How To Write Fundraising & Grant Application Letters That Get You Money 

Writing a letter for your group’s fund raising efforts may seem intimidating, but the people who will read your letter are not going to be anywhere near as critical of your writing as you are.   

A fundraising letter should not only contain details of the fundraising event or request, it should also inspire the reader to want to help your group or charity in any way that they can.

Tell stories about the positive impact your group is having on the community. Remember, you know all about how wonderful your organization is, but there’s a good chance that the reader does not.

Below is a sample letter from a sports related group to local business owners. 

Youth Sports

P.O. Box 1234

Anytown, VA 12345

July 10, 2008

Tom’s Hardware

123 Main Street

Anytown, VA 12345

Dear Business Owner,

Fourteen-year-old John Smith recently graduated from eighth grade.  Nine-year-old Mary Jones has stopped running away.  Sixteen-year-old Michael Miller has decided not to quit school. 

To some, the above accomplishments may not seem like reason to celebrate, but if you could have known the danger the above children were in just over a year ago, then you’d be able to fully appreciate the above achievements.

You see, John, Mary and Michael were all struggling, both at home and in school.  Their self-confidence was almost non-existent, and they didn’t see the point of trying to succeed in school since they assumed that failure was the only possible outcome.

Then they became involved in Youth Sports.  Youth Sports has been helping children in our community for over 20 years.  We aren’t just about sports, but that is the way we draw children into the group.  Once they are on a team, we work on self-esteem, school issues and other behavioral problems.  We aim to reach the whole child, and do so with wonderful results.  Here is a quote from a former member of Youth Sports.

“I don’t know what I would have done if it wouldn’t have been for Youth Sports.  I didn’t think that anybody cared about me, but the coaches and others let me know that wasn’t true.  They showed me that I can be somebody.  I was thinking about quitting school, but they taught me that wasn’t a smart choice.  I’m so glad I listened.”  -Tim Rowland

Tim recently graduated from college, and is going on to graduate school.  It is success stories such as Tim’s that keep us going.  But we can’t do it without your help.

That’s why we are reaching out to the community to ask for their support in our upcoming fundraising raffle.  The money that we raise during this annual raffle will help to buy new sports equipment for our kids.  100% of the money that we raise will go directly to the kids. 

If your business could donate any items for the raffle, it would be greatly appreciated by every child that participates in Youth Sports.  Because we are a 501c3 group, your donation is tax deductible.

Thank you so much for your time and for considering our request.   It is small business like yours that help to keep our community strong. 

Sincerely,

Michael Jones

Director, Youth Sports

Notice that the majority of the letter was letting the reader know what the group does and who it aims to help. 

Providing specific examples of people that the group has impacted can increase the reader’s urgency to help.  Also, note that a specific request was made, “If your business could donate any items…” 

Let the reader know exactly what you want, and you’re more likely to get it. 

Finally, always have someone proofread your letter for simple grammatical and spelling errors.  The letter represents your organization, so showcase your group in the best possible light. 

Useful Books & Resources

A useful eBook that will guide you through some easy ideas for fundraisers, as well as how to make the most of your efforts, ensuring a successful outcome.