Create an effective procurement letter

Create an effective procurement letter

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An effective procurement letter is sweet and to the point. Procurement letters are sent out when you need items or services and not direct monetary contributions, as in when you’re looking for fundraising event auction items. These letters are most often written to local businesses, but on occasion, they’ll need to be sent to individual potential donor prospects.

When possible, these procurement or donation request letters list out the specific context of the request, the physical need, necessary contact information, organization’s name and any required donation forms and paperwork.

To learn about the specifics of what makes a stellar procurement letter, check out the key advice below.

Be Friendly and State the Purpose:

A procurement letter to “help the cause” such as enrich the students, fight the disease, feed the hungry, save the animals. Using action terminology makes the donor feel like part of the solution by simply donating goods or services. Besides helping the cause generate funds do they get their business name in an Auction Catalog? Online or click through thru?

Be Specific About HOW & WHEN to Donate

  • What types of donations are you asking for? For example, gift certificates, silent auction items, cash donations or warm meals for homeless people.
  • Donation cut-off date is vital to insure donated items come in with lead time to then be marketed

Include Key Information:

Email and website information are great but adding a real donor’s name and phone number promotes a more personal touch to the procurement letter request.

  • Name of fundraising group
  • Contact name(s)
    • Provide links to online website for further information
  • Tax status and ID and relevant numbers are key factors used by a donor in deciding to honor the request
    • The auction platform that the nonprofit organization will be using.

Call to Action:

Ask for donations NOW! Be specific in the date or time frame good and services should are requested


Individual vs. Corporate Appeals

Fundraising and procurement letters generally fall into two separate categories: individual and corporate appeals.

Individual Appeals

You know those letters you receive in the mail from March of Dimes, the ASPCA, and the World Wildlife Fund? Those are individual appeals! As the name suggests, individual appeals are donation letters directed to individual donors. This category also includes couples and families who give collectively. Individual appeals are personalized to a donor or family and usually request a one-time or recurring gift. Appeals can be geared for everyday donations, or for a specific campaign, depending on your nonprofit’s needs.

Corporate Appeals

Nonprofits send corporate appeals to local, national, and international small, medium, and large local companies and businesses. Although the audience is different, corporate donation letters are structured similarly to individual appeals. The difference between them lies in what it is you’re asking for. Many nonprofits write corporate donation letters to request in-kind donations (meals for an upcoming charity event, gift certificate for a raffle), collect employee gift matches, or ask for a sponsorship. For example, if you want to supply pizza for a volunteer thank-you party and are looking for a local pizza parlor to provide the pizza in-kind, you’d write a corporate appeal. This type of donation letter often focuses more heavily on the benefit to the organization donating and how it helps their business goals. For the example above, you could say that your volunteers will now recognize the pizza parlour who donated, and will be more likely to eat there in the future.

Sample Procurement donation letter templates

Use the above links to access Procurement letters. Always use a procurement letter when planning an online or silent & live auction for your fundraiser. Contact Auctria for more information today!