Request Donations Template

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					        Writing an Effective Donation Letter

Writing an Effective Donation Letter                            G  What can the donor gain from donating to your
Use the following tips and template as a guide when             PTA? The donor may receive free advertising through the
requesting donations for PTA Membership Month events            publication of the list of donors, recognition in the com-
or other events throughout the year.                            munity through signage at the event, and/or a tax deduc-
                                                                tion. In addition, donations made to local groups, clubs,
Businesses receive many requests for donations, so don’t        or projects are good for public relations and business.
expect every request to receive a positive response. In addi-
tion, large retailers may require more time to review a         The donation letter should also contain some basic infor-
request than smaller, local businesses do. In any case, dona-   mation and formalities:
tion letters should be sent at least a month prior to the       G  State the method you’ll use to pick up the donation, or
event. This allows you to follow up two weeks after you         to whom the donation should be delivered.
make the initial request; contact the businesses to see if      G  Provide the name, phone number, and e-mail address
they have received the letter and considered your request.      of a contact person from your PTA.
Here are the key questions your donation letter should          G  Thank the business in advance for considering donat-
answer:                                                         ing to your PTA.
                                                                G  Have the contact person or a key PTA leader (e.g.,
G Who is asking for the donation? Include the PTA
                                                                the president, the president-elect, a board member) sign
name, the school(s) or community served, and the num-
                                                                the letter.
ber of parents and students served.
G  What are you asking for? Be specific: Say “youth base-       After the event, remember to send thank-you letters to the
ball caps” rather than “clothing,” “cookies and cupcakes for    donors. Include photos of the event. Handwritten letters
50 people” rather than “baked goods.”                           from a school class that benefited from the donation can be
G  Why are you asking for this donation? For instance,          very effective in securing future donations.
the plan may be to use donated items as door prizes to
                                                                Also consider thanking businesses that didn’t donate this
attract participants to an event, or as prizes to be awarded
                                                                time. Let them know how the event went, and tell them
to those who recruited the most new members during
                                                                that you understand that they get a lot of requests and that
PTA Membership Month. Donated baked goods may be
                                                                you hope you might be able to speak with them about
sold at a bake sale or offered as free refreshments. Or you
                                                                future opportunities.
may be asking for monetary donations to fund a specific
aspect of a PTA Membership Month event.
G  Who will the donation benefit? Explain how the
donation and/or event will benefit parents at your school,       The letter template on the following page is not a typeable
for example.                                                     PDF due to the differences in donation requests. Please
                                                                 cut and paste the letter into a new document to use.
Writing an Effective Donation Letter
                                                                     Cut and Letter Templa
                                                                             paste to       te
                                                                                      custom :


        <name of business contact person>
        <business name>
        <street address>
        <city>, <state> <ZIP code>

        Dear <name of business contact person—each letter should be personalized if possible>:

        September is PTA Membership Month, and <PTA name> is planning to recruit members at <school or com-
        munity name>.

        We will be hosting a <name of event> on <date of event>, and we hope we can count on <business name>,
        as a caring member of our community, for a donation of <specific request>. <Explain why you are asking
        for the donation, how it will be used.>

        Your donation will be used for the sole purpose of benefiting the students and parents of our community. Our
        goal is to provide an exciting event where the school community can get together and where parents can
        learn how PTA membership benefits their children.

        <Describe how the donor company will be recognized. For example: Your donation will be acknowledged on
        posters advertising the event, in the event program, and in the welcome address at the event.>

        <Specify when and where the donation should be delivered, to whom the donation should be addressed, or
        how your PTA will pick up the donation.>

        If you have any questions, please contact <name of PTA contact person > at <contact phone> or <contact
        e-mail>. Thank you in advance for your consideration and support.


        <signature of president, membership chair, or other key PTA leader>

        <title>, <PTA name>

                                     <PTA name>, <address>; <phone>; <e-mail>

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Description: Request Donations Template document sample