Securing donations from businesses for a raffle fundraiser can feel daunting. A structured approach, however, can lead to greater success. This guide provides step-by-step advice to make soliciting donations more effective by helping you prepare properly and engage with potential donors.
Prepare Your Donation Request Materials
Before approaching any business, assemble a professional donation request packet. This packet serves as your organization’s resume, and all materials should be presented cleanly in both physical and digital formats.
A core component is the formal donation request letter printed on your organization’s official letterhead. The letter should introduce your organization, explain the fundraiser’s purpose, and clearly state what you are requesting. Be specific about the type of donation you seek, such as a gift certificate or a particular product.
To supplement the letter, include a fact sheet about your organization and the event. This document provides an overview of your mission, the community you serve, and key accomplishments. For the event, detail the date, location, expected attendance, and the specific goal of the fundraiser.
Your packet must also contain proof of your organization’s legal status. Include a document that states your tax-exempt status and provides your Employer Identification Number (EIN). This information is necessary for a business’s record-keeping and for them to claim a tax deduction.
Identify the Right Businesses to Approach
With your materials ready, the next step is to strategically identify which businesses to contact. A targeted list of prospects is more effective than a mass-market approach. The goal is to find companies with a logical connection to your cause, community, or audience.
Begin by focusing on your local community, as small businesses often have a strong sense of local identity. Think about businesses you and your supporters already frequent, as personal relationships can be a powerful starting point. Compile a list of local restaurants, boutiques, and service providers whose customer base aligns with your supporters.
Simultaneously, research businesses whose mission aligns with your organization’s work. For example, a fundraiser for a youth sports team could approach sporting goods stores, while an animal rescue could contact pet supply shops. Look for businesses with a history of sponsoring local events, as they have already demonstrated a commitment to philanthropy.
Beyond small local shops, consider larger regional or national chains. Many large corporations have dedicated departments for community relations and often have online application forms for donation requests. While these processes can be more formal, they can also yield higher-value donations.
Craft Your Pitch and Make the Ask
Once you have your materials and a target list, it is time to make the request. The method of communication can influence your success, so tailor your approach to the business to ensure your request reaches the decision-maker.
For local businesses, an in-person visit can be highly effective. Plan your visit during non-peak hours, such as mid-morning or mid-afternoon on a weekday. When you arrive, ask to speak with a manager or owner, introduce yourself and your organization, and present them with your donation request packet.
A phone call can be a good way to make an initial connection or to identify the correct contact person for donation requests. When you call, be polite and to the point, stating your name, your organization, and the reason for your call. This can open the door for you to send a more detailed email or schedule a follow-up.
Email is an efficient method for reaching out, particularly to larger corporations. Your subject line should be clear, such as “Donation Request for [Your Organization’s] Annual Fundraiser.” In the email, keep your message concise, address the recipient by name if possible, and direct them to the attached donation request packet for more details.
Highlight the Benefits for the Business
When asking for a donation, frame the request as a mutually beneficial partnership. Businesses are more likely to contribute when they see a clear return on their investment, so your pitch should emphasize the value their donation brings to their brand.
The most direct benefit for a donating business is public recognition and brand exposure. Explain how their contribution will be acknowledged, offering concrete examples. You can offer to place their company logo on all printed promotional materials, including flyers, posters, and event programs.
Online promotion is a powerful incentive. Promise to feature donors in social media posts, tagging their business page to drive traffic to their accounts. A dedicated thank-you post with their logo and a link to their website can reach a wide audience.
Recognition at the event itself is another tangible benefit. Offer to make verbal announcements during the raffle, thanking the business by name for their specific donation. For significant contributions, you might offer the opportunity to display a banner or set up a small table at the event.
Follow Up and Show Appreciation
The process does not end once a business agrees to donate. A systematic approach to follow-up and appreciation is fundamental for building a lasting relationship and securing future support.
Immediately after securing a donation, send a personalized thank-you note or letter. A handwritten note can add a personal touch, but a timely email is also effective. This message should specifically mention the donated item and express sincere thanks.
Following the initial thank-you, provide the business with a formal donation receipt for their tax purposes. This document should be on your organization’s letterhead and include your tax ID number, a description of the donated item, and its estimated value.
Finally, you must deliver on all the recognition you promised, from logos on materials to social media posts. After the fundraiser, send a final communication that reports on the event’s success, including the total amount raised. Sharing the positive impact of their contribution closes the loop and solidifies the relationship.