your donation letter template with a call to action that explains the next steps you want the reader to follow. For example, this could be to follow a link to a landing page on your website.
Best practices to improve donation letter success.
Focusing on professionalism can help ensure you’re using your request for donation letter template most effectively. A professional tone lets your donors know that your cause is legitimate and that you respect their contributions. Use simple language that donors will understand, avoiding jargon you might use internally.
Consider your formatting and include graphics that represent your brand well. If you’re sending emails, make sure they’re easy to view on a mobile device as well as a computer.
To continue to improve your donation letters, you’ll need to collect data about the engagement and donations you’re getting from different types of letters. Snail mail might be the best way to seek donations if you have an older or more formal donor base. Text and social media posts might work best for young and engaged donors. Email is a great place to start since it’s formal but accessible for most donors. Your data will tell you what’s working for you.
Convert your donation letter template to PDF.
It’s easiest to write your template for a donation request letter in a word processing application like Microsoft Word, but before hitting the send button, make sure to convert the template to a PDF.
PDFs maintain formatting, whether your recipient opens it in an app like Acrobat Reader or on any device browser. Plus, donors can fill out the document and sign documents electronically with the click of a button. They can even complete the form using an online PDF editor without needing to download new software. The easier it is for donors to fill out, the more likely they’ll follow through.
Discover what more you can do with Adobe Acrobat to make it easy to send donation letters to potential contributors.
