Donation Request Letter Templates for Fundraisers

Copy and adapt three donation request letters for a school, sports team, or nonprofit. Includes a local business ask and a follow-up email.

By SuperFundraiser Editorial

Quick answer

A good donation request letter tells the reader who is asking, what the money will pay for, and how to give. Put the purpose and the ask in the first two sentences. Copy the template that fits your audience, replace the bracketed fields, and test the donation link before sending it.

School donation request letter to families

Use this when a parent group has approved a specific expense, such as library books or buses for a field trip. Name the organization that will receive the money so a parent can recognize it at checkout.

Subject | Help [school] pay for [project]

Dear [school] families,

[PTA/PTO or school organization] is raising [goal] to pay for [specific expense] by [date]. The money will help [who benefits and what they will be able to do]. We have already [secured part of the budget or taken a concrete step, if applicable].

If you would like to contribute, please visit [approved donation link] by [deadline]. Any amount is welcome. Giving is optional, and [describe how students can participate regardless of donations, if applicable].

Thank you for supporting our school. We'll share an update through [school newsletter or approved channel] after the fundraiser closes.

[Name], [role and organization]
[Organization email]

Donation request letter to a local business

Pick a specific item or dollar amount and explain why you chose that business. A grocery store can act on a request for water for 100 participants more easily than it can act on a general request for help. If you plan to offer advertising or logo placement, use the sponsorship and donation drive comparison before sending.

Subject | Could [business] help with [specific expense or item]?

Hello [contact name],

I help organize [team or group] in [town]. We're raising [goal] for [specific expense], and I'm reaching out because [brief, accurate connection to the business].

Would [business] consider donating [amount or exact item and quantity] by [date]? It would cover [specific expense or use]. If an in-kind gift works better for you, I can confirm the quantity and arrange pickup. If you'd prefer to give online, our approved page is [link].

If someone else handles community requests, I'd appreciate being pointed in the right direction. Thank you for considering it.

[Name], [role and organization]
[Organization email or phone]

Nonprofit donation request letter to existing supporters

If this is going to past donors, open with one specific result you can verify. Give the reader a fresh reason to help and tell them when they will hear how the campaign turned out.

Subject | Help [organization] fund [specific need] by [date]

Dear [first name],

Last [season], supporters helped [organization] [one verified result]. This time we're raising [goal] to [new need] by [date]. A gift of [amount] would help cover [documented cost or portion of a cost].

If you'd like to help again, you can give at [approved donation link]. We plan to share [specific update] through [channel] by [date or milestone].

Thank you for being part of this work.

[Name], [role and organization]
[Organization email]

Follow up and close the loop

Send one short reminder to people who are still eligible to receive it. If you can identify who already gave, send them a thank-you instead. Keep the reminder focused on the deadline and the payment link.

Subject | [Project] donations close [day]

Hi [name], a quick reminder that [organization] is collecting donations for [specific expense] through [date]. If you'd like to help, the approved link is [link]. Thank you for considering it. [Name]

Before sending the first request, ask the treasurer who will receive and record the funds. Check the IRS written acknowledgment guidance before adding any tax language. After the campaign, share what you raised, what expenses came out, and what happens next. The fundraising campaign closeout checklist gives the treasurer a place to start.

Frequently asked questions

Should I include a specific dollar amount?

Include an amount when it reflects a real cost or a sensible giving option. If families will see the letter, make clear they can choose any amount and that giving is optional.

Can I email these letters?

Yes. Use the sample subject line, shorten the greeting if needed, and put the approved donation link on its own line so it is easy to find on a phone.

Is a donation request letter a tax receipt?

The request goes out before a gift. After a gift, have the organization that actually receives it issue any applicable acknowledgment. Check the IRS guidance and your organization's policy before describing tax treatment.