One of the best ways to raise funds for an event or a social cause, is by writing a solicitation letter. Here is a perfect template for drafting a fundraising appeal to donors.
A solicitation letter
A solicitation letter is a kind of business letter which is written to raise funds for a good cause from prospective donors or sponsors. Raising funds for a noble cause can be quite difficult, and an equally daunting task can be writing an effective solicitation letter. Remember, a solicitation letter should ideally be one page long, and comprising not more than 400 words. The tone of the letter should be polite and formal. But be careful, that you do not sound too imploring.
If you are searching for some motivating words for drafting a good solicitation letter, here is a template to help you out.
Things to Remember
Narrate the necessity
A solicitation letter should narrate the necessity for donation in a catchy way. The draft of the letter should retain the reader’s interest and encourage him/her to extend the required support. A simple yet precise explanation of why funds are needed can be a good start.
Include details of utility
Your prospective reader or sponsor would like to know where the donations will be going. Hence, make sure to include details about the utility of funds.
Be specific
While asking for funds, be specific about the total amount required by your organization. Properly explain the process of donation.
Set a deadline
Set a deadline, as this will convey a sense of urgency to your donors and will motivate them to send their contributions well on time.
Add a postscript
Add a postscript or PS. to the letter, with main points included in a short and precise manner to remind your readers again about the event and the funds needed. However, this is optional.
Letter Template
(Name of Organization/NGO)
(Address)
(Date)
(Name of Addressee)
(Name of Company)
(Address)
(City)
Dear (First Name)
Greetings from (Name of NGO)!
(Opening Paragraph)
Here, you may introduce the NGO you are concerned with, or give details of a fundraiser event organized by you on behalf of the NGO. This paragraph may also specify the total amount required through donations and the deadline set to complete the monetary collection. The basic idea is to make the reader/contributor understand the urgency for accumulating money for the charitable work.
(Middle Paragraph)
This paragraph gives some details about the work done by your trust/NGO. It may give details about prominent people associated with the NGO, previous monetary collections, budgetary allocation of funds and the number of people benefiting through this exercise. Avoid exasperating facts, since the reader can easily verify the details mentioned in this paragraph. The main aim of this paragraph is to persuade the reader to forget his inhibitions and donate wholeheartedly.
(Closing Paragraph)
Use this paragraph to provide your phone number and e-mail address, in case the reader needs some clarification. You may state that you will follow-up the letter with a phone call within a specified time frame.
Yours sincerely,
(Name)
(Position)
(Address)
P.S. (write a few points to re-emphasize your donation request)
Letter Sample
Oasis Support Foundation
5152, Geraldine Ave., Austin, TX 73301
Date: July 10th, 2012
Kenneth McKenzie
Croft Infrastructure and Communications
3838, West Street
Austin, TX 73301
Dear Mr. McKenzie,
Greetings!
We at the Oasis Support Foundation, strive to provide education support to young students (ages 5-18) from underprivileged families within the state of Texas. Raising funds for such a noble cause cannot be possible without the generous support and sponsorship of donors from our community. On account of this, we have decided to organize a musical event called ‘Haven’ on July 20th, 2012 from 7 pm to 10 pm at The Crystal Springs Hotel, Geraldine Ave., Austin. A prominent attraction of this event is a musical performance by popular rock band Spitz, who are also one of our sponsors. The main aim of organizing this event is to raise $500,000 for the beneficiaries of our financial aid in the upcoming academic year.
Oasis Support Foundation has been operational since June 1st, 1989. Since then, we have helped fulfill the academic dreams of almost 1000 underprivileged students in Texas. Currently, we are extending our financial support to more than 100 deserving students registered with us. Your donations will directly go towards payment of the students’ academic fees and funding of higher education scholarships.
Considering the long-term relation that we share with your organization, we solicit your support for our upcoming event. In reciprocation to your kind favor, we will promote your organization on our website and our event brochure. We will also be issuing a donation receipt for the entire amount of your financial support.
You can send in your contribution in form of a check, in favor of ‘OASIS SUPPORT FOUNDATION’ at the address mentioned below. If you have any queries regarding the event, please feel free to contact us at 792-521-4768. Apart from this, you may visit our website www.osfoundation.org for getting more details about our work. We will be sincerely grateful if you can extend your help towards us.
We thank you for sparing a few minutes from your busy schedule for going through this letter.
Yours sincerely,
Edrina Shalom
Administrative Head
Oasis Support Foundation
Sometimes, donors who are willing to help, may forget all about your donation appeal. In such a scenario, don’t be hesitant to send them a gentle reminder letter. Tell them that your fundraising appeal is going well, but you are still a few feet away from reaching your goal. If the organization/individual responds to you in the form of a donation or contribution, do express your gratitude by promptly sending them a thank you letter and a donation receipt.
