How to write a letter for donated gifts

Written by chelsei henderson
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How to write a letter for donated gifts
Ask individuals or companies for donations to help your cause. (Jupiterimages/Brand X Pictures/Getty Images)

Non-profit organisations survive off the good will and charity of those who support the cause. A large part of these organisations lies in finding people and companies who will donate gifts to you. However, you cannot magically wish for the hearts strings of others to feel tugged toward your cause. At times you must initiate donations through writing a letter to the person or company and ask for support through giving. Learn the basics of how to write a letter for donated gifts before asking prospective donors.

Skill level:

Things you need

  • Computer with a word processor
  • Printer
  • Paper
  • Black or blue ink pen

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  1. 1

    Type the name of your organisation at the top of the page. Make it clear to potential donors who wrote the letter. Alternatively, use the organisation's letterhead.

  2. 2

    Skip a couple of lines and write the date out completely. For example, November 11, 2011 instead of 11/11/11.

  3. 3

    Include the organisation's address, phone number and website URL beneath the date and the organisation's name. Alternatively, place this information in the footer of the page.


  1. 1

    Write a personalised salutation. Avoid using vague openings like, "Dear Friend," but include the name of the person in charge of giving donations. Oftentimes the manager takes care of this task, but call the company to make sure.

  2. 2

    Share the organisation's cause during the first paragraph of the letter. Make it compelling and emotional. Consider including a brief, heartfelt story of someone your organisation helped.

  3. 3

    Use the final paragraph of the letter to ask the reader for a donated gift. Make the need clear and provide vital information on how to deliver the gift to your organisation.

  4. 4

    Thank the reader for his time and for considering donating a gift to your organisation. Acknowledge any past donations of the reader, if applicable, and share how that helped your cause.


  1. 1

    End with a traditional closing, such as "Regards" or "Sincerely". Depending on the situation or your relationship with the potential donor, a different closing may be acceptable.

  2. 2

    Sign your name under the closing. For a professional look, use blue or black ink. Use your real signature, not a scripted font.

  3. 3

    Type your full name underneath the signature. This helps clarify the signature.

  4. 4

    Include the title of your position beneath your name. For example, if you serve as the President of the organisation, type "President" beneath your name.

Tips and warnings

  • Proofread the letter to ensure it does not contain grammatical or spelling errors.
  • Avoid asking for specific amounts of money, unless your organisation requires you.

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