Donation letter for school: How to craft an appeal for support

Education-related donations are among the most popular types of fundraising. In fact, Giving USA found that giving to education increased 11% in 2023!

While that’s great news for schools, securing these donations can be time-consuming. Events like pep rallies, silent auctions, and school merchandise sales require significant effort. That’s why a concise and compelling donation letter is often an effective alternative or complement to other fundraising efforts.

In this article, we’ll cover everything you need to know about crafting letters for donations, including five steps for writing successful appeals and three free templates: a donation solicitation, a sponsorship request, and a thank you letter for donations to your school. 

What to include in donation letters for schools

While the specifics of any donation request letter may vary, successful school fundraising letters share a few essential elements that you should be sure to incorporate.

• Branding 🎨 Use official school letterhead to give your letter a professional appearance. Be sure to include the school's name, address, and phone number at the top, along with your contact details for follow-up.
• Friendly greeting 👋 Personalization goes a long way. Address the recipient by name for more successful engagement.‍
• Call to action 🙏 Clearly state what specific type of support you’re requesting. Be sure to detail exactly how to donate, too. Include a short link or QR code and clear instructions for mailing checks or contributing in-kind donations.‍
• Donor incentives ✨ Highlight any benefits or recognition donors will receive, such as tax deductions, acknowledgment in school publications, or invitations to exclusive events.‍
• Gratitude 💛 Express sincere thanks for the recipient’s time and consideration. Reiterate how vital their support is for your school community.

When to send a letter asking for donations for your school

Schools can send out successful appeals year-round, but a few specific seasons are particularly strategic for requesting support.

For example, the start of the school year is an ideal time for requesting monetary or in-kind donations, like school supplies. Most families and educators know that when these resources are needed, donors are more likely to give to the cause.

Likewise, educational nonprofits may consider sending out appeals near the end of the school year for graduation and summer programs, during the fall to capitalize on holiday giving, or leading up to major school projects, like raising funds for a new library.

How to write a donation request letter for schools in 5 simple steps

Step 1: Define your strategy 💡

Before you write your donation letter, take some time to clarify the who, why, and when. Then, you can consider how to accomplish your goal with the right tools.

• Who: Use segmentation tools in your nonprofit CRM to identify potential donors (parents, alumni, local businesses, community members, past donors, etc.). What are their interests, values, and connection to the school? These answers will guide you in tailoring your message to different donor groups.
• Why: Clearly state the purpose of the donation letter (e.g., raising money for new library books, sports equipment, or general school improvement).
• When: Timing is key. Consider the best time to send your letter to maximize your chances of reaching your fundraising goal.
• How: Decide whether you’ll send your letter via email, nonprofit direct mail, or both. Research the tools and resources you’ll need to effectively prepare and send your donation appeal.

Step 2. Write a solid introduction 💌

Once you’ve determined your goals, audience, ask, timing, and tools, it's time to get drafting. Remember to address the recipient by name—not “Dear Donor.” Then, add details like:

• A reminder of your mission
• A brief, inspiring story or anecdote about your impact
• A statement of purpose as to why you’re reaching out (i.e., looking for funding for new classroom supplies)

Step 3. Make the ask and highlight the impact 💫

Next, be clear and direct about what you’re asking for. Whether it’s a monetary donation, a contribution to a matching gift campaign, or a sponsorship, make sure your ask is specific and relevant to your audience.

Include clear instructions on how recipients can get involved—whether it’s via an online donation form, a check, or school supplies dropped off at a specific location.

Show donors how their contribution will make a difference. To do this, you could:

• Share compelling statistics
• Tell a story about a beneficiary
• Refer to a recent campaign
• Showcase the outcomes of previous donations

Pro tip: When you send direct mail with Givebutter, you can automatically include individual QR codes in each letter. This makes it easier for recipients to donate on the spot—and for you to track your ROI!

We used Givebutter to launch a preschool fundraiser spearheaded by the school's PTA. [Givebutter] makes it easy for donors to donate in every way, from credit card to checks and cash. The customer service is also top-notch and quick. We would definitely use it again! — Givebutter review, Jayden P.

Step 4. Put donors in the spotlight 🔦

As you close your letter, be sure to express your gratitude for their consideration of your request and for their ongoing support. Showing appreciation is one of the most effective strategies for donor retention—making donors feel good about the positive impact of their generous donations encourages them to contribute again in the future. 

Authentic gratitude is key—treat them as caring human beings first, not just donors. Tammy Zonker, Fundraising and Donor Relations Expert, emphasizes this approach, saying:

There are specific words that our donors identify with. When we write acknowledgments, like ‘thank you for your compassion for our families’ and ‘your generous support,’ people really feel seen, heard, and valued.

Step 5. Follow up 🔄

After sending your school donation letters, be sure to monitor their impact. Track how many donations, in-kind items, or other support you’ve received as a direct result of the letter.

It’s also a good idea to follow up after a few weeks or months to remind donors of the opportunity if they haven’t already given. Be sure to send a separate donation thank you letter to those who contributed. 

And as always, no matter what kind of follow-up you do, make sure it’s donor-centric and not transactional. As Tammy Zonker says, 

Successful fundraising is really about focusing on the relationship and the people behind the donation. When you take care of people, the money takes care of itself.

Download Givebutter’s free donation letter template for schools

Looking for an example of a donation letter for schools? We’ve got you covered. 

Download these three templates, copy and paste them into your email or letter editor, and add details to reflect your unique voice, impact, and school spirit!

Freebie alert!

Download our free donation request letter template for schools→

Take your donation letters for schools further with Givebutter

If you’ve been wondering how to get donations for schools with minimal effort, donation letters might be the solution you’ve been searching for. 

No matter your goals or audience, Givebutter can help you customize school donation request letters for any segment of your supporters. With a robust, built-in CRM, direct mail platform, and world-class features for processing donations, hosting events, and team fundraising, your school can engage supporters like never before and reach your fundraising goals faster. 

There are multiple options to fundraise on Givebutter. The platform is user-friendly and the links are short and editable, making it a wonderful platform to customize school fundraising. — Givebutter review, Brittiney O.

Ready to pay less and raise more for your school? Sign up for your free Givebutter account today and start customizing your donation request letters right away.

Donation for schools FAQs

How do I write a donation letter for a school?

A great school donation letter should be clear, heartfelt, and specific about the impact of the donation. Follow these key steps:

• Start with a warm greeting: Address the recipient by name if possible.
• Explain the purpose: Clearly state why the school is fundraising and how donations will help.
• Share a compelling story: A real example of how support makes a difference can be powerful.
• Specify the ask: Be specific about how much you need and what the funds will be used for.
• Provide easy ways to donate: Include a direct link or instructions for giving.
• Thank them in advance: Show appreciation and highlight how their support benefits students.

How to ask for donations for school?

When asking for donations, focus on connection and impact:

• Personalize the request: Whether in person, by letter, or online, tailor your message to the donor.
• Make it about the students: Show how their donation will directly help.
• Offer multiple giving options: Let donors contribute via credit card, PayPal, Venmo, or check.
• Use social proof: Highlight past donors or success stories to inspire confidence.
• Follow up: Send thank you messages and update donors on the progress of your campaign.

What is an example of a short donation message? 

Here’s a short donation message:

"Join us in making a lasting impact! Your donation to [School Name] helps provide [specific need, e.g., school supplies, scholarships, or after-school programs] for students who need it most. Every contribution, big or small, brings us closer to our goal. Click here to give today: [link]"

How do I ask for a donation for a school?

You can ask for school donations through:

• Letters and emails: Send personalized messages to parents, alumni, and local businesses.
• Social media and crowdfunding: Run a peer-to-peer event!
• Events and community outreach: Organize bake sales, fun runs, or online campaigns.
• Corporate sponsorships: Ask local businesses to support specific school programs.
• Your website: 56% of U.S. public schools have at least one donor appeal on their sites. 

Want to make giving easier than ever? Use Givebutter to accept donations securely and track donor contributions—no matter where you receive them!