How to Write Donation Request Letters: Examples and Templates

Learn how to write donation request letters with proven tips, examples, and templates.

Quick Summary:

Personalized donation request letters significantly improve response rates.
Tailor your letter to the type of ask (corporate, event, in-kind, etc.) for better results.
Average direct-mail response rates range from 2–5%, giving you a benchmark to measure against¹.
SignUpGenius Donations, Tickets, and Auctions streamline online giving and event fundraising.

Why Donation Request Letters Matter

A well-written donation request letter is one of the most effective ways to raise support for your cause. Studies show that direct-mail appeals generate response rates between 2.1% and 5.3%, depending on the audience and quality of personalization¹. For many nonprofits, that can translate into meaningful donations that sustain programs year-round.

When combined with digital outreach, request letters are even more powerful. One survey found that 33% of online donors are most likely to give after receiving an email appeal, while 29% are inspired by social media². Letters paired with digital follow-ups create a multi-channel strategy that boosts giving.

👉 Start your Fundraiser now!

Types of Donation Request Letters

General Donation Letter

Great for nonprofits, schools, or community groups seeking broad support. Highlight your mission, explain why contributions matter, and make giving easy.

Corporate Donation Letter

Tailored to businesses or local sponsors. Emphasize community impact, brand visibility, and potential partnership benefits.

Sponsorship Request Letter

Used when asking organizations to underwrite specific programs or events. Focus on alignment with their values and offer recognition opportunities.

Event Donation Letter

Encourages contributions for fundraising dinners, walkathons, or festivals. Provide event details and explain how donations support success.

Online Donation Letter

Optimized for email or social media. Keep it concise, include a strong subject line, and link directly to your donation page.

In-Kind Donation Request

Instead of money, request goods or services (auction items, food, equipment). Be specific about what’s needed and how it helps.

School Donation Letter

Useful for PTAs, sports teams, and clubs. Connect the request to student experiences and outcomes.

Church Donation Letter

Highlight community impact, spiritual mission, and stewardship opportunities.

Best Practices for Writing Donation Request Letters

Personalize the message: Personalization can nearly triple response rates compared to generic asks³. Use names and reference past involvement when possible.
Be clear and concise: Explain the need and how their contribution will help.
Tell a story: Share a short story that connects emotionally.
Include a strong CTA: Make it easy to give online or by mail.
Offer giving levels: Suggest amounts and what each level provides.
Acknowledge matching gifts: Remind donors if their employer might match their contribution.
Choose the right channel: Direct mail resonates most with older donors, while younger supporters are more likely to give online⁴.
Tie into your tools: Use SignUpGenius Donations to collect funds, Tickets to sell entry passes, and Auctions to raise more during events.

Donation Request Letter Templates

General Donation Request Template

Dear [Donor Name],
We are excited to share the impact of [Organization/Project Name] this year. With your support, we can [specific outcome]. Your gift of [suggested amount] will help us [tangible result].

Please consider making a donation today using our secure [link]. Together, we can make a lasting difference.

Sincerely,
[Your Name]

Corporate Sponsorship Request Template

Dear [Company Name/Representative],
We are reaching out to invite you to partner with [Organization/Project Name]. Your support will directly [impact description] while also offering visibility at [event/program].

We would love to recognize your company as a sponsor and share your commitment with our community. Please review our sponsorship options [link].

Thank you for considering this opportunity to give back and grow impact together.

Sincerely,
[Your Name]

💡How SignUpGenius Can Help

Donation request letters work best when paired with simple online giving tools. With SignUpGenius:

Collect donations online directly through your sign up.
Sell tickets for fundraising events.
Run auctions to boost giving.
Track donor engagement in one platform.

Whether you’re asking for contributions from individuals, businesses, or community partners, SignUpGenius makes it simple to organize and fundraise smarter.

CTA: Start Collecting Donations with SignUpGenius

Industry Benchmarks & Tracking

Tracking the performance of your donation request letters is key to improving over time. Here are benchmarks you can measure against:

Direct-mail appeals: Average response rates range from **2.1% to 5.3%**¹².
Personalization: Using names and references to past giving can nearly triple response rates⁴.
Email outreach:33% of donors are most likely to give after an email, while 29% cite social media as the main driver³.
Generational trends: Older donors respond more strongly to direct mail, while younger donors prefer digital channels⁵.

donation letter response influencing factors

When you send your next appeal, track your own open rates, response rates, and donation amounts — then compare them to these industry standards to identify opportunities for growth.

Frequently Asked Questions: Donation Request Letters

How long should a donation request letter be?
About 250–400 words. Keep it concise, with a clear call to action.

What should every letter include?
Your mission, why support matters, a specific ask, giving options, and gratitude.

Which works better — email or direct mail?
Older donors often respond to mail, while younger donors prefer email or social. A mix usually works best.

How many giving levels should I suggest?
Three to five, each tied to a tangible outcome. Example: $25 supplies one student, $100 supplies five.

How can SignUpGenius help?
Add a secure donation link, sell event tickets, and collect in-kind items or sponsorships all in one platform.