Write a Fundraising Letter • Letter Templates and Guides

How to write this letter:

1Open with a statement that catches the reader's attention.
2If necessary, identify your organization and explain its purpose and activities.
3Explain the urgent need for which contributions will be used. Be specific.
4Tell what your organization or efforts have already accomplished. It helps to relate personal success stories and present statistics.
5Explain what benefit will come to the person who contributes: personal satisfaction, benefits to family, an invitation to an event, membership in an elite group, a tax deduction, a gift etc.
6If necessary, reassure the reader of your organization's credibility and that you will use the contributions effectively.
7Enclose a postage-paid envelope for the contributor's convenience, or explain an alternate way to make a contribution.


Fundraising letters demand exceptional sensitivity. They must be credible and persuasive without being manipulative or high-handed. Help the reader want to give from genuine caring rather than from pressure or guilt. Explain how the reader's contribution will improve your cause, rather than commenting on the negative results if he or she doesn't contribute. Avoid using expressions that may be interpreted as harassing, moralizing, or preachy. Help the reader see the benefit at each point in the letter. Keep the focus positive.

Example Letter #1


When have you, or someone you love, last ridden in an ambulance? Never, I hope. But if you have needed an ambulance, I'm glad it was there for you. If any of us ever need an ambulance in the future, I'm sure we would all like it to be up-to-date, with all the equipment needed to save lives and stabilize patients on their way to the Emergency Room.

I am one of Springfield city's emergency medical technicians (EMTs). We undergo ongoing training to make sure that we are able to meet the needs of the people we serve. We are all volunteers and are glad to be able to help people when they are in trouble, but we do need your help.

Currently, our city needs a new ambulance and new equipment for its two existing ambulances. Those few minutes before we reach the emergency room can make the difference between life and death, and we want to give the very best care we can. With this new equipment, we can offer world-class emergency care for our patients.

Will you help? We would appreciate your donation of $25, or whatever you feel you can afford. Most donations should be tax deductible.

Please make your check payable to the Springfield Hospital Foundation Ambulance Fund. I have enclosed an envelope for your convenience.

Example Letter #2


Please accept our warmest thanks for your past support of the Springfield choir. As you know, the choir must rely on the generosity of patrons like you to sustain its cultural programs. Once again we are turning to our supporters for donations to finance our young singers' European tour. They have worked hard to prepare several songs in French, German and Spanish, and are adding three new instrumental numbers to their repertoire.

The choir members and their parents are sponsoring their annual fund-raising barbecue on Saturday, May 3, at 6:00 p.m. in the Springfield Park. Many merchants have generously donated food supplies for the event, and others have made cash donations. We invite you and your family to join us again this year for good food and light entertainment. The suggested donation is $10 per person, but you may donate any amount you wish.

The tour benefits the young participants in many ways. They learn discipline, musical skills, and how to live in a shrinking world. After earlier choir trips some members have decided to go on to college and major in music. In short, the project benefits many. We hope to see you on Saturday. If you are unable to attend, but would still like to contribute, please use the enclosed stamped, self-addressed envelope.

Example Letter #3


Last year we over boarded 2,000 barking, mewing, and cawing guests. Maid service was exhausted. Springfield Animal Shelter has provided this humane service and has supplied affectionate companions to Springfield citizens for over twenty years. Our mayor, John Doe, adopted his jogging companion, Pepper, six years ago. Ashley Johnson adopted her tabby cat, Cleopatra, three years ago.

Unfortunately, our ability to continue to match owners with pets is limited. This year we will be able to receive only half the number of guests we did last year, unless our resources double. Your contribution of $15 or more makes you a Shelter Friend and entitles you to 50% off a pet grooming at Doe's Pets in the month of June. Simply mail your check in the self-addressed envelope and check the box indicating you would like a grooming for your pet. Please, help keep Springfield's domestic animals housed and safe.

Example Letter #4


Each day, donations from concerned people like you save acres of prime wetland habitat from destruction. We can save much more if we can meet our goal of doubling last year's donations.

We formed the Doe Wetlands Coalition in 1988 to help counter the astonishingly swift destruction of the Midwestern wetlands, which serve as home to over 300 species of birds. We specialize in identifying the threats before they lead to the destruction of habitat. Last year we identified seven industrial building proposals that would have destroyed over 2,000 acres of prime bird habitat and assisted the corporations in finding more suitable sites.

We are proud of our accomplishments. You can be proud too, knowing you are contributing to this important cause. As always, donations to the Doe Wetlands Coalition are fully tax-deductible.

We encourage you to visit our modest Visitors' Information kiosk on the Springfield Preserve. In addition to offering interpretive trail guides, this kiosk provides information about how the coalition uses donated funds. Please use the postage-paid envelope enclosed to make your donation, or use our convenient charge-by-phone system by calling 555-5555. We thank you.

Example Letter #5


Since 1976, Doe Medical Center has upheld the tradition of providing health care to children regardless of race, religion, or the family's ability to pay. All contributions to the Doe Medical center are dedicated to helping children. Furthermore, physicians at Doe Center donate their time and expertise to charity patients--a fact which makes donated dollars go even farther.

To contribute, complete the Donor Section and make the check payable to Doe Center Foundation. Then, mail the form and check to:

Doe Children's Medical Foundation

Fund Drive

1600 Main Street

Springfield, Kansas 12345

We need your help and eagerly await your generous contribution.

Example Letter #6


Healthy families make healthy communities. With this fact in mind, the Doe Association supports agencies like The Center for Women and Children in Crisis in our community. At the Center, battered women and their children receive counseling and support to begin new lives, free from the horrors of domestic violence.

For the past six years, XYZ Corporation employees have contributed both supplies and service to help the Doe Association achieve its goals. Our support has helped network hundreds of agencies and has given more efficient help to individuals and families in our local communities. Last year alone, contributions to the Doe Association in Springfield County helped 25,000 disabled individuals lead active and fulfilling lives.

Make your pledge to better our future today by contacting John Doe in human resources. He is our company's representative for the Doe Association this year and will be happy to help you make your contribution.

Example Letter #7


These are exciting times for Doe University. As you know, the University is growing. We now have an enrollment of 7,000 students, 2,000 more than we had just three years ago. Because of the tremendous growth we are experiencing, we are actively involved in a capital campaign to raise money to provide three new buildings.

The capital campaign is off to a great start. At this point more than $75 million has been donated toward the campaign priorities. In order to achieve our goal, it is imperative that our alumni step forward with vigor. The university is counting on us to bring our goal of funding the priorities to fruition, and I am confident we will rise to the challenge.

Our goal for alumni is 100% participation. I am confident we can count on your support. Please send in your donation in the enclosed self-addressed envelope. We look forward to your participation.

Write Your Letter Step-by-Step


Open with a statement that catches the reader's attention.

Example Sentences for Step 1

Example Phrases for Step 1


Explain the urgent need for which contributions will be used. Be specific.

Example Sentences for Step 3

Example Phrases for Step 3


Tell what your organization or efforts have already accomplished. It helps to relate personal success stories and present statistics.

Example Sentences for Step 4

Example Phrases for Step 4


Explain what benefit will come to the person who contributes: personal satisfaction, benefits to family, an invitation to an event, membership in an elite group, a tax deduction, a gift etc.

Example Sentences for Step 5

Example Phrases for Step 5

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