Effective Tips and Strategies for Writing a Fundraising Letter

| August 21, 2012 | 0 Comments

These effective tips and strategies for writing a fundraising letter can be used to generate funds for any worthwhile cause. Most businesses can afford to pay professionals to write what are effectively sales letters, but charities and other non-profit organizations don’t always have access to such funds. Besides, most of us are a bit shy when it comes to asking for money, even when we’re writing a letter and not speaking face to face with potential donors. It is important to persuade the reader of a fund-raising letter that we are presenting a good cause, without being too pushy or demanding. To ensure you write a sensitive but convincing letter, follow our tips and strategies for writing a fundraising letter.

Making the Best Use of Our Tips and Strategies for Writing a Fundraising Letter

We have provided a sample letter to hep you to make the best use of our tips and strategies for writing a fundraising letter. It is important to first understand its structure and format, as this will help you to present your letter in a professional yet appealing way. The example is formatted in the block style, a largely accepted format for all forms of business correspondence. The text is all aligned to the left margin and written in sections or “blocks,” each block being separated by a space. This makes it easily editable by cutting and pasting; simply replacing the contents of our example with your own information.

Once you have a grasp of the formatting, you can Download the Writing a Fundraising Letter Sample to your own computer and edit it using Microsoft Word or similar program.

Our writing a fundraising letter sample begins with the correct method of addressing. You first type your own contact information, next the date, the name and contact details of the recipient, and finally the salutation or greeting. It should look like this:


Mr. Terry Peters
Safety Officer
Baltimore Little League
416 Ocean Drive
Baltimore, MD 21922
Tel: 416-555-7759
Email: tpeters@email.com

March 16, 2003

Mr. Robert Smith
Area Manager
Mall Mart
42 Generosity Way
Baltimore, MD 20945

Dear Mr. Smith,

The Body of Our Writing a Fundraising Letter Sample

Before you even begin composing the body of a fundraising letter you should first anticipate what questions the reader might have, and answer them in the body of your letter. Make sure you are clear about who your organization is, its purpose, what will be done with the donation, and how much you are asking for.

First however, you must grab the reader’s interest. You can do this by:

  • Asking a pertinent question or questions that your organization has the answer to such as: Have you ever wondered what (your community) would be like without a Hospital here in town? Are you okay with the thought of an extra forty-minute drive to (closest next town) when lives are at stake? Would you like to keep our finest doctors working and living right here in (your community)?
  • Beginning with a short story of someone or something your organization has helped such as; “If you’ve ever thought about how you might make your next vacation a little more meaningful, please read on. In 1992, school teacher, and humanitarian Vincent Silver stumbled across the answer. While inIndia, Vincent…”
  • Getting straight to the point; “I am writing on behalf of (your organization) to request a donation of (the amount).

As the first two choices are best left to professional copywriters, we use the third alternative in our writing a fundraising letter example. If you have a creative touch, by all means attempt one of the first two choices. Most small non-profit organizations may be better served by taking an approach such as we use in out opening paragraph below:

I am writing this letter on behalf of Baltimore Little League to request a donation of your First Aid Emergency Kits for our coming season. It is important that each of the teams involved have one, as unfortunately accidents do happen. As such, we would need a total of 28 kits.

In the next few paragraphs you can highlight the benefits your organization provides to the community, and demonstrate how a donation from the reader will help to ensure that such good works continue. Here’s how we do it in our writing a fundraising letter example:

For over 50 years Baltimore little League has sought to provide a fun, safe, learning experience for every child involved. Not only are children offered the opportunity to enjoy physical activity, but they are provided with a platform to develop social skills. They learn the value of cooperation, how to develop friendships, and how to take direction. 

Children also learn to be good sports, develop their appreciation and respect for their accomplishments and those of others, and learn to be empathetic towards those who are less fortunate, or not as successful. However we need your support for them to continue doing so. 

Once you’ve made the case for your organization, thank the reader for their support, especially if they have helped your cause in the past. Our completed writing a fundraising letter example looks like this:

Mr. Terry Peters
Safety Officer
Baltimore Little League
416 Ocean Drive
Baltimore, MD 21922
Tel: 416-555-7759
Email: tpeters@email.com

March 16, 2003

Mr. Robert Smith
Area Manager
Mall Mart
42 Generosity Way
Baltimore, MD 20945

Dear Mr. Smith,

I am writing this letter on behalf of Baltimore Little League to request a donation of your First Aid Emergency Kits for our coming season. It is important that each of the teams involved have one, as unfortunately accidents do happen. As such, we would need a total of 28 kits.

For over 50 years Baltimore little League has sought to provide a fun, safe, learning experience for every child involved. Not only are children offered the opportunity to enjoy physical activity, but they are provided with a platform to develop social skills. They learn the value of cooperation, how to develop friendships, and how to take direction. 

Children also learn to be good sports, develop their appreciation and respect for their accomplishments and those of others, and learn to be empathetic towards those who are less fortunate, or not as successful. However we need your support for them to continue doing so. 

Mall Mart has been very supportive of Baltimore Little League in the past, and we hope that you can continue to support us this year. Please call me on 416-555-7759 if you have any questions. 

Many Regards,

Terry Peters

Once you’re ready to begin you can Download the Writing a Fundraising Letter Sample to your own computer and edit it to compose your own fundraising letter.

Tips and Useful Sentences You Can Use with our Writing a Fundraising Letter Sample:

  • Be specific about exactly what you need, be it a particular amount of money, a person’s time, or item.
  • Keep your fundraising letter simple and to the point.
  • Be sincere, and demonstrate clearly the difference the reader’s donation will make to your organization and the community in general.

Category: Fundraising Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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