Donation request letters remain one of the most effective ways for schools, colleges, and universities to raise funds and strengthen community bonds. Whether sent by email or printed and mailed, these letters go beyond simply asking for money, they tell a story, create an emotional connection, and make donors feel part of something meaningful.

For institutions and organizations looking to boost their fundraising efforts, pairing the right words, tone, and structure with a clear purpose can transform a simple note into a powerful appeal.. Today, we’re helping you craft these letters and providing ready-to-use donation request letter templates alongside best practices to help you craft appeals that truly resonate.

Why Fundraising Letters Still Work in 2025

It’s tempting to think that today, email and social media are all you need. But the data tells a different story. Institutions are still seeing significantly higher engagement from direct-mail appeals compared to digital-only outreach.

• Email open rates for nonprofits average about 28.6%, which means many supporters never even see your ask.
• In a recent analysis of fiscal-year 2024 fundraising efforts, RNL reports that 3.5 million solicitation emails were opened, generating over 118,000 clicks,  demonstrating that effective storytelling and segmentation within email still lead to real engagement and action.

48% of donors say email is their preferred channel for receiving updates and appeals, while 21% still prefer direct mail. This shows that a hybrid approach, combining both digital and physical touchpoints, helps maximize reach and impact.

Free Donation Request Letter Templates

Each of these templates is designed for a specific use case, audience, and channel. You can copy them directly or customize them for your institution.

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School Fundraising Letter

A fundraising letter that supports tuition assistance, classroom materials, and extracurricular programs, sent through email or print.

Subject: Together, We Can Help Every Student Thrive

Dear [First Name],
Every child deserves the chance to learn, dream, and succeed. This year, our classrooms are buzzing with curiosity, but some students are struggling to access the resources they need.
With your support, we can provide essential materials, fund extracurricular programs, and ensure no student is left behind. A gift of $50 can supply an entire class with art supplies for a semester.

Will you join us in making this possible?
[Donate Now]

Thank you for being part of our school community. Your generosity changes lives every day.

With gratitude,
[Your Name]
[Your Title]

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Alumni Appeal Letter (Colleges/Universities)

A template for annual fund drives, Giving Tuesday, or Reunion Giving, shared by email or as a mail-merged PDF.

Subject: Your Legacy at [School Name] Continues

Dear [First Name],
Every time a student walks across the graduation stage, your legacy grows. As an alum, you know how life-changing an education at [School Name] can be.
This year, our Annual Fund supports scholarships, research opportunities, and campus programs that define the [School Name] experience. Your contribution, no matter the size, makes that possible.

Will you help the next generation of students thrive by making a gift today?
[Give to the Annual Fund]

Thank you for keeping the spirit of [College/University/Association Name] alive.

Warm regards,
[Your Name]
[Your Title]

Giving Tuesday Fundraising Email

A short, urgent appeal crafted for global giving days, delivered via email.

Subject: Join Thousands Changing Lives This Giving Tuesday

Dear [First Name],
Today, we join millions worldwide for Giving Tuesday—a celebration of generosity and community. Our goal is to raise $[Goal Amount] in just 24 hours to support [specific program/cause].
Every gift, no matter the size, will help us reach our target and create real change. Your $25 today could fund [specific, tangible impact] for a student in need.

Please don’t wait—this opportunity to make an immediate difference ends at midnight.
[Give Now]

Thank you for standing with us and with the community we serve.

With gratitude,
[Your Name]
[Your Title]

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💌Each email click during Giving Tuesday 2024 was worth an average of $39 in donations—proving that every subject line, call-to-action, and send time matters. Perhaps that's why 33% of donors say email is the channel that most inspires them to give.

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Recurring Gift Appeal

Here’s a version suited for monthly giving programs, sent by email or as a print follow-up.

Subject: Make an Impact Every Month

Dear [First Name],
Every month, your generosity can bring steady, lasting change. By joining our monthly giving program, you can provide steady, reliable support for [cause/program].
Just $15 a month can [specific impact], and over a year, your generosity will [larger outcome].

Become a monthly supporter today and watch your impact grow all year long.
[Join Monthly Giving]

Gratefully,
[Your Name]
[Your Title]

Matching Gift Reminder Letter

A request focused on post-donation matching, sent through email or mailed as a postcard.

Subject: Double Your Recent Gift at No Extra Cost

Dear [First Name],
Thank you for your generous gift of $[Gift Amount] to [Organization Name]. Did you know your donation may be eligible for a match from your employer?
Many companies match charitable contributions, effectively doubling your impact. To check if your gift qualifies, visit [Matching Gift Portal Link] and follow the quick steps.

Thank you for helping us do even more with your generosity.

Sincerely,
[Your Name]
[Your Title]

Capital Campaign Donation Letter

A formal print letter for scholarships, facility upgrades, or endowment campaigns.

Dear [First Name],

We are embarking on one of the most ambitious projects in our history, the [Campaign Name]. This initiative will [describe vision: build a new library, endow scholarships, expand labs].
We invite you to be part of this legacy. Your gift will not only transform our campus but also shape the futures of generations to come.

Please consider a contribution to the [Campaign Name with link]. Together, we can make this vision a reality.

With deepest appreciation,
[Your Name]
[Your Title]

Fundraising Campaign Update Letter

A stewardship message for post-campaign follow-up, shared through email or print.

Subject: Look What We Achieved Together!

Dear [First Name],
Thanks to your generosity, our [Campaign Name] has raised $[Total Raised], surpassing our goal! Your gift helped make [specific result] possible.
[Insert photo of completed project or impact in action]

While this chapter is complete, our work continues. We’d love for you to stay connected as we take the next steps toward [future initiative].
Thank you for believing in our mission. It would not be possible without supporters like you.

Warmly,
[Your Name]
[Your Title]

Donor Thank-You Letter

A stewardship and donor retention note, best suited for email or handwritten delivery.

Subject: Your Gift Made an Immediate Difference

Dear [First Name],
Thank you for your recent gift of $[Gift Amount] to [Organization Name]. Because of you, we were able to [specific impact, e.g., “provide 200 meals to students in need”].
Your generosity inspires us and the community we serve. We are honored to have you as part of our donor family.

We’ll keep you updated on the difference you’re making, but for now, please know how much you are appreciated.

With heartfelt thanks,
[Your Name]
[Your Title]

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What Makes an Effective Fundraising Letter?

Whether you’re writing to a long-time supporter or a first-time donor, your letter should check these boxes:

• Personal greeting: Using a name like “Dear Alex” is always more effective than a generic “Dear Supporter.” Go a step further by adding context that shows you know the donor. For example, you can reference:
• Their giving history – “Thank you for your continued support since 2019.”
• Their interests – “As someone who’s passionate about education…”
• Their connection to your cause – “As a fellow parent…”

This level of personalization shows donors that you’ve taken the time to understand who they are, which builds trust and strengthens your appeal.

• Emotionally engaging story or stat: For example, “How last year’s campaign funded 50 new scholarships!”. People give to transform lives. Lead with a compelling story that puts a human face on your mission.
• Clear, specific ask: Vague requests get vague responses. Your donors want to know exactly what you're asking for and why that specific amount matters. Instead of "Please consider supporting our mission," try "Will you join 25 other donors in giving $150 to provide a semester of textbooks for a student in need?"
• Impact statement: This is where you translate dollars into outcomes. Donors need to understand the direct line between their gift and your mission. Create clear, tangible connections by showing exactly what different levels of support can achieve, such as:
  
  • “$50 provides a week of nutritious after-school meals for a child”
  • $250 covers the cost of emergency shelter for a family for three nights"
  • "$1,000 sponsors a complete financial literacy workshop for 20 adults"

Avoid abstract language like "supports our programs." Instead, paint a picture of the specific change their generosity will create in the world.

• Simple CTA: After inspiring them to give, make it as easy as possible to actually donate. Remove every possible barrier between intention and action. Provide multiple ways to respond:
  
  • A reply envelope with a simple form
  • A short, memorable URL (YourOrg.org/summer rather than a long, complex link)
  • A QR code for smartphone users
  • A phone number for those who prefer to call
  • Clear instructions for online giving
  • Alternative giving or volunteering options (if any)

The easier you make it, the more likely they are to follow through in the moment when they're most motivated.

• Gratitude & donor-focused tone: Think of your donors as partners, not funders. They're invested in your mission and want to see the impact they're helping create. When you frame your communication as updates to your donors, you build genuine relationships that lead to deeper, long-term support.

Remember, personalization and segmentation can yield massive improvements. Segmented emails have demonstrated the potential to drive 30% more open rates and 50% more click-throughs than unsegmented campaigns, making audience segmentation a critical success factor for educational institutions.

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Sending at Scale with Almabase

Here’s how we're helping advancement teams connect technology to their storytelling:

• Personalization at scale: Speak directly to each alum or donor by segmenting outreach by class year, geography, giving history, or event attendance—without the manual spreadsheet work.
• TrueSync with Raiser’s Edge NXT: Keep your database up to date automatically. Every email click, letter open, and donation is logged in real time for smarter follow-ups Learn more here.
• Automated follow-ups: Send timely reminders, thank-yous, and updates without lifting a finger, so no donor feels forgotten.
• Digital campaign management and email automation: Create, segment, and manage outreach efficiently with built-in tools that save time and boost results.

Conclusion

More than asking for money, donation request letters help keep relationships strong. In a world full of emails and notifications, a letter can stand out because it feels personal and genuine.

With the right timing and smart segmentation, these letters do more than raise funds. They remind alumni and supporters why they matter, spark pride in your community, and strengthen the connection between your school and its graduates.

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About the author

Kiran is an educator and pedagogy enthusiast, passionate about the transformative impact of education, kindness, and creativity on individuals and communities.

As an artist, she brings a unique perspective to her work and is committed to inspiring growth, empathy, and understanding