Help composing a letter

bryana_2

Need help as I need to compose a letter to send out to companies asking for donations for raffle prizes for an upcoming event at our local playschool .
Need ideas as what to write
Thanks

Horace

Dear Sir

I am writing on behalf of (insert name) Playschool who will be holding their annual raffle on (insert date). As this is a charitable organisation, I was wondering whether or not your company would be willing to provide a donation that could be included in the raffle.

I look forward to hearing from you.

Yours faithfully

Savvy_Sue

If you're contacting local businesses, stress the local links, eg "Many of our parents walk past your shop to bring their children to our playschool and there will be a list of all donors at the event" might work if you want vouchers from the local butcher, baker and candlestick maker (well we used to get a voucher from the butcher and the local Takeaway, plus a box of sweets from the local corner shop, that kind of thing).

But with local shops, be prepared to follow up your letter by popping in. It may help if they know who you are!

Always worth applying to your nearest tourist attraction, even if it's 30 miles away ...

Debt_Free_Chick

Also ...... I assume you will have some publicity for the local event? Flyers etc. Mention that you will include them in the publicity e.g. raffle prizes donated by .... (List the donors).

Don't forget to include the donors on the raffle tickets e.g. 1st Prize - Meal for two, donated by the Dog & Duck; 2nd Prize - bottle of wine, donated by Boozers Wine Merchant

etc ...

What you're giving them is FREE publicity in exchange for a donation and just about every local business will be interested in that!

For local businesses that have no products to donate, offer advertising space in the flyer in exchange for a cash donation. You can always include a cash prize in the raffle.

And tell them what the funds raised will be used for e.g. new school building, toys, books .... whatever.

Edit: previously said "bottle of wind, donated by Boozers Wine ". Why on earth would you want a bottle of wind??? :rotfl:

Debt_Free_Chick

After the event, write to the donors, thank them, tell them what you raised and how valuable the money will be to complete whatever the fundraising was for.

It builds good relationships for the next time you want a donation

Savvy_Sue

DEFINITELY to DFC's suggestion! And the others too ...

LittleVoice

Horace wrote: »

Dear Sir

. . . As this is a charitable organisation, I was wondering whether [STRIKE]or not [/STRIKE]your company would be willing to provide a donation that could be included in the raffle.

If it is a registered charity - remember to include the charity number.
If it isn't, then don't describe it as "charitable".

Good luck with your fund raising. And have fun.

Dan_Thunder

Debt_Free_Chick wrote: »

What you're giving them is FREE publicity in exchange for a donation.

Not sure that counts as 'free' publicity!

Debt_Free_Chick

Dan_Thunder wrote: »

Not sure that counts as 'free' publicity!

I see what you mean, but a donation is "peanuts" compared to a listing in ... say ... Yellow Pages.

And publicity in a local fundraising event gets straight to LOCAL customers.

But I only speak as a Parish Clerk and secretary two local charities

Bean_Counter

It may be worth telephoning a targeted group of companies rather than just relying on a letter. For example, companies of parents of playschool children past and present.

Often letters only have the first paragraph or two read and are binned. However, if you get through to a person at a company, they may if nothing else give you the name of the correct person to call, and it is easier to throw away a letter than to say no to someone over the phone.

I would only do this for those you consider the best chance of giving.

bryana_2

Thanks for the information