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How to write a sponsor letter for donations

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How to write a sponsor letter for donations
May 10, 2019 Wedding Anniversary Wishes 2 comments

If you work for or volunteer at a nonprofit organization, you understand that a large portion of the organization's funding comes from donations from individuals .

Reviewing sample documents can serve as a useful resource when creating your own fundraising solicitation letters. Use the letters presented here to provide guidance the next time you need to send a letter on behalf of the nonprofit organization you represent.

Eight Sample Fundraising Letters

There are as many types of fundraising letters as there are fundraising projects and activities. Be sure that any letters you send are customized for your specific goals and written in a manner that is likely to be persuasive to the target audience.

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To access any of the eight sample letters presented here, simply click the corresponding image. The sample letter will open in a new window or browser tab for your viewing convenience. Each letter can be saved, edited and printed. If you need help downloading the letters, check out these helpful tips.

1. Annual Fund Letter

This letter is an example of an annual fund solicitation request.

2. General Donation

This general donation letter can be customized for use any time you need to reach out to potential donors to request financial assistance.

3. Program-Specific Donation

If you are raising money to fund a specific program, this letter can be a helpful resource.

4. Fundraising Campaign Request

If you are soliciting donations in support of a specific campaign, this letter can provide you with a good starting point from which to work.

5. Auction Item Request

The following letter can be used to request item donations for a charity auction fundraiser event.

6. Special Event Attendance

This sample letter is designed to help promote ticket sales for special event fundraiser events.

7. Sponsorship Request

If you are hosting a race, run, walk or other event that requires participants to solicit sponsors, use this sample letter to create a fundraising document for them to use.

8. Sponsorship Appreciation

Be sure to thank sponsors for their generosity. If they know how much their efforts are appreciated, they'll be much more likely to continue to donate to your organization!

Creating Your Fundraising Letters

Whether you're writing to request support of your organization's capital campaign or you're seeking sponsors for an upcoming special event - or raising money for some other purpose - an effective fundraising letter can be the difference between success and failure. Instead of starting from a blank page with no guidance, refer to samples of letters that can guide you in the right direction. Before you know it, you will be on your way to creating an effective letter in no time at all. Be sure to have your letter proofed before sending it so you can be certain that it's well-written and free from errors.

How do I write to my sponsored child? You can write a letter to your sponsored child via traditional mail or.

Sponsorship Request Letter Samples

how to write a sponsor letter for donations

1. Sponsorship Letter for Events

For many corporate sponsors, events hosted by your nonprofit offer a great opportunity to get the word out about their business and reach potential new customers.

As you plan your next fundraising campaign, consider enlisting a business to sponsor one of your fundraising or stewardship events.

This could entail having them donate staff to help carry out the event, having them pay for the event venue, or having the company pay for catering. In your sponsorship request letter, offer them a few ways they can show their support of your cause at your next event.

Check out this sponsorship letter for events to inspire your team:





City, State ZIP


Dear Company Name,

At [Nonprofit Name], we’ve served [demographic] in the [Community Name] area for over [number] years. This [season or time period], we’re aiming to raise [amount] to fund [project].

On [date] we are planning to host a [type] fundraising event. At this event, we would [event activity] and raise money by [fundraising method].

However, we think our efforts would go even farther with [Company Name] as our official corporate sponsor.

In this role, your business would provide [service or donation amount], and in turn we would promote your company as the event’s official sponsor.

Alternatively, your team could provide [service or donation amount] in your role as our sponsor.

With [Company Name] by our side at this upcoming event, we’re sure to achieve this season’s fundraising goal and serve [Community Name] well.

If your company is interested in being our official event sponsor, please reach out to us at [contact information]. We can’t wait to hear back!


Sincerely, [or With warm regards,]

Signature of a leader in the organization

Typed name of organizational leader

Remember: depending on your nonprofit’s needs, not all event sponsorships will be appropriate.

For example, a small animal shelter might want a local business to sponsor for their car wash fundraiser, whereas a regional advocacy group might enlist a Fortune 500 company to sponsor a big-ticket gala event.

Another tip? Enlisting a corporate sponsor for a peer-to-peer fundraising event is a great way to tap into the company’s audience of potential donors before the event begins. This way, you can maximize the benefit of your partnership in the time leading up to your anchor event.

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Group Letter Cover For Fund Suport

how to write a sponsor letter for donations

If you work for or volunteer at a nonprofit organization, you understand that a large portion of the organization's funding comes from donations from individuals and institutions. One way nonprofits solicit donations is by sending out letters to past donors and potential donors, asking for money. A key part of the letter is explaining to a donor why their gift is so important to the organization. Some letters also make donors aware of incentives they will receive if they give money.

Open a new text document for your letter. Leave several spaces at the top of the letter document for your nonprofit's letterhead.

Type the date of the letter, press "enter" twice, then type the recipient's full name. On the next line, type her street address, then on the next line, type her city, state and zip code. Press "enter" twice.

Type "Dear" then the recipient's name. Use the first name if you want to seem friendly and personal or her title and last name if you wish to be more formal. Type a colon after the name. Never open the letter with "Dear Friend" or anything generic. You are asking people for donations, so you need to be as a personal as possible. If you have a lot of letters to write, consider using a mail program that will insert the names in automatically.

Press "enter" twice, then type the body of the letter. Write an engaging story in the first paragraph. It should grab the reader's attention and make her continue reading the letter. The story should tell how your organization aided an individual. For example, if you provide food to working families, tell a story about a specific family you aided and how the food helped them thrive. If you are a performing arts nonprofit, tell a story about a child who was impacted by seeing a play or dance at your venue.

Continue the letter by explaining how the donor's money will help your organization to continue to carry out its mission. Use the word "you" frequently in the letter, to make the donor feel involved with the organization and helpful. Stress how her donations make a difference. Leave a space between each paragraph for readability.

Ask for money in the closing paragraph of the letter. Be specific in your request by typing something along the lines of "Can you give $50, $100 or whatever you can afford to help us feed the hungry this winter?" Be sure to phrase it as an ask, not a demand. A donor doesn't want to feel as though you're expecting the money from her.

Thank the donor in advance and close the letter. Type "Sincerely," then press "enter" four times to leave space for your signature. Type your name and relevant title, such as "Director of Donations" or "CEO" underneath it.

Add a postscript to the letter if you think it is relevant. For example, if you've received a challenge grant, mention that every dollar the donor gives will be doubled until a certain date. If you have a promotion, such as a free T-shirt for every $50 donation, mention that in the postscript.

Sample cover letter for a donation to a scholarship fund. . Below is a sample fundraising letter requesting a sponsorship arrangement with a local company.

7 Outstanding Nonprofit Sponsorship Request Letter Samples

how to write a sponsor letter for donations

Select a category below to learn more:


I cannot get into my account on the website.
If you are unable to access your account on our website, please contact our Donor Engagement Center, toll-free, at 1.866.307.3259.

Why is the donation envelope addressed to Albert Lea, MN?
Food for the Hungry (FH) employs a third-party agency that provides donation processing services in order to reduce our administrative costs. We don’t have to add another building, processing equipment, or additional staff. It keeps our overhead costs lower and gets donations to the field more quickly.

Where do the grants come from?


What is child sponsorship?
We seek to develop communities by focusing on children. Child sponsorship is a way for you to join Food for the Hungry in walking with that child — along with the child’s family and community — as they move from struggling to thriving. Your donations, along with other sponsors’ donations, provide programs that will improve the living conditions of your child as well as their family and neighbors.

What is expected of me?
Your monthly child sponsorship gift is vital to making sure that the programs that benefit your sponsored child continue. We encourage you to set up your sponsorship on an automatic donation, which saves processing time and expense, so that we can better serve the field. You will be invited to set up your automatic donation when you begin your sponsorship. Besides your financial commitment, we hope you’ll also choose to write letters, pray, and advocate for your child.

How long does a child sponsorship commitment last?
There is no minimum or maximum time period for child sponsorship. When you sponsor a child, we hope that you will develop a long-term relationship that will continue until the child is no longer in the program – graduates, ages out, moves from the community – at which time we will transfer your sponsorship to another child in the same area. If it is necessary for you to end your sponsorship at any time, please call our Donor Engagement Center, toll-free, at 1.866.307.3259. Your sponsorship will continue until we hear otherwise from you.

We’re thrilled that you chose to sponsor a child with Food for the Hungry. Here are a few simple steps you can take.

I attended an concert or event and sponsored child

  • If you have already received your Welcome Kit in the mail, please sign-in to your account at FH.org.  Here you can manage your donations and personal profile. If accessing your account online for the first time, be sure to click on the “Find My Account” icon at the bottom of the sign-in page. Please wait until you receive your Welcome Kit in the mail before establishing an online account.
  • Your Welcome Kit will also include stationery and a pre-addressed envelope. If you’ve received that already, feel free to write your first letter!
  • Pray! Now that you’ve chosen to sponsor a child, we hope that you’ll include them in your prayers.

I sponsored a child online:

  • Keep an eye on your mailbox. We’ll be mailing you a Welcome Kit with more information about your sponsored child, the place they live and ways to connect with your sponsored child.
  • Write your sponsored child! You can submit a letter online. Your Welcome Kit will also include stationery and a pre-addressed envelope you can use to write your sponsored child.
  • Pray! Now that you’ve chosen to sponsor a child, we hope that you’ll include them in your prayers.

How will my sponsored child learn about Jesus?
FH works with communities to bring the knowledge and love of Jesus in a culturally appropriate way by walking with families and children in relationship. FH staff hold trainings in community centers, after-schools clubs, and in home groups. Not only do these lessons help shape your sponsored child’s biblical worldview, they also help diminish violence against children and connect people to God’s love in profound ways.

What do sponsored children receive?
FH staff work with churches, leaders, and families to produce a development plan in your sponsored child’s community. The plan includes equipping each family and community to adequately provide for their children’s needs. This community transformation plan has a strong impact on children through meeting basic needs (water and food), education, spiritual development and health (medical care).

How do I update my payment information?
Most payment information can be updated on the Billing page when you are signed into your account. If you’d like assistance with this page or would prefer to make the update over the telephone, please call our Donor Engagement Center, toll-free, at 1.866.307.3259, and we will be able to update our records for you.

Does my money go directly to my sponsored child or his/her family?
We believe that when a community is equipped to care for its most vulnerable members, everyone is served and poverty is eliminated. As such, your donations are never given directly to your sponsored child or family. By helping to meet the community’s basic needs, such as food, water, education, medical care, and more, your sponsored child will thrive. Your monthly gift equips us to help that child’s community tackle their biggest obstacles.

How does my child directly benefit from my support?
Your monthly gift will help FH assist your child’s entire community to provide food, a better education, clean water, and medical treatment to its children — including your sponsored child. Through your support, your child will be blessed with improved nutrition, educational opportunities, life-changing training for parents, and safer environments. Not only that, but your sponsored child will know that someone loves them and wants them to succeed.

I am no longer able to continue with my child sponsorship donations. Is there any way to that I can still be involved with Food for the Hungry’s work?
Maybe you would consider giving to Children in Crisis which still allows you make a difference in the lives of children but is less of a financial commitment than child sponsorship. You can become a Children in Crisis partner for $9 per month. These donations are used during times of disaster and conflict, when children are often the most forgotten victims. In situations where immediate needs must be met, such as food and water, the Children in Crisis fund extends a helping hand to those who need it most. For further information, or to enroll, please contact a member of our Donor Engagement Center, toll-free, at 1.866.307.3259.

In addition to your financial gift, we encourage you to keep these children in your prayers. It’s a simple and compassionate way to join us in our work.

How do I cancel my sponsorship?

If you should find it necessary to cancel your child sponsorship, please call our Donor Engagement Center, toll-free, at 1.866.307.3259, and we will be able to do that for you. Please note that this process cannot be completed online and we also require at least five business days to prevent an automatic donation from processing.

How do I write to my sponsored child?
You can write a letter to your sponsored child via traditional mail or electronically.

You can begin writing your sponsored child as soon as you’ve received your new sponsorship Welcome Kit in the mail. As a child sponsor, you’re not only helping to meet the physical needs of your child, but you also have a unique opportunity to inspire them. We hope that you’ll send love and encouragement to your sponsored child. Sending letters, cards or photos is the best way to do that.

Mail letters to:

Food for the Hungry
Attn: Child Sponsorship Department
1224 E. Washington Street
Phoenix, AZ 85034

Include your child’s ID# on both the letter and the envelope as shown:

How often can I expect communications from FH and my child?
We want you to feel informed and connected to your child, so we do our best to facilitate that relationship by providing you resources throughout the year. On average you can expect correspondence about every other month. These updates can include things like letters, updated photos or suggestions on ways you can be praying for your sponsored child. We’ll also send you other updates about the type of work we’re doing that impacts your sponsored child.  You can also expect resources that provide fun ways for you to engage with and encourage your sponsored child.

In addition, we facilitate the communications to and from your child. When you write your child, you can expect a response letter, but please note that many of our communities are very remote and the process of forwarding, translating and mailing back and forth can take a few months.

When writing to your sponsored child, please keep in mind the following guidelines:

Remind the child he is special, loved, smart and full of potential. Tell him you care about him, and that’s why you’re his sponsor.

Tell the child about your family and the place you live. Ask her about her family and about the place she lives. Ask about the food, holidays, culture, weather and so on.

Ask the child what he likes to do, and share some of the things you like to do. Share stories about having good character by serving others and being honest. Tell the child that God has a plan for her life. If you pray for her and her family regularly, tell her so!

Sponsor letters are very powerful for the children. It is amazing how even a short note can be a great encouragement! After you have written, you can expect to receive a response within approximately 90 days.

What can I send to my sponsored child?

As a sponsor, the most meaningful gifts you can send are photos, letters and encouragement. If you wish to include an additional gift with your correspondence, you may also send small, flat items that can fit into a standard #10 size envelope, have a value of less than $5 dollars and contain no books, clothes, food, liquids, or metals. Please send no more than three to six items per mailing. For an item to fit into a standard #10 envelope, it must be no greater than:

  • 6 – 1/8 inches in height
  • 11 – ½ inches in length
  • ¼ inch thick
  • 3.5 ounces in weight


Please write the child’s ID # on the back of each item that you enclose with your letter to ensure that it reaches him/her.

Best gifts to send your sponsored child:

  • Paper stencils
  • Postcards or greeting cards
  • Letters
  • Pictures of yourself, family (modest)
  • Sports cards, individual cards (keep in mind 6 items total)
  • Laminated paper items
  • Stickers (fun, flat, paper-based)
  • Paper book marks (no tassels, fabrics, foam or plastics)
  • Paper pop out pictures  (3D snow globe, origami, vase, etc.)*
  • Drawing or writing paper (single sheets)
  • Coloring pages (single sheets, not books)


Gifts that we are unable to send will be donated to a local Christian non-profit organization in Phoenix that works with low-income families.

I wrote to my sponsored child but I have not received a response yet.
When you write a letter to your sponsored child, you should expect to receive a response from him or her within approximately 90 days. At certain times of the year (most notably Christmas), it can take slightly longer. Children are asked to respond to sponsor letters a minimum of four times per year. Some children write more often.

If I purchased something from the Gift Catalog can it get sent to my sponsored child or their community?

It is not possible to designate Gift Catalog items to specific countries, communities, or families. FH does not give gifts to individual families in our communities because we are engaged in long-term community development, which requires all the families to work together to raise themselves out of poverty. Past experience has shown that if individual families receive gifts it can cause jealousy and division within the community, which would be counterproductive to our work there, and may even put the family in danger. As part of the programs in our communities it is likely that your sponsored child’s family has already received this kind of help (goats, chickens, seeds, etc.) depending on where they live, and the individual needs of the community.

I signed up to sponsor a child but haven’t received my welcome packet yet.
Please allow approximately two to three weeks to receive your new sponsor welcome packet in the mail. If you still have not received a packet, please call our Donor Engagement Center, toll-free, at 1.866.307.3259

What type of communication can I expect about or from my sponsor child?
All new child sponsors will receive an initial sponsorship welcome packet about two to three weeks after sponsoring. The packet will contain information about your sponsored child, the child’s family, and the community where your sponsored child lives. You will receive responses from your child when you write to him or her, a yearly update from your child’s country, and an annual Christmas card. Additionally, if we have your email on file, you’ll receive email communications about your sponsorship.

I received information for a different child than the one I originally signed up to sponsor.
Occasionally, when we receive a registration card from a new child sponsor, we discover that the child was recently sponsored by someone else. FH has a policy of one sponsor per child. If you sponsored a recently-sponsored child, we will substitute another child, preferably in the same community and of the same gender and similar age. If you have questions, please contact our Donor Engagement Center, toll-free, at 1.866.307.3259.

It’s also possible that the child you had been previously sponsoring was no longer available for sponsorship. It is not uncommon for a child’s family to move out of the area in which we are operating if a job or opportunity becomes available elsewhere. As these situations arise, we notify sponsors as soon as we are aware, providing you with another child to sponsor in the same area. If for some reason you did not receive the information about your new sponsored child, please feel free to contact our Donor Engagement Center, toll-free, at 1.866.307.3259.

Can I visit my sponsored child?
A sponsor/child visit is a wonderful experience for both the sponsor and the child, and we definitely encourage it! These visits do take a significant amount of time to plan, so we ask that you give us as much notice as possible, with eight weeks being the minimum. Please call our Donor Engagement Center, toll-free, at 1.866.307.3259.

Why can’t I keep in touch with my former sponsored child?
Even if your sponsored child asks to keep in touch, we cannot facilitate continued contact with children after graduation. Once a child graduates and leaves the community for further education or work, it would place a burden on our staff to continue to translate and hand-deliver letters.

For your safety, we never allow your sponsored child to have your address. The conditions of the places we work could put you at risk for fraud if someone obtained your personal information.

For both the safety of sponsored children and the protection of sponsors, FH has created the following Electronic Communication Protection Policy.

While not widely practiced, some unscrupulous people have been known to use a sponsored child’s identity to create an account on a social networking site in the name of the child, and then contact sponsors to ask for money, or worse, threaten the child’s well-being if money is not provided. (Note: If this has happened to you, please report such activity to www.ic3.gov

Sponsored children have been known to contact their sponsor via email, Facebook or other electronic media, often asking for more money. Sponsored children in all of our communities are specifically informed that this is not allowed, as such communication creates an unsafe environment for the sponsor, child, and the child’s community.

If you are contacted by your sponsored child (or other family and community members) via email, Facebook, Twitter or other electronic media, please do not respond. Please take the following steps:

Contact Food for the Hungry at [email protected] or our Donor Engagement Center, toll-free, at 1.866.307.3259 to report the attempted contact. Use the social site “block” (if it is Facebook or Twitter) to block the person from asking you to be their friend.

Thank you for joining with us in adhering to the Electronic Communication Protection Policy and understanding the importance of protecting you and the families we serve around the world.

First, what is a sensitive community?
We call a community “sensitive” when its culture or laws prevent us from practicing traditional evangelism. In some of these places, such evangelism is strictly illegal. Our local, trained Food for the Hungry staff enter these unreached places and bring the light of Christ in non-traditional ways. They never hide their faith but carefully seek culturally appropriate ways to share the Gospel “with gentleness and respect” (1 Peter 3:15). For the safety of the children and our staff, sponsors are not permitted to write about Jesus in their letters to these children.

How will my sponsored child learn about Jesus?
Your sponsorship supports things like after-school children’s clubs where children and workers may share their faith directly with those who show interest. Your sponsorship can also support things like our ability to come alongside local believers to equip and support them to minister to your sponsored child in a culturally appropriate way.

Ultimately, we believe the Holy Spirit is actively moving in your child’s community to draw hearts and minds to Jesus. We encourage you to pray continually that the Spirit will open pathways for effective evangelism between our field staff and community members.

Why can’t I share about Jesus to my sponsored child?
Here, it’s about culture. While the Good News by itself may not be offensive to children and their families in sensitive communities, the way it is communicated has a great influence on how it is received. Not everyone communicates as directly as Americans, so we leave it up to our expert colleagues on the ground who know best how to share biblical values within their own culture. While this vital aspect of culture may be hard for us to understand, ignoring it can cause great harm and actually can hinder the Gospel from spreading.

What can I write to my sponsored child?
Your letters still can have a profound impact on your sponsored child’s life!

Remind the child he is special, loved, smart and full of potential. Tell him you care about him, and that’s why you’re his sponsor.

Tell the child about your family and the place you live. Ask her about her family and about the place she lives. Ask about the food, holidays, culture, weather and so on.

Ask your sponsored child what he likes to do, and share some of the things you like to do!

Share stories about having good character by serving others and being honest.

Tell your sponsored child that God has a plan for her life. If you pray for her and her family regularly, tell her so!

Please don’t use the words “Jesus,” “Christ,” “Holy Spirit,” Bible,” etc., but talk about God in general terms. You are not hiding your faith. Instead, you are respecting the child’s unique culture and trusting local believers to share the truth at the right time, with guidance from the Holy Spirit.

If your sponsored child lives in a sensitive community, learn more about communicating with him/her here.

What about photos?


Many individuals are intimidated by fundraising because they think they don't know how to write a sponsorship letter.

how to write a sponsor letter for donations
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