Helping those who are in need is such a wonderful thing. One of the ways to help the needy is by doing charity work or by giving donations. Donations can be in the form of monetary donations, in-kind donations, or volunteer labor. Charitable organizations help those who are in need by gathering donations from sponsors or potential donors. When a sponsor or donor sends their donation, it is usually accompanied by a charity donation letter. The letter provides the donation details and the message that te sponsor or donor wishes to convey to the charitable organization.
What Is a Charity Donation Letter?
As its name implies, a charity donation letter is a letter intended to write about donations for charity. It can be a letter written by a sponsor or donor to the charitable organization bearing news of the donations they made. It can also be a letter from a nonprofit organization or a charitable organization that is requesting help from sponsors or potential donors. This type of donation letter is also known as a donation request letter. Charity donation letters are far from business letters, but they must always be written using a formal letter format. That is regardless of who sends the letter.
There are different letter writing styles, and it’s important to know what writing style to use when making a charity donation letter. For a donation request letter, the best writing style to use is the persuasive writing style. That is because you need to convince a potential donor to make a donation and that your organization is worthy of that donation. It’s like writing to compete with other charitable organizations that are also requesting for donations. Donation letters sent by sponsors or donors can be done with a simple formal letter stating the details of the donation for the sake of providing information to the receiving charitable organization.
How to Write a Charity Donation Letter
Writing a charity donation letter is fairly easy. All you need is basic knowledge about letter writing and the necessary details to build your letter. Whether you are the donor or the charitable organization, the steps provided below will help you create a simple and effective charity donation letter.
1. Familiarize the Letter Format
This step is intended for those who will be writing charity donation letters for the first time. There are different styles of writing formal letters, and it can be confusing if you have no idea what they are. If you use donation letter templates as your reference, you may just get confused with the different styles each letter sample uses. Choose a letter format that you want to use and familiarize it.
2. Start with the Header
The header is where you will put the date when the letter is written, the names of the sender and the recipient, as well as their addresses and contact details. Write the header based on the letter format you selected. This step is easier if you already have the information about your recipient. You need to make sure that you get your recipient details correct.
3. Use the Appropriate Salutation
Use the recipient’s last name in opening the letter. Other donors or sponsors also preferred t be addressed using their preferred names or nicknames. However, this is only applicable if you personally know the recipient or if you have consent to call them such. Doing so has its advantages, and that is to establish trust and a deep understanding of each other.
4. Write the Body of the Letter
The body of the letter mainly consists of 3-5 paragraphs. The first paragraph is intended for introductions and the reason for writing the letter. The next paragraph is where you explain the details of the donation request or details of the donation provided. The last paragraph would be where you thank the receiver of the letter for their time and offer your contact details if they need anything from you.
5. Add the Complimentary Close and Signature Block
Use an appropriate complimentary close, followed by the name of the organization head and their signature.
6. Send a Thank-You Letter
A thank-you letter will help you express how thankful you are for the donation made by the sponsor or donor. It will make the sponsor or donor feel appreciated and, at the same time, helps in building good relationships with different entities.
FREE 10+ Charity Donation Letter Samples & Templates in MS Word | PDF
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How long should I write my donation letter?
Donation letters should be one or two pages long, but it should not be more than two pages. You don’t want to bore your reader by providing a lengthy letter that contains unnecessary and irrelevant information. It is also best to be straightforward when writing a donation request. Just make sure to include the essential points in your letter.
Can I use a donation letter template that I downloaded online?
Yes, as long as you customize it according to your organization’s needs. Customizing the template of your choice allows you to add a personal touch to your letter and ensure that you convey the right information to your recipient.
A letter is an old communication tool that has evolved over time. Charity donation letters can now be sent by post, by email or through social networking sites allowing it quickly reach recipients all over the world. No matter what method you use for sending letters, you will still need samples and templates as your writing guide. So go ahead and check out the free samples and templates prepared above just for you!
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