Sample Fundraising Letter

Communication is the most important part of any fundraising effort and writing a letter to donors and giving the best impression makes a great difference, even opening the door to approach them again for the next project.

Take a look at our template below and make your project a success by starting with a proper fundraising letter.

Steps to write a perfect letter
  1. Be passionate about your cause and state facts that are verifiable.
     
  2. Use the template below and be both specific and short.
     
  3. When asking for funds approach sponsors with a high degree of professionalism.
     
  4. Always start your letter with a formal salutation. Always end your fundraising letter with an expression of gratitude just for reading your letter.
     
  5. Do not beg or try to make the sponsor feel guilty if he or she doesn’t want to contribute.
     
  6. Remember, you are supporting a good cause, even if it is as simple as a youth club fundraiser. Try to explain your vision, and request the potential donors get involved.
     
  7. If you do not succeed, stay professional because you may still have success approaching the people in the future.


Here is our Sample Fundraising Letter Template for you to copy and use as you want.
Dear Mr Xxxxx

Gloryville Youth Project


First of all, summarize the project in just a few lines. Tell them what the project is about, what its aims are and what you have achieved to date. Then tell them what the next step is.

I am writing to ask for your support in renovating a disused warehouse in Gloryville to use as a youth club for young people between the ages of 12 and 18. To date, we have acquired the building from the former owners (now held in legal trust) and we need to raise funds to complete the renovation work.

Make sure they know who you are and that you are legitimate. Tell them what a difference the project will make.

We are a committee of ten people including youth workers, church officials and retired police officers. Our aim is to help young people through those difficult teenage years in a relaxed environment where they are made to feel welcome. We believe that this project will help young people to reach maturity without falling into the traps of drug abuse and crime.

Make it clear how much you need to raise, how much you would ask them to give and how you plan raising the balance of the cash.

For this important stage of the project we need to raise $75,000 to undertake the building restoration. We would ask you to help us with any amount you feel you can give to this important cause, be it $100 or $1,000 (or more!). We are, of course, approaching other businesses in the town to seek their support too, and believe that, with everybody's support, we can complete the building pahse of this project by the early part of next year.

If you feel you can help, a check made payable to Gloryville Youth Project would be greatly appreciated. Meanwhile, please accept my thanks for having taken the time to read this letter.

Yours faithfully,

Your Name
Your Position in the Organization
(Notice how we have only talked about the building phase of the project. At a later date, we will be asking for funds to equip the building, but it's far better to take it one step at a time rather than overwhelm donors and make them think the project is too ambitious)

Hints on How to Write a Successful Fundraising Letter:

DO
  • Make yourself understand what you want to convey in your letter while addressing to your fundraiser.
     
  • Be clear and concise
     
  • Get to know who the best contact is and address it to the right person.
     
  • Keep your letters to one or two sides of paper.
     
  • Explain the introduction, vision and benefits of your project.
     
  • If applicable, give experiences of other groups that you are already working with successfully.
     
  • Talk about your achievements if necessary include a photocopy of a recent newspaper cutting.
     
  • Ask someone who is experienced in non-profit organization to proof-read your application and make suggestions to make your letter perfect.
DON'T
  • Blindly send hundreds of identical fund raising letters. It's always more effective to tailor them to the donor's specific situation.
     
  • Allow someone else to sign the application on your behalf just because you are in a hurry.
     
  • Beg - instead focus on the unique benefits of your project.
     
  • Ask for more than the Trust or Foundation needs. Limit yourself.
  • Thank you Letter

    Once you have been awarded funding – it’s time to thank the funder and make them feel great about your achievement.

    To develop a good working relationship make sure to show your gratitude and always write a personal note to thank the donor and keep them informed about the project's progress.

    Networking is an essential part of any fundraising effort and once you are ready with your project funding it is time to act. Invite your donors to see the project in action once it's successfully off the ground and spend time building friendships with their key staff - this allows your donors to become more comfortable and introduce you to other funding sources for the future.