If you’re a nonprofit organization looking to increase funding and strengthen donor relationships, mastering the art of the donation request letter is a must. Whether you’re a small grassroots initiative or an established nonprofit, a well-written fundraising letter can inspire generosity, build trust, and lead to long-term donor support.
In this blog, we’ll cover:
- What a donation request letter is
- Why it works
- Key elements to include
- Donation letter best practices
- A free template you can use right away
Let’s dive in.
Get a Free Donation Request Letter Template
What Is a Donation Request Letter?
A donation request letter is a formal message sent by a nonprofit organization to potential donors asking for contributions to support its mission, programs, or a specific campaign. These letters can be mailed, emailed, or even shared digitally through newsletters and fundraising platforms.
Why Donation Letters Still Work for Nonprofit Fundraising
Even in the age of digital fundraising, the donation request letter remains one of the most effective nonprofit communication tools. Why? Because a personalized, heartfelt message stands out — especially when donors feel they are making a meaningful impact.
According to fundraising data, personalized donor appeals can increase donation rates by up to 30% compared to generic asks.
What to Include in Your Donation Request Letter
To ensure your donation letter is clear, compelling, and actionable, make sure to include the following elements:
- A personalized greeting – Address your donor by name when possible.
- A compelling opening – Hook the reader with a quick story, stat, or emotional appeal.
- Your mission – Remind them what your nonprofit does and why it matters.
- A clear ask – Be specific about the amount needed or how donations will be used.
- Multiple ways to give – Include online, mail-in, and recurring giving options.
- Tax information – Let them know your nonprofit is a 501(c)(3) and their donation is tax-deductible.
- A thank-you in advance – Always close with gratitude and appreciation.
Best Practices for Writing an Effective Donation Letter
🖋️ Keep it personal: Use names, references to past giving, and a conversational tone.
📏 Be concise: Don’t overwhelm your reader. Aim for one page if printed, 300–500 words if emailed.
📢 Tell a story: Donors respond to real people and real impact. Use examples and emotional language.
🎯 Include a call to action: Make it crystal clear how they can donate — and do it now.
🔁 Follow up: Plan a reminder email or thank-you campaign for those who gave.
Build Stronger Donor Relationships with a Thoughtful Donation Letter
A strong donation request letter is more than a funding tool — it’s a relationship builder. When written with heart, purpose, and clarity, your letter can inspire both first-time donors and loyal supporters to take action.
Whether you’re running a year-end giving campaign, launching a new project, or simply looking to grow your donor base, start with a letter that tells your story and makes a clear ask.
How Crowded Helps You Raise More with Every Donation Letter
Writing a compelling donation request letter is only half the battle—ensuring an easy, trustworthy giving experience is just as crucial. That’s where Crowded comes in. Crowded’s nonprofit-focused financial platform helps you turn interest into action by providing secure, user-friendly donation tools, automated tax receipts, and customizable donor tracking. With dedicated donation accounts and compliance-ready reporting, you can build donor confidence and streamline fundraising—all from one place. Whether you’re managing one campaign or many, Crowded makes it easier to inspire giving and foster long-term donor relationships.
Your questions, answered.
How long should a donation letter be?
An effective fundraising letter should be concise — ideally one printed page or 300–500 words for an email. Focus on clarity and emotion, and avoid overwhelming the reader with too much information.
When should I send a donation request letter?
Timing depends on your campaign goals. Common times include:
- Year-end giving season
- Before major events or projects
- During Giving Tuesday or other giving days
- As a follow-up to past donations or volunteer engagement
Can I use the same donation request letter for every donor?
While you can create a standard donation letter template, it’s best to personalize each message with the donor’s name and references to their past support, if applicable. Personalized messages consistently lead to higher engagement and contributions.
