Today's schools are notoriously underfunded. They often write donation letters to get the funding they require. A donation letter template helps them save time and ensures they craft a professional letter that meets donor requirements.
Schools are one of the most important institutions. They help students attain the skills they require to become successful professionals. Yet they rarely have the funding they need to keep up with modern education needs. That's why donation letters are so important.
This guide shows you how to write a donation letter for a school. While there is a basic approach and structure to these letters, we also offer a variety of donation letter templates for schools that you can use for a wide range of situations, including donations to support fundraisers, school events, school supplies, and food.
Table of Contents
Key Components of an Effective Donation Letter
How to Write a Donation Letter for Schools
Free Donation Letter Templates for Schools
Tips for Successful School Fundraising Letters
Get All of Vanco's Free Fundraising Letters for School
Donation letters are used to solicit donations from individuals, companies and organizations. In a school setting, donations are typically targeted at parents, community members, alumni and organizations that are likely to support the school, such as those that promote learning and offer services to children. They may solicit donations for programs, supplies, events and initiatives.
A donation letter may be general or specific as follows:
Each year in the U.S., charitable giving to schools and universities totals more than $49 billion! Fundraising letters could make a huge difference in helping schools reach their donation goals.
However, donation letters must be carefully written to be effective. They must catch the reader's attention and make a personal connection. The letters should also include some key elements, including the following.
While there is a lot of information to include, try to limit your letter to one page maximum to keep the reader's attention.
Structuring your letter properly will help you keep it concise and ensure that you don't miss any vital information. A good structure for your donation letter template for schools is:
This approach makes it easy for readers to find the information they need to donate.
Here are the five steps you should follow to create a fundraising letter for schools:
Your school donation letter should capture the readers' attention right away. You may include an emotional opening. For example, if you are requesting donations for supplies, you may start with an eye-opening stat like,
"At _________ School, we strive to provide our children with a positive learning experience, but we are struggling due to inflation. Statistics show 41% of teachers buy their own supplies so their students can learn more. We are aiming to reduce the burden on teachers, but we need your help.
Your intro may already discuss the need or cause you are raising funds to support. However, you can follow up with more details. For example, if your school is hoping to raise money for supplies, you can discuss the financial issues the school is facing and how supplies enhance the learning experience.
Be specific about what you're requesting. For example, you may need money to support an event or program or to purchase supplies. In other instances, you may collect supplies directly from the donors.
When collecting money, you may provide information on your fundraising goals and suggest a donation amount. This approach lets donors know you are working towards something specific, promoting a sense of transparency. It also helps them determine an appropriate amount to donate.
Donors must know exactly how to donate. You may be collecting money in person, through an online link, or donors may be able to donate directly through a payment app. Ensure they are aware of their options and provide as many as possible to make donating easy.
End the letter by offering appreciation for any donation they can make. Include your contact information so they know how to get in touch if they have any questions or concerns.
Many schools lack the necessary funding to provide their students with an adequate education. The Education Data Initiative reveals that, although governments spend $857.2 billion to fund public schools, the difference between spending and funding is $21 billion or $423 per student, making it difficult to provide a positive educational experience.
School donations are a great way to offset those costs, and crafting the perfect narrative is key in persuading donors to contribute. However, writing a school donation request letter can be tricky.
Vanco's resource of 17 free donation letter template samples for all kinds of donation letters for schools makes it easier.
Our easy-to-use sample donation letter templates help your school create an engaging school donation request letter with just a few clicks, excite potential donors about your mission, and persuade them to open up their pocketbooks.
General donation request letters request money without mentioning a specific cause. They can target individuals or businesses. Here are three options for general donation letter templates for school, including a school sponsorship letter sample.
Dear [DONOR NAME],
Are you looking for a way to give back to the community and invest in the next generation? If so, we have the perfect opportunity for you!
Our school is looking for donations of all kinds: monetary, goods and services. Every donation helps us reach our goal of providing fun and educational experiences to our students. All donations are appreciated and all donors will be recognized on our website and social media accounts.
We appreciate your time and consideration, as together, we can make a difference in the lives of many students. Click here [PAYMENT URL] to make a secure donation online. Or, you can drop donations off with [STAFF MEMBER NAME] in our front office on school days from 9 a.m. to 5 p.m.
Thank you in advance for your support. The [SCHOOL NAME] community commends you.
Dear [DONOR NAME],
We hope this letter finds you well. We are writing because [SCHOOL NAME] needs your help and generosity. We need donations to support our students. They will go toward purchasing items for our classrooms, library resources, sports equipment, supplies for after-school programs and more.
Your donation will help us create a learning environment where our students can thrive and reach their full potential. We understand the commitment this donation requires. However, every donation is an investment in the future of our school's students and education, and they are fully tax-deductible.
Please don't hesitate to reach out if you have any questions regarding this donation request! You can easily make online donations at this link [URL] or drop off cash donations with the PTA president, [NAME] in the library every Monday, Wednesday and Friday from [TIME] to [TIME].
Thank you for being part of our team here at [SCHOOL NAME].
Dear [BUSINESS OWNER NAME],
[SCHOOL NAME] is reaching out for your help!
We are in the process of organizing our upcoming fundraiser and we need your support. Your donations would be greatly appreciated and will go a long way in helping our school reach our goal of [EXPLAIN GOAL]. It will help us achieve the following:
Any amount that you can donate will make an impact, no matter how large or small. Donations such as money, products and services are all useful to our cause. With your help, our students can look forward to having more resources while pursuing their dreams.
To make an online payment, please visit this link [URL]. All businesses that donate online will receive a spot on the Partners & Sponsors page of our website. [NUMBER] parents and staff members frequently visit this page, ensuring your business will appear in front of many members of our local community.
If you would prefer to donate services or products, please reach out to [NAME] at [EMAIL ADDRESS].
Again, thank you for your presence in our community and for considering donating to [SCHOOL NAME]. All of our young [MASCOT]s appreciate you!
29% of parents are unable to afford school supplies for their children. This is an unfortunate reality of the world we live in and we don't believe that teachers should have to cover those costs. However, having access to good school supplies is integral for students' success.
More importantly, having school supplies they enjoy using is paramount in ensuring students can be creative and focus comfortably while learning. If you're unsure how to ask for these supplies, here are three great donation letter examples for school supplies.
Dear [NAME],
Education is the foundation of many opportunities, and our school recognizes this by providing quality education to disadvantaged children. But we need school supplies to help our students succeed.
We are writing this donation request letter to find individuals and organizations who are willing to provide supplies for our school. Any school supplies you can provide, such as markers, erasers, pencils or crayons, would be greatly appreciated!
Our school's mission is to ensure that all our students have the tools they need to succeed, and your donation will make a positive difference in their lives for years to come. Thank you in advance for considering our request. Please get in touch with your child's teacher if you have any questions about the types of school supplies we currently accept.
If you would prefer to make a cash donation so our PTA can purchase the supplies we need, please visit the [SCHOOL NAME] online payment portal and click the DONATE button. We will accept online donations until [END DATE] so our PTA team can purchase the supplies and distribute them to students in need.
Dear [NAME],
Greetings! We hope your child is enjoying the school year. As you are aware, our school is dedicated to supporting students' academic success, and we rely on your assistance to provide the necessary resources for their achievement. That's why we're reaching out to ask for donations of school supplies.
To help organize this fundraiser, we are segmenting donations by grade. For example, if your child is in third grade, please find the corresponding school supply request below. You can give your donations to your child's homeroom teacher until [DATE].
Your donation can brighten the classroom experience for our students. Your generosity will make a huge difference in the lives of our students, and we really appreciate your assistance. If you have other school supplies you'd like to donate, we are accepting miscellaneous donations in the library every day from [TIME] to [TIME].
Thank you for considering this request. Please get in touch with your child's homeroom teacher if you have any questions or concerns.
Dear [SCHOOL NAME] parents,
It's school supply season, and our student body needs your help. We are currently looking for donations of school supplies such as pencils, paper, erasers, notebooks, folders or anything else that can help support our students in their studies. We are turning this into a contest to make things interesting and encourage student and parent participation.
Here's how it works:
The value of each school supply is as follows:
Your small contributions will have a profound impact on our students’ lives, so please don't hesitate to lend a helping hand. Any donation is appreciated, and no amount is too small. Thank you for your generous donations and caring heart.
Please don't hesitate to reach out to [EMAIL ADDRESS] or your child's homeroom teacher with questions about school supplies needed or the rules of our contest. Together, we can build a stronger [SCHOOL NAME] community.
Whether online or in person, hosting a school fundraiser is a fantastic way to raise money for everything from new computers to after-school programs. These events make it easy to raise money, as they have a set theme and purpose that builds excitement. If you're unsure what kind of donation request letter template for schools to write for your fundraiser, here are three donation request letter samples to consider.
Dear [BUSINESS NAME],
Have you heard about our new after-school coding program at [SCHOOL NAME]? Our computer teachers are working hard to equip the next generation of tech experts with the skills and knowledge they need to advance innovation in their communities. To do this, we need to raise money for the following:
As you likely know, we rely on donations to provide our learners with all the necessary tools, resources and guidance they need to achieve greatness. Instead of asking for donations this year, we will host a code-a-thon on [DATE].
We are calling on businesses in our community to sponsor this event, with three different levels of sponsorship available:
As a sponsor of the [SCHOOL NAME] code-a-thon, your name will appear on all promotional materials, and parents will receive an email and flyer about your contribution to our school community.
You would be helping bring a valuable after-school program to these driven students and supporting them as they strive to achieve individual goals through technology. Please join us in our mission today to make this after-school coding program a success!
For more information, please visit this link [URL] or email [CONTACT NAME] with questions. If you are interested in becoming a sponsor, you can sign up here [URL].
Dear [PARENT NAME],
Get ready to feel some school spirit! We have received a lot of requests for new spirit wear for the [YEAR] school year. Your requests have been heard, and we're almost ready to launch our online spirit wear store.
All proceeds of sales between [START DATE] and [END DATE] will go toward our [FUNDRAISER NAME] to raise money for the following:
As an incentive for participating in this fundraiser, our online spirit wear store will offer a 15% discount during the time period mentioned above. There is no limit to what you can purchase, so be sure to stock up on your spirit wear for the whole year (and for the whole family)!
Click this link [URL] to view the store when it goes live on [START DATE] and make your purchases online. Feel free to share the link with family, friends and coworkers. Anybody purchasing items from [START DATE] to [END DATE] will receive the same 15% discount.
Dear [BUSINESS OWNER'S NAME],
My name is [NAME], and I represent [SCHOOL NAME]. On behalf of the entire school, I would like to invite your business to participate in our upcoming fundraiser cordially. Our annual [NAME OF FUNDRAISER] fundraiser helps support various aspects of our children's daily learning. It allows us to fund the following:
But most importantly, it gives children the chance to receive the education they need to succeed.
Your donation of any size would be greatly appreciated and help us make our students’ dreams a reality. We truly value the support of our local businesses, and we appreciate your consideration of this request.
As a token of our appreciation, we will include the logos of any business that donates $100 or more in our school directory, which will be published on [DATE]. This directory is sent to every parent in our community, ensuring your business will be in front of many of your potential customers.
If you have any questions or want to partner with our school in other ways, please reach out to [CONTACT NAME]. If you're ready to participate in the fundraiser, please visit this link [URL].
Hosting events at school is a great way to foster a sense of community and help children learn critical social skills. However, these events can be expensive. That's why it's great to get creative when asking for donations.
Remember that you don't always have to ask for monetary donations; asking for supplies or volunteers is great too. Check out these three donation letter templates for schools events.
Dear [NAME],
Our school is pleased to invite you to participate in an experience of a lifetime — our [THEME] school dance! School dances celebrate student life and are special times for friends and classmates. We humbly request your help in making this school event a success by donating funds that will be used to cover event expenses.
We need three types of donations:
Please visit this link [URL] to make cash donations or contact [EMAIL ADDRESS] to sign up as a volunteer or vendor. Thank you for taking the time out of your busy schedule, and we look forward to seeing you at the school dance!
Dear [BUSINESS NAME],
My name is [NAME], and I am [POSITION] at [SCHOOL NAME]. We are hosting an event on [DATE], and I am reaching out to see if you would be interested in being an event sponsor.
As an event sponsor, your business will receive:
What do you have to do to receive all of those benefits? A donation of at least $[AMOUNT].
If you cannot become a sponsor but would like to donate to the event in other ways, please contact [EMAIL ADDRESS]. We truly appreciate anything you can do and look forward to hearing from you soon!
Dear parents of the [SCHOOL NAME] community,
Teacher Appreciation Week is almost upon us! We want to celebrate the amazing work of our teachers and show them how much we appreciate all that they do for us. That's why we're planning the following themed days for the week of [DATE] to [DATE]. The schedule is as follows:
To make Teacher Appreciation Week even more special, we are asking families to join in by making donations of $[AMOUNT] each. These donations will allow us to purchase decorations for each themed day and a gift basket for each of our hard-working teachers.
To submit your donation, please visit this link [URL] and make your payment online. If you prefer to make a cash donation, please send it with your child in the envelope they received last week. They will need to drop it off in the library in the bright [COLOR] box next to the entrance.
Every contribution, no matter how big or small, will help us recognize our teachers and make Teacher Appreciation Week an occasion to remember. We truly hope you can be a part of this special celebration and advance the mission of our school.
School food drives collect donations of nonperishable items and cash and strengthen the school community by encouraging collaboration and creativity. If you've never written a school fundraising letter for a food drive, here are two donation letter templates for schools to do just that.
Dear parents of the [SCHOOL NAME] community,
With the holidays approaching, we hope to make a difference in our community by participating in a district-wide food drive. By donating nonperishable items such as canned vegetables, peanut butter and boxed macaroni and cheese, you can make a big impact!
These nonperishable goods will benefit struggling families and those most affected by the increased prices of staple food items. We believe that with the help of everyone in our school community, we can support those in need.
Starting on [DATE], every classroom will be equipped with a box where you or your child can place donated nonperishable food items. If you have questions, please contact your child's homeroom teacher. Your generosity is greatly appreciated! Thank you for your support.
Dear [PARENT NAME],
If you haven't heard yet, we're turning our annual food drive into a contest this year! We are requesting nonperishable items, including:
Here's how the contest works:
The best part? You or your child can donate to any class they wish, which means you can help other classes meet their minimum of 60 food items.
Your contribution can make a big difference in supporting vulnerable people in our community. You can drop off donations to your child's homeroom teacher and view class progress on our school website here [INSERT URL].
Sporting events can be a great way to promote and encourage a healthy lifestyle among students at school. They also teach important life lessons to young people, such as the value of hard work and team spirit.
Being part of sporting events can also foster camaraderie between students, allowing them to form relationships with classmates that they might otherwise miss. However, not all school districts offer generous funding for sporting events or sports clubs.
If that's the case in your school district, ask for help with this donation request letter for school events and sporting clubs.
Dear [SCHOOL NAME] parents,
We are excited to share that school sports are on the rise! To keep this momentum going, we are fundraising for an upcoming event for [SPORTS CLUB]. The rock-star students in this club have [MENTION ACHIEVEMENTS], and we couldn't be prouder of them. However, we need your help getting them to the finish line.
On [DATE], they will compete in the [EVENT NAME], and we need help raising $[AMOUNT] for the following:
Your donations will support the creation of a well-organized and successful event, providing our young athletes with an unforgettable experience. Please join us in making school sports at [SCHOOL NAME] even better by supporting our cause with a generous donation today. You can drop off cash donations in the front office until [END DATE] or make online donations here [URL].
Thank you in advance for your generosity. Go [MASCOT NAME]s!
Sending thank you letters to those who donate to your school is incredibly important. When people donate their hard-earned money and time, it’s crucial that they feel appreciated. Whether they are for large or small sums, thank you letters are one of the best ways to show that you value someone's contribution.
Thank you letters recognize donors' contributions and explain how they are being used and what impact they will have on the school. Here are a couple of sample thank you letters for donations to school you can use to give donors the recognition they deserve.
Dear [NAME],
On behalf of our entire school, thank you for investing in the education of our students. Your generous donation has gone a long way in helping us continue to provide outstanding learning opportunities for our students and staff. We truly appreciate your ongoing commitment and dedication to ensuring the success of all members of our school community.
Your contribution is invaluable and we thank you immensely for your support! If you would like to learn more about other opportunities to give back to the [SCHOOL NAME] community, click here [URL] to view all of our upcoming fundraisers and events.
Dear [NAME],
We are reaching out to thank you, from the bottom of our hearts, for donating to our [EVENT/FUNDRAISER]. Because of your generous donation, we were able to accomplish the following:
As a result, our students were able to enjoy [DIRECT BENEFIT AS A RESULT OF THE FUNDRAISER OR EVENT]. None of this would have been possible without you and your dedication to our community. We are eternally grateful for your support of the [SCHOOL NAME] community.
The impact of your generosity will be felt throughout our school for some time to come, as it helps create a better learning environment that sets our students up for a brighter future. We cannot thank you enough and we appreciate your dedication to making our school great.
If you have questions about how your donation was used, please contact [EMAIL ADDRESS] or call our PTA president during business hours at [PHONE NUMBER]. Thank you again and have a great week.
There are many school fundraising ideas, projects and causes that might call for donation letters for schools. But how do you get started?
Our helpful tips provide information on what to include in your school or PTA donation letter and how to set it up, the information and language to use and who to send your letters to.
The more personal your letter is, the more engaging it will be. Identify yourself right away and describe your personal passion for the fundraising project to create an emotional connection.
Addressing your reader by name can also help to grab their attention. Studies show that people are 26% more likely to open and read mail that is addressed to them specifically.
You can set up software to automatically add people's names to your donation letter template for school. The process can take a little while, but it will pay off in the long run.
People will be more likely to donate to your fundraiser if they feel connected to your cause. Make your donation letter for school tell a story to facilitate this connection. A case study released by Luminate Communications revealed how incorporating a storytelling element in donation letters for the June Callwood Center for Young Women increased donations by 20%.
Your story might include details about your school's outreach and impact over the years or its alumni's journeys. If you are writing to someone who has donated or supported the school previously, mention their past contributions in your letter.
Thank them and discuss your shared passion for improving the lives of students, inviting them to be part of the narrative. The closer they feel to your school fundraising project, the more likely they will be to support it.
When it comes to financial donations, people want to know exactly where their money is going. Be specific in your letter to show people that their donations are making a difference.
Create a budget to determine how much money you need to raise. These calculations will help you include details of your goals in your donation letters. Being specific shows you are working towards a goal, promotes transparency and helps donors determine how much they should donate.
Discussing the difference that a single donation can make encourages people to reach into their pockets. For example, you could create a list of donation amounts and what they can achieve, like this:
It can also be helpful to include details of how you plan to use any excess donations if you surpass your fundraising goals. This will make people feel like their money is in good hands.
If you are hosting any fundraising events, be sure to invite people in your donation letters.
This approach makes potential donors feel more involved in your fundraising activity and gives them a chance to offer practical and financial support. It also increases potential attendance and funds raised at the event.
It's advisable to write donation letters on stationery with school letterhead. Doing so makes the communication more professional and assures people that the letter is not associated with a scam. If you don't have letterheads, you should write all your school information, such as address, phone number, email, and any unique identifying numbers in the upper left-hand corner of the letter.
Success stories and testimonials reassure donors that their donations are supporting a worthwhile cause. You may include a quote from a family who benefited from one of your fundraisers to add credibility.
With limited space, it can be challenging to showcase the numerous benefits of your fundraising efforts effectively. However, you may also include a link that donors can visit to see videos of success stories.
Donors may see your letter and be inclined to donate, but they may not do so immediately. They may be more concerned with pressing matters, and the donation can slip their mind. That's why following up is important.
Give the donor some time to avoid annoying them, but don't wait past the donation deadline. Depending on your timeline, a few days to a week may be adequate. Follow up with an email or another letter, gently reminding them how much their donation means.
A well-crafted donation letter offers various benefits, including the following:
Crafting donation letters can be challenging and time-consuming, but Vanco's donation letter template resources make it easy. Download our templates and customize them to your fundraising specifications. They are just one of the many ways Vanco supports our educational communities.
In this free resource you'll find...
Want help driving donations by accepting online donations and crowdfunding? Give us a call at 866-940-1352.
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Donation letters should be sent to people who are familiar with your school and likely to support the cause. For example, previous donors should always be on the list. You may also include parents, alumni, and local companies that support similar causes, such as those that offer children's and educational products and services.
Yes! AI can help you create an effective fundraising letter that is clear, concise, personalized, and grammatically correct. However, it's essential to use the right prompt to get the best results.
The video below will show you how to do it. Feel free to use our prompt and process to create your masterpiece.
A school donation letter should include the school's contact information (preferably in a letterhead format), the name of the recipient and the date at the top. The content should discuss the cause, your goals, and the process for donating. You may also provide additional information on events that support related causes.
When asking for donations for school supplies, be specific about the supplies you need. Break them down by grade level if necessary. Inform donors about the location where they can drop off supplies. Schools accepting cash donations for school supplies should also provide information on how to make monetary contributions.
Yes, you can email donation request letters. Many schools prefer an email school fundraiser letter as it is less expensive, provides instant communication, and is a preferred method of delivery for many donors. However, physical letters offer a more personalized approach. Consider combining the two for optimal results.