5 easy steps to writing donation letters for schools (free templates!)

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. 

What to include in donation letters for schools

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.

• Branding 🎨 Use official school letterhead to give the letter a professional appearance. Be sure to include the school's name, address, and phone number at the top of the letter, along with your individual follow-up details.
  
• Friendly greeting 👋 Personalization goes a long way—use the recipient's name for more successful engagement.‍
• Call to action 🙏  Clearly state what specific type of support you are asking for. Be sure to detail exactly how to donate, too. Include a short link or QR code and clear instructions for mailing checks or contributing in-kind donations.‍
• Donor incentives ✨ Highlight any benefits or recognition donors will receive, such as tax deductions, acknowledgment in school publications, or invitations to special events.‍
• Gratitude 💛 Express sincere thanks for the recipient’s time and consideration, and reiterate how vital their support will be for your school community.

When to send a letter asking for donations for your school

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.

How to write a donation request letter for schools in 5 simple steps

Step 1: Define your strategy 💡

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.

• Who: Use segmentation tools in your nonprofit CRM to identify potential donors (parents, alumni, local businesses, community members, past donors, etc.). What are their interests, values, and connection to the school? These answers will help you understand what messages appeal to different donor groups.
  
• Why: Specify the aim of the donation letter (e.g., to raise money for new library books, sports equipment, or general school improvement).
  
• When: Before drafting the letter, consider when you will send it. The right timing can make all the difference in reaching your fundraising goal.
  
• How: Will you send your letter via email? Nonprofit direct mail? Both? Research the tools and resources you’ll need to effectively prepare and send your donation appeal.

Step 2. Write a solid introduction 💌

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:

• A reminder of your mission
• A brief, inspiring story or anecdote about your impact
• A statement of purpose as to why you are reaching out (i.e., looking for funding for new classroom supplies)

Step 3. Make the ask and highlight the impact 💫

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:

• Include compelling statistics
• Tell a story
• Give an example from a recent campaign
• Highlight a beneficiary

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!

Step 4. Put donors in the spotlight 🔦

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. 

Step 5. Follow up 🔄

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. 

Download Givebutter’s free donation letter template for schools

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! 

Freebie alert!

Download our free donation request letter template for schools→

Take your donation letters for schools further with Givebutter

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. 

Ready to pay less and raise more for your school? Sign up for your free Givebutter account today and start customizing your donation request letters right away.