How to craft a silent auction donation request (free template!)

Silent auctions are a tried-and-tested choice for raising money. 

The first important step in planning a silent auction is acquiring items for your guests to bid on. Most nonprofits accomplish this through donation requests, which can reduce overhead costs. 

But how exactly do you secure those donations?

Fortunately, there’s a simple formula for crafting a successful silent auction donation request. We’ll walk you through everything you need to include in your letter, along with a sample letter and customizable template. 

You’ll be sending out winning requests in no time. 

How to write a winning silent auction donation request

A successful donation request for silent auction items includes these four things:

• A compelling story hook
• A concise description of your organization’s work and silent auction event
• A clear, specific ask of the business
• Relevant contact information for your organization

Let’s look at each of these elements in more detail.

1. Set the stage 💥

As with any donation request letter or mail appeal, you’ll have the greatest impact if you can build a strong connection with your reader. Consider beginning your letter with a brief, engaging story that shows how your organization has helped a specific individual.

You don’t have to include real names or defining details—in fact, you shouldn’t do this unless you have express permission. 

The goal here is to focus on one person’s story. This lets you showcase the real-life impact of your work and illustrates to readers how they can be a part of this story.

💪 Pro tip: The first sentence is critical. Create some intrigue and mystery to hook readers in, or open with an attention-grabbing statistic related to your cause. 

2. Provide enough context 👋

Once you’ve set the scene, explain your organization’s mission and programs. Share numbers or metrics to demonstrate your positive impact. 

Next, explain more about your silent auction fundraising event. To make it easy for your reader, provide all relevant details—ideally, they won’t have to ask any follow-up questions. 

Make sure you answer the following questions upfront:  

• When is it?
• Where is it?
• What are you raising money for?
• How will you make a difference using the funds raised?

3. Make the ask 🙏

You’ve set the scene and shared the details, now it’s time to make the ask. You can make your donation request general or specify the type of donations you’re looking for, but be clear about what you need. 

Don’t forget to highlight the recognition you’re offering in return for their generosity.

🎬 See it in action: As a thank you for donating a silent auction basket, you’ll happily feature their business in your promotional materials and acknowledge their contribution on social media. 

In your final paragraph, include all logistical details, such as: 

• When you’ll follow up with them
• Instructions on how to complete and return the enclosed donation request form
• A QR code they can scan to access your silent auction donation form
• The date and time volunteers will pick up donations before the event

💪 Pro tip: Format your letter so your request section stands out, like with bold text. This ensures that even if the reader only skims the letter, they’ll still see the most important part.

‍Silent auction donation request template and sample letter

Instead of starting from scratch, use our free silent auction donation request template! 

Customize it to fit your organization and silent auction event. We’ve also included a sample letter to show you what this template looks like in action. 💪

Freebie alert!

Download your free silent auction donation request letter template ->

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💪 Pro tip: Both letters and emails are acceptable forms of silent auction donation requests. Direct mail adds a personal touch, whereas emails often result in faster responses. Consider first reaching out by mail, and sending any follow-up communications via email.

How to find companies that donate to silent auctions

Almost 40% of businesses plan to expand workplace giving programs in the next two years. So don’t be shy about making your ask!  

Nonprofits are often most successful in securing donations from smaller, locally-owned businesses—especially if you or your board members already support them. Many companies donate to silent auctions because they’re looking to expand their own customer base, making it a win-win. 

Who should I ask for silent auction donations? 🎁

Ideally, you should reach out to at least 20-25 businesses. While this may sound like a lot, once you get into the swing of it, it will likely get easier. Remember, you can customize the same letter template for every business—just make sure to personalize the names! 

Securing silent auction items is often a numbers game. To determine who you should reach out to, ask yourself the following questions: 

• Where do you buy specialty food items (butcher, bakery, local restaurants, etc.)?
• Where do you like to shop for gifts?
• Who do you know that recently opened a business and may be looking for exposure?
• Which local businesses have you supported the longest?
• Which businesses do you patronize frequently?

💪 Pro tip: Look for companies that offer auction packages. This might include trips from travel companies, restaurants offering cooking classes, or sports teams offering season tickets.

Get inspired

Explore TheShareWay: An online database of companies that donate items to charity events →

More tips on how to ask for silent auction items

Be consistent ➿

As the saying goes, the fortune is in the follow-up.

The steps to secure silent auction donation items are simple, but you’ll need patience and persistence. Most companies won’t say yes the first time you ask. 

To improve your chances, be sure to follow up regularly. 

Ask for help 🫶

Recruiting volunteers can help streamline your outreach. Plus, making non-monetary asks of your supporters is an important part of any nonprofit donor stewardship plan. 

Track communication ✍️

As you start planning your outreach strategy, be sure to track your communication efforts in a spreadsheet or shared document. This way, follow-ups are less likely to fall through the cracks. 

Silent auction donation request checklist

Organizing a fundraising event takes time and effort! To take some stress out of making auction donation requests, follow this checklist: 

✅ Create your list of prospective businesses.

✅ Designate which team member or volunteer is responsible for contacting each business.

✅ Customize a copy of the silent auction donation request letter template to your organization and event.

✅ Write your letter, starting with a compelling story hook.

✅ Personalize each letter for each business.

✅ Submit letters following the company’s preferred donation request method (online form, email, mail, or in person).

✅ Follow up on your request 5–10 days later.

✅ Be persistent in reaching out—the worst they can say is no!

✅ Recognize your donors’ contributions and say thank you.

✅ Automate your event with Givebutter workflows—-including pre-registering attendees for auction bidding!

See what real Givebutter users are saying:

“Givebutter is free! That’s a huge win for our small nonprofit with big dreams. Also, I love the ability to host an auction. We have a big event coming up in a few weeks, and it’s been very simple to upload items and hide them until we’re ready to open the auction.” — Givebutter Review, Maggie J. 

Run your dream charity auction for free with Givebutter

From basket ideas to bid sheets, Givebutter has everything you need to run a successful silent auction, including world-class auction software, integrated auction package providers, and mobile bidding tools that are completely free to use.

‍Sign up for your free Givebutter account today and start planning your next silent auction event in minutes.

FAQs: Top questions about donation requests for silent auctions

How do I ask for donations for a silent auction? 

Send a letter or email to at least twenty businesses requesting silent auction item donations. 

Outline your mission and impact, event logistics, and the kind of donation you’re looking for. Mention any acknowledgments you’re willing to give in return, including social media recognition or marketing material spotlights. 

What are the best donations for a silent auction? 

The best donations will depend on your support base. Remember to do your research and request prizes that will appeal to your supporter demographic. 

Good donation items include gift baskets, experiences, items related to your mission, and higher-value prizes. Many businesses also donate gift cards, which are always a crowd favorite.

What are good examples of online donation requests for silent auctions? 

An effective donation request includes a friendly introduction with an overview of your mission, details about your event, and a donation request. Remember to do your research and address your recipient by name. 

What is good wording to ask for donations? 

When making donation requests, you’ll need to be polite, professional, and direct. Be descriptive when outlining your mission—you’ll need to flex your storytelling muscles to get your reader invested in your cause.