Deep Dive: How to Write An Auction Item Donation Request Letter
Procuring auction items can be a daunting task, even if you have a dedicated procurement chair. To make it as easy as possible for your event committee and volunteers we’re helping you get going with a done for you auction item Donation request letter template and tips.
Know Your Audience
Introduce Yourself
Tell A Story
Make A Clear Ask
Highlight The Benefits
Extend An Invitation
Show Your Gratitude
Write your Auction Item Donation Request Letter
Start Getting Auction Item Donations Rolling In
So, you’re planning a silent auction and need to drum up some amazing items. Great! You’re in the right place. Crafting a compelling donation request letter is your secret weapon to filling up your auction with incredible goodies. Let’s dive in!
Know Your Audience
Before you start penning your auction item request masterpiece, make sure your letter lands in the right hands. Do some detective work to find the decision-maker. Whether it’s a business owner, manager, or public relations guru, a well-placed letter is key. Avoid generic greetings like “To Whom It May Concern.” It’s impersonal and less likely to get noticed.
Introduce Yourself
Start by introducing yourself and highlighting your organization’s connection to the recipient. Remember that personal touch! If you can’t personalize each letter, segment your donors into categories like current donors, volunteers, board members, or corporate partners. This will help you tailor your message.
Tell a Story
Nonprofits have incredible stories to tell! Use your mission, impact, and history to create an emotional connection. Remember, you’re not writing a novel, but a few key elements will pack a punch:
- Need: Clearly outline the problem your organization addresses. Use real-life examples to paint a picture.
- Solution: Explain how your organization is tackling the problem. What does success look like?
- Hero: Your donors are the heroes of your story! Make them feel appreciated and valued.
Make a Clear Ask
Don’t beat around the bush. Be specific about what you’re looking for. Provide clear categories or themes for item donations, and mention any items you can’t accept. The more specific you are, the easier it is for potential donors to help.
Highlight the Benefits
Once you’ve made your request, explain why it matters. How will their donation impact your cause? How will you recognize their generosity? You might be able to mention their name or add their logo as an auction sponsor on the display if you’re doing mobile bidding for instance. Also, don’t forget to mention if their donation is tax-deductible. This extra information can make a big difference.
Extend an Invitation
You wouldn’t skip a party you were invited to, right? Invite your potential donors to your event! Include details, a QR code or website link, and ways to get involved.
Show Your Gratitude
A simple “thank you” goes a long way. Express your sincere appreciation for their time and consideration. Avoid signing the letter from the entire organization. Choose one person to represent your team.
Tips for writing a Donation Request Letter
- Use your letterhead: Keep it professional. Add your organization’s logo, contact information, and Tax Id 501(c)(3) number for transparency.
- Give them time: Send letters well in advance of your event.
- Keep it concise: One page is plenty.
- Save your letters: Use them as a reference for future years.
- Follow Up: Don’t just drop off the letter and hope they call you. Follow up with them if you don’t hear back within a week or two to make sure they got the letter and see if they have any questions.
Auction Item Donation Request Letter Template
To help you get started, we’ve created this template as a guide that can be dropped into a document to edit. Add in your own information to customize your auction item donation request letter to your nonprofit organization and fundraising event.
[Your Organization’s Letterhead]
[Date]
Dear [Donor’s Name],
My name is [Your Name] and I’m writing to you on behalf of [Your Organization Name], a non-profit dedicated to [ Briefly state your mission].
Since [Year Founded], we’ve been making a positive impact on the lives of [Target beneficiaries] by [ Briefly describe your key accomplishments]. To continue this critical work, we’re hosting our annual fundraising event, [Event Name], on [Date of Event] at [Location]. This event is a vital source of funding that allows us to fulfill our mission.
One of the highlights of our event is an auction, and we’re reaching out to generous businesses like yours to see if you might be interested in donating an exciting item or experience.
We’re particularly interested in securing [List a few specific types of items or experiences that align with your audience’s interests]. Your contribution is tax-deductible to the fullest extent allowed by law. Most importantly, you’ll have the satisfaction of supporting a cause that is making a real difference in our community.
We understand your time is valuable. To learn more about our organization and discuss this event, please don’t hesitate to contact me at [Your Phone Number] or [Your Email Address]. We’d be happy to answer any questions you may have. Please contact us by [Deadline Date] to confirm your auction item donation.
Thank you for your time and consideration. We look forward to partnering with you to make a positive impact.
Sincerely,
[Insert Signature]
[Your Name]
[Your Title]
[Your Organization Name]
