Donation request letter (free template)
By the 32auctions team•Updated June 2026•Powering auctions since 2008A copy-and-personalize letter that gets businesses to say yes — plus what to include.
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A silent auction donation request letter should briefly introduce your cause, make a specific ask for a donated item or gift card, explain what the donor receives in return (exposure, goodwill, a tax receipt), and make the next step effortless. Keep it to one page and always follow up. Copy the template below and personalize it.
Free donation request letter template
Copy this, replace the bracketed parts, and send on your letterhead:
My name is [Your Name] and I’m organizing a silent auction to benefit [Organization / cause] on [date]. Our goal is to raise [goal] to support [specific impact — e.g. "new classroom supplies for 200 students"].
I’m reaching out to ask whether [Business] would consider donating an item, gift card, or experience for our auction. Donations of any size make a real difference.
In return, we’ll feature [Business]’s name, logo, and website link on the item’s page, share it with our supporters online, and provide a donation receipt for your records. Your support reaches [audience size / community] and shows your commitment to [cause].
If you’re able to help, I’d be glad to arrange pickup at your convenience before [deadline]. You can reach me at [phone / email].
Thank you so much for considering this — and for supporting [community / cause].
With gratitude,
[Your Name], [Title]
[Organization] · [Phone] · [Email]
What to include (and what to cut)
Include
- Your cause and the specific impact
- A clear, specific ask
- Donor benefits (exposure, receipt)
- An easy next step and deadline
- Your contact details
Cut
- Long history of your organization
- Vague asks ("anything helps" alone)
- Guilt or pressure
- Multiple pages
- Jargon and acronyms
Follow-up matters most
Most donations arrive after a second touch. Send a friendly follow-up about a week later, offer to answer questions, and make pickup effortless. Track who you’ve contacted so nothing falls through the cracks. For more on outreach strategy, see how to get items donated.
Key takeaways
- Keep the letter to one page: cause, specific ask, donor benefits, easy next step.
- Always state what the donor gets — exposure and a receipt.
- Personalize the greeting and the impact statement.
- Follow up about a week later; most yeses come on the second ask.
Give donors a perk they can see
Feature donor logos and links on every item page. Build your auction free and start asking.
Common questions
Donation Request Letter FAQs
How long should a donation request letter be?
One page. Busy business owners skim — a tight letter that leads with your cause and makes a specific ask performs better than a long one.
Should I email or mail the letter?
Either works; email is faster and easier to follow up on, while a printed letter on letterhead can feel more personal for local businesses you know.
What should I offer donors in return?
Exposure on the item page (logo and link), social mentions, association with your cause, and a tax-deductible donation receipt.
When should I send it?
Send 6–8 weeks before your auction so businesses have time to approve, and plan to follow up about a week after sending.
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