Mobilize your wider school community to help raise the funds you need with this step-by-step guide to donation request letters for schools. Plus, download three school donation letter templates to help get you started.
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Securing donations for your school can be pretty time-consuming. Events like pep rallies, silent auctions, and school merchandise sales require a lot of effort. That’s why a short and sweet donation letter is often an effective alternative or complement to other fundraising efforts.
In this article, we’ll cover everything you need to know about crafting letters for donations, including five steps for writing successful appeals and three free templates: a donation solicitation, a sponsorship request, and a thank-you letter for donations to your school.
While the specifics of any donation request letter may vary, every successful school fundraising letter has a few essential elements you should be sure to incorporate.
Schools can send out successful appeals anytime, but a few specific seasons are particularly strategic for asking for support.
For example, the beginning of the school year is ideal for requesting monetary or in-kind donations like school supplies. Most families and educators know that when these resources are needed, donors are more likely to give to the cause.
Likewise, educational nonprofits may consider sending out appeals during the end of the school year for graduation and summer programs, in the fall to capitalize on holiday giving, or leading up to significant school projects, such as fundraising for a new library.
Before you write your donation letter, you’ll want to clarify the who, why, and when. Then, you can consider how to accomplish your goal with the right tools.
Once you’ve determined your goals, audience, ask, timing, and tools, it's time to get drafting. Remember to address the recipient by name—not “Dear Donor.” Then, add details, including:
Next, be clear and direct about what you’re asking for. Whether it’s a monetary donation, a contribution to a matching gift campaign, or a sponsorship, make sure it’s specific and appropriate for the audience you’re reaching out to.
Also, be sure to detail the exact ways recipients can get involved, whether by visiting your online donation form, sending an enclosed check, or dropping off school supplies at a specific time and location.
When making the ask, it’s also a good idea to note how the donation will make a difference. To do this, you might:
Pro tip: When you send direct mail with Givebutter, you can automatically include individual QR codes in each letter, making it easier than ever for recipients to donate on the spot—and for you to track your ROI!
In closing your letter, be sure to express your gratitude for their consideration of your request and for their ongoing support. Expressing gratitude is one of the best strategies for donor retention.
Making donors feel good about the positive impact of their generous donations encourages them to contribute again in the future.
After you’ve sent all of your school donation letters, be sure to monitor their impact. Track how many donations, in-kind items, or other support you receive as a direct result of the letter.
It’s also beneficial to follow up after a few weeks or months have passed to remind donors of the opportunity if they haven’t already given. Be sure to send a separate donation thank you letter to those who have already contributed.
Looking for an example of a donation letter for schools? We’ve got you covered.
Download these three templates, copy and paste them into your email or letter editor, and add details to reflect your particular voice, impact, and school spirit!
If you’ve been wondering how to get donations for schools with the least effort, donation letters might be the answer you’ve been searching for.
No matter your goals or audience, Givebutter can help you customize school donation request letters for any segment of your supporters. With a robust, built-in CRM, direct mail platform, and world-class features for processing donations, hosting events, and organizing peer-to-peer campaigns, your school can engage supporters like never before and reach your fundraising goal in no time.
