How to Format the Fundraising Ask and Write Thank You Letters

A how-to guide to fundraising communications and templates.

An often-overlooked aspect of fundraising is the importance of communication. Gaining support, building relationships, and creating awareness of your campaign needs are mainly addressed through written communications. Learning how to write and format, letters can enhance your campaign results. This article shares professional fundraising letter templates and examples. Continue reading for everything you need to get started.

Fundraising Templates

Using a template makes writing your fundraising letters quick and easy. Follow the formula below to write professional and personal letters to thank them for their support.

Template: Formatting the Ask

The following formula is used to write donation request letters:

• Opening: Include a personal greeting, including the recipient’s name.
• Paragraph 1: List the school’s name and mission. Include your cause, how you will raise funds, and what they will be used for.
• Paragraph 2: Make the call to action. This is the official donation request. Include a statement of gratitude for past and present financial support.
• Closing: Include a salutation signed by the appropriate representative.

The formula for writing volunteer request letters is very similar. The letter format includes the following:

• Opening: Include a personal greeting, including the recipient’s name.
• Paragraph 1: List the school’s name and mission. Include your cause and the event description. List volunteer roles and duties.
• Paragraph 2: Make the call to action. Officially ask the individual to volunteer. Lastly, include a statement of gratitude for past and present support.
• Closing: Include a salutation signed by the appropriate representative.

Template: Thank You Letters

The format for writing a professional thank you letter includes the following:

• Opening: Include a personal greeting addressing the recipient by name.
• Paragraph One: Make a statement of gratitude. Include their role as a volunteer, their importance to your event, or how their funds were specifically used.
• Paragraph Two: Share the results of your campaign and how the recipient’s support made a difference.
• Closing: End the letter with a salutation signed by the appropriate representative.

Formatting The Ask

Asking for donations and volunteers is a crucial and frequent aspect of fundraising communications. Examples of each type of request are below.

Asking for Donations Example

Dear [Donor],

Lockport Township High School strives to provide quality, comprehensive academic, career, and extracurricular experiences for our student body. In line with our mission, we offer a senior trip to our upcoming graduates to celebrate their hard work and achievements over the past four years.

The senior trip is the final bonding moment for students before parting ways as they head to college and embark on their new adult lives. Alum has shared with us how they cherish their memory of their senior trip years after graduation. Students will visit the Museum of Science and Industry this year, followed by lunch on the lake at Navy Pier.

Due to prevailing economic conditions and lack of state funding, LTHS needs financial assistance to cover the school’s half of the cost of the trip. We aim to raise $2,000 to cover the cost of transportation, admission, and food. We value your ongoing commitment to our school, and your support in this matter will be greatly appreciated. Please donate on our school website through our fundraising portal.

Thank you again for your support,

Students and Faculty at Lockport Township High School

Asking for Volunteer Services Example

Dear [Volunteer],

Channahon High School is dedicated to providing for the academic, physical, and social development of all students, staff, and community members. It challenges each individual to be a productive citizen and lifetime learner. We uphold this mission with our weekend-long Annual Community Learning Days featuring keynote speakers and workshops.

We are thankful for your help at past school events and would be grateful for your assistance at the Community Learning Days event on August 7^th at noon. Volunteers will be needed to check in participants, guide traffic, and work concessions. If you are interested in volunteering, please respond to this email with your preferred position.

We thank you again for your support,

Channahon High School

Writing Thank You Letters

You must show gratitude and appreciation after receiving financial support or volunteer hours. This helps build stakeholder relationships and increases the chances of recurring giving and ongoing volunteering.

Examples of each letter are below.

Thank You Letters for Donors Example

Dear [Donor],

We write to thank you for your generous financial contribution of $100. Your support is very much appreciated. Oak Park Middle School successfully met our goal of $1,000.

We purchased new science books for 4th and 5th-grade classrooms with these funds. The latest editions offer updated information and associated online learning programs, significantly enhancing students’ learning experience.

Thank you from Oak Park Middle School.

Sincerely,

[Principal or Board Member Name]

Thank You Letters for Volunteers Example

Dear [Volunteer],

Lincoln Park High School’s Moviethon Fundraiser Night was a great success last month! We could not have done it without your hard work, and we thank you for supporting our cause. We successfully raised funds to purchase new gym equipment. This purchase will enrich students’ physical education experience by allowing them to learn new sports and exercises.

Students and faculty are grateful for your selling tickets and merchandise. We hope you had fun and look forward to seeing you at our next event.

Sincerely,

Lincoln Park High School

Author Bio

Clay Boggess has been designing fundraising programs for schools and various nonprofit organizations throughout the US since 1999. He’s helped administrators, teachers, and outside support entities such as PTAs and PTOs raise millions of dollars. Clay is an owner and partner at Big Fundraising Ideas.