Donation Letter Examples: How to Write a Letter That Inspires People to Give

Writing a great donation letter can feel tricky — how do you ask for money without sounding pushy or awkward? The good news is, with the right words and structure, your letter can make people want to help. Whether you’re raising money for a church, school, nonprofit, or community event, this guide will walk you through exactly how to do it — and give you real donation letter examples you can learn from.

At Granite Woods Printing, we’ve helped hundreds of organizations design and print professional donation envelopes and fundraising materials. But before you print, you need to write something that truly connects — and that’s where a strong donation letter comes in. In this article, we will teach you how to create your own donation letter with donation letter examples.

Why Donation Letters Still Matter

Even in a digital world, a physical letter feels personal. It shows effort. When someone receives a printed letter with their name on it, they’re more likely to open it, read it, and respond.

Donation letters are powerful because they:

• Build trust: They remind people who you are and what you stand for.

• Tell a story: They explain why donations matter and what difference they make.

• Make giving easy: When paired with a printed donation envelope, you make it simple for supporters to respond right away.

So while emails and social media posts can help, a real letter is still one of the best ways to connect with donors.

The Basic Structure of a Great Donation Letter

Every effective donation letter follows a simple structure. Here’s how to think about it:

1. Start with a warm greeting.
   Use the person’s name if you can. “Dear Sarah” feels much more personal than “Dear Friend.”

2. Open with a story or reason.
   Instead of jumping right into asking for money, share why your cause matters. Example:

   “Last winter, our local shelter helped over 100 families find a warm place to sleep. This year, we want to reach even more.”

3. Make your request clear.
   Be direct, but kind. Say what you need and how it helps.

   “Your $25 gift will provide one week of meals for a family in need.”

4. Show appreciation and gratitude.
   Thank the reader for past support or for simply considering your request.

5. Include a clear call to action.
   Encourage immediate action: “Please return the enclosed envelope today” or “Donate online at our website.”

6. Close with sincerity.
   End with warmth and authenticity. Use a friendly sign-off like “With gratitude,” followed by your name and title.

Example 1: General Fundraising Letter

Subject: Help Us Continue the Work We Started

Dear [Name],

Every day, our team at Hope Community Center meets families who need a helping hand — a warm meal, a safe space, a chance to get back on their feet. Thanks to supporters like you, we’ve already made a huge difference.

As we look ahead to another busy season, we need your help to keep our programs running. A donation of any size — whether $10, $25, or $100 — directly funds meals, shelter, and job training for local families.

We’ve enclosed a donation envelope for your convenience. Please take a moment today to give what you can. Together, we can bring hope to even more people.

With gratitude,

[Your Name]
[Organization Name]

This letter is short, clear, and emotional. It focuses on the donor’s impact rather than just the organization’s needs.

Example 2: Church Donation Letter

Subject: Join Us in Serving Our Community

Dear [Name],

Our church has always believed in caring for our neighbors — and this year, that mission is more important than ever. From weekly food drives to youth mentorship programs, your generosity makes everything we do possible.

Would you consider making a special gift this season to help us continue this work? Every donation, no matter the size, helps us share God’s love in practical ways.

You can return your donation using the envelope included with this letter, or give securely online at [ChurchWebsite.org].

Thank you for being part of our church family and for helping us serve others with kindness and faith.

Blessings,

[Pastor’s Name]
[Church Name]

This version fits faith-based organizations that want to blend warmth and purpose while keeping a personal tone.

Example 3: School or Youth Program Letter

Subject: Help Us Support Our Students’ Dreams

Dear [Name],

Each year, hundreds of students at Lincoln High benefit from after-school programs that keep them learning, growing, and safe. From robotics to music to tutoring, your support helps make it all possible.

As we plan for the new semester, we’re asking community members like you to help us reach our goal of $5,000. Your donation — big or small — will go directly toward supplies, snacks, and scholarships.

Simply return your gift using the attached donation envelope or visit [SchoolWebsite.org/donate].

Thank you for believing in our students and helping them succeed.

Sincerely,

[Principal’s Name]
[School Name]

Tips for Writing a Donation Letter That Actually Works

Here are a few best practices to make your letter stand out:

1. Keep it personal

Use the recipient’s name and speak directly to them, not to “supporters.” Personalization increases response rates dramatically.

2. Focus on impact, not guilt

Don’t just say “we need help.” Show what their money does. Example:

“Your $50 donation feeds a family for one week.”

Concrete impact builds trust and motivation.

3. Be specific about next steps

Always include how to donate — whether it’s through a printed donation envelope, a QR code, or an online form. Make it easy.

4. Use visuals and branding

If you’re printing your letters, include your organization’s logo, brand colors, and professional layout. Granite Woods Printing can help you create matching donation envelopes and letters that look polished and trustworthy.

5. Follow up

Send a thank-you note or email afterward. Donors remember gratitude — and they’re more likely to give again.

Why Printed Donation Letters and Envelopes Work Together

When your letter includes a printed donation envelope, you make giving simple and immediate. The envelope can include your logo, message, and return address — everything your supporter needs to mail their gift right away.

Granite Woods Printing offers custom donation envelopes designed for nonprofits, churches, schools, and community groups. You can choose sizes, colors, and paper types that fit your brand and message perfectly.

? Pro tip: Match the tone of your letter to the design of your envelope. If your message is warm and personal, use a clean, friendly design with your logo and mission statement clearly visible.

Final Thoughts

You just learned from the donation letter examples that a good letter isn’t just about asking for money — it’s about building a connection. It tells a story, shares gratitude, and invites people to join something bigger than themselves.

Whether you’re raising funds for your church, school, or local cause, start with sincerity. Keep it simple, make it personal, and make it easy for people to give.

If you’re ready to bring your message to life, Granite Woods Printing can help you print professional donation letters and envelopes that inspire action and reflect the heart of your mission.

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Need Help Creating Your Next Donation Letter?

Let’s make it happen together. Visit Granite Woods Printing’s Donation Envelopes page to explore templates, materials, and styles for your next fundraising campaign.