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Subject: Be [school name]’s next hero!

Dear [Donor’s name]

❶ [Open the letter with an attention grabbing story that explains why you’re raising funds. For instance, if
you’re raising money to start an after school art program, share the story of a young student that needs the
program to pursue his dream of becoming a graphic designer].
Due to our school’s ❷ financial budget, we had to cut back [school supplies/creative classes/etc.] That’s why
we’ve created the [program/club].

While we strive to offer our students the best education possible, we need the resources and supplies to keep
our [program/club] running.

We would like to ask that [name of company you’re asking for donations] help us continue our after school
program by donating [specific item or service].

❸ If you choose to contribute to our school, you will give more than just [product or service]. You’ll be a
hero to the students who will be able to [the positive result of your school reaching its goals].
Please feel free to contact me if you have any additional questions about our program or if you’d like to
support us in another way. ❹ If you would like to donate, please fill out and return the attached form with
your in-kind donations.

All of us at [school’s name] thank you in advance for your support!

Warm regards,

[Name, title, and contact information of organizational leader]

❶ Connect with the reader by sharing a story or describing the challenge you hope to solve with your
fundraiser.
❷ Explain to readers why you need the funds. It could be because of budget cuts or for a completely different
reason.
❸ Let readers know how their donation will impact your project and explain how their gift will be used.
❹ Make sure to attach a donation request form with your address so that donors know where to send their
donations.

Date

Contact
Company
Address
City, State Zip
Dear Contact Name:

Engaging students in math, science, and technology is one of the most important factors in
creating tomorrow’s workforce.

Design and Discovery is a program that addresses this issue. Through hands-on activities,
mentoring, presentations, and behind-the-scenes field trips, students discover the world of design
and engineering. The participants are then challenged to identify a problem or opportunity and
design a solution. Students present their designs to their peers and community in a design and
engineering fair.

Design and Discovery will be offered to (number of) students from (school, club, organization)
as an (after-school activity in the spring, summer camp, etc.). Participants are typically students
in grades 7-9 that have expressed an interest in the program.

(insert background paragraph on presenting organization)

We would like to request (Company’s) assistance in providing this opportunity to the students of
(school, club, organization, area). Your sponsorship of (amount) would be greatly appreciated.

If you have any questions or would like additional information, please contact Sally Someone at
555-555-5555. Send email inquiries to someone@yourorganization.org.

Regards,

Sally Someone
Design and Discovery Coordinator
Non-profit Youth Organization

So, there’s a sample of what you need to say in your donation letter. Be sure to read at least some
of our other articles on donation request letters because the same rules that apply to non-profit
fundraising appeal letters also apply to school donation letters. Below is a short list of some of
our best advice on seeking donations through the mail.