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School fundraising letter 2024 (guide + free samples)

Are you looking for ways to raise funds for your school?


I have good news for you!

Did you know that 14% of all donations go to education nonprofits in the US?

Now it’s your time to seize the opportunity

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As a parent or a member of the school community, you probably understand the importance of having enough resources to provide the best education and learning environment for students.

However, it’s not always easy to secure the funding you need through government programs or other sources.

That’s where fundraising comes in!

In this blog post, I’ll be sharing with you tips and tricks for crafting an effective school fundraising letter that can help you generate the support you need.

In addition to that, I will share sample letters to inspire you.

Whether you’re looking to fund a special project, purchase new equipment, or simply cover some of the basic costs of running your school, a well-written fundraising letter can go a long way toward achieving your goals.

So let’s get started!

Read also:

Why do you need a School fundraising letter?

You might be wondering why you need to bother with a school fundraising letter.

Well, let me tell you, a well-written letter can make all the difference in the success of a fundraising campaign.

By reaching out to potential donors, you’re able to communicate the importance of your school’s fundraising efforts and inspire them to support your cause.

With a school fundraising letter, you can share your school’s story and explain how donations will make a real difference in the lives of students.

You can also provide specific examples of how funds will be used and offer a clear call to action for people to make a donation.

It’s a powerful way to connect with your community and rally support for your school’s important projects.

So, if you want to increase the chances of a successful fundraising campaign, a school fundraising letter is definitely worth considering.

It might take a little time and effort to write, but the potential benefits are well worth it.

Things to consider before writing a School fundraising letter

When writing a school fundraising letter, it’s important to plan out your approach carefully to ensure that the letter is effective in achieving its goals.

Here are things to consider before writing a School fundraising letter

Identify your target audience

Consider who your letter will be addressed to.

Will it be parents of current students, alumni, local businesses, or a combination of these?

Knowing your target audience will help you tailor your message and tone accordingly.

When identifying your target audience for your school fundraising letter, it’s important to consider who will be most likely to respond positively to your message and be motivated to donate.

When thinking about your target audience you may consider things like;

  • Demographics: What are the age ranges, genders, and other demographic characteristics of the people you’ll be addressing in your letter? Understanding who your audience is can help you tailor your message and tone to better resonate with them.
  • Relationship to the school: Are you writing to parents of current students, alumni, local businesses, or a combination of these? Knowing the relationship your audience has to the school can help you frame your message in a way that will be most relevant and compelling to them.
  • Previous donation history: Have these individuals donated to the school in the past? If so, what kind of donations have they made, and what motivated them to give? Understanding their previous behavior can help you craft a more effective message that speaks directly to their interests and motivations.
  • Communication preferences: Do your target audience members prefer to receive information via mail, email, or social media? Knowing their preferred communication channels can help you reach them more effectively and maximize the chances that they will read and respond to your message.
  • Interests and values: What interests, causes, or values does your target audience have? For example, if you’re writing to local businesses, you might highlight the economic benefits of a strong school system, while if you’re writing to parents, you might focus on the academic and personal development benefits that come from a high-quality education.

Determine your key message

When determining your key message, it’s important to consider the goals of your fundraising campaign and the needs and interests of your target audience.

Your message should be compelling, clear, and easy to understand, and should focus on the benefits of supporting your school.

Here are some questions to help you define your key message:

  1. What is the purpose of your fundraising campaign? Is it to raise money for a specific project or initiative, or is it a general fundraising effort to support the school as a whole?
  2. Why is this fundraising campaign important? What impact will it have on the school and its students? Consider the specific benefits that donors will receive as a result of their contributions.
  3. What are the values and priorities of your target audience? What motivates them to donate? For example, parents may be motivated by the desire to support their child’s education, while local businesses may be motivated by the desire to give back to the community.
  4. What sets your school apart from others? What makes it unique and worthy of support? Consider the school’s achievements, mission statement, and core values when crafting your message.

Once you have a clear understanding of your key message, you can use it to guide the tone, content, and structure of your fundraising letter.

Remember to focus on the benefits of supporting your school, and make a compelling case for why donors should contribute to your campaign.

Choose your tone and style

Choosing the right tone and style for your school fundraising letter is crucial to ensure that it resonates with your target audience and effectively conveys your message.

Here are some key factors to consider when selecting your tone and style:

  1. Audience demographics: Who are you addressing in your fundraising letter? The age, gender, income level, and other demographic factors of your audience can help guide your tone and style choices.
  2. Purpose of the letter: What is the main goal of your letter? Are you trying to persuade your audience to donate money, attend an event, or take some other action? Your tone and style should be tailored to the specific purpose of the letter.
  3. Brand personality: What is the personality of your school’s brand? Is it serious and professional, or more playful and creative? Your tone and style should align with the overall personality of your school’s brand.
  4. Writing style: Do you want to use formal or informal language in your letter? Should you use technical jargon or keep the language simple and easy to understand? The writing style you choose should be appropriate for your audience and the purpose of the letter.
  5. Emotional appeal: What emotional tone do you want to convey in your letter? Will you appeal to your audience’s sense of nostalgia, altruism, or community spirit? The emotional appeal of your letter can be a powerful motivator for your audience.

Consider the timing

The timing of your school fundraising letter can be critical to its success.

You want to make sure that you’re sending the letter at a time when recipients are likely to be receptive and have the resources to donate.

Here are some things to consider when planning the timing of your letter:

  1. Tie it to a specific event: If you’re planning a fundraising event, such as a gala or auction, consider sending your fundraising letter in the weeks leading up to the event. This can help build excitement and encourage people to donate.
  2. Time it with the academic year: Consider sending your letter at the beginning or end of the academic year when parents may be more likely to be thinking about supporting the school. You could also consider sending a letter during the holiday season, when people may be in a more giving mood.
  3. Take into account other fundraising efforts: If your school is planning other fundraising initiatives, make sure your letter is timed so as not to compete with these efforts. You don’t want your letter to get lost in the shuffle or for donors to feel overwhelmed with requests.
  4. Send follow-up letters: If you’re planning to send multiple fundraising letters, be strategic about the timing of these communications. You may want to send a follow-up letter a few weeks after the initial letter, for example, to remind people about the upcoming event or donation deadline.
  5. Consider external factors: Finally, make sure you’re aware of any external factors that could impact the success of your fundraising letter. For example, if your community has recently experienced a natural disaster or other crisis, you may want to postpone your fundraising efforts or adjust your messaging to reflect the current climate.

Plan your call to action

The call to action is a critical component of any fundraising letter, as it’s the specific action that you want your readers to take as a result of reading your letter.

When planning your call to action, there are a few key things to keep in mind:

  • Be clear and specific: Make sure that your call to action is easy to understand and clearly outlines what you want your readers to do. For example, if you want them to make a donation, provide clear instructions on how to do so.
  • Create a sense of urgency: It’s important to create a sense of urgency in your call to action to encourage your readers to act quickly. You might set a specific deadline for donations or offer a time-limited incentive for taking action.
  • Emphasize the impact of their action: To motivate your readers to take action, it’s important to emphasize the impact that their donation or participation will have. You might provide specific examples of how donations will be used or highlight the benefits of participating in an event.
  • Make it easy to follow through: To maximize the chances that your readers will take action, make it as easy as possible for them to do so. Provide clear instructions and any necessary links or contact information, and consider including a pre-filled donation form or a return envelope for donations.
  • Follow up: Once you’ve sent out your fundraising letter and received responses, it’s important to follow up with your donors to thank them for their support and provide updates on the fundraising progress. This can help build stronger relationships with your donors and encourage future support.

Inspired to say thank you? use this Thank you letter to a donor or Donation acknowledgment letter

How to write a school fundraising letter

When it comes to writing a school fundraising letter, there are several key elements to keep in mind to ensure that your message resonates with your target audience and inspires them to make a donation.

Here are some tips for writing a successful fundraising letter:

Start with a compelling opening

Your opening sentence is your chance to grab the reader’s attention and draw them into your message.

Consider starting with a personal story or anecdote, a startling statistic, or a bold statement that highlights the importance of the fundraising initiative.

For example, you could share a statistic about the number of students who are currently missing out on important resources or opportunities due to lack of funding, or you could make a bold statement about the potential impact that your fundraising efforts could have on the future of the school and its students.

Clearly state the purpose of the letter and the fundraising goal

Be clear about why you are writing and what you hope to achieve with your fundraising efforts.

This helps your readers understand the purpose of your message and encourages them to take action.

Explain why the fundraising initiative is important and how it will benefit the school and its students

Help your readers understand the impact of their donation by explaining how the funds will be used and the positive outcomes that will result from their support.

Be specific and give examples of how donations will be used to benefit the school and its students.

Make a clear and compelling call to action

Be clear about what you are asking your readers to do, whether that’s making a donation, attending an event, or volunteering their time.

Use action-oriented language and provide a clear deadline for donations or participation.

Provide information on how to donate

Make it easy for your readers to take action by providing clear instructions on how to make a donation or get involved.

Include links to online donation pages or information on where to send checks.

Personalize the letter

If possible, personalize your letter by addressing the recipient by name and referring to any past donations they may have made.

This helps to build a sense of connection and can increase the likelihood that they will respond positively to your message.

Before sending your letter, be sure to proofread it carefully for spelling and grammar errors. Ask a colleague or friend to review it as well to ensure that your message is clear and effective.

School fundraising letter sample

Dear [Name/Title],

As a valued member of our school community, we wanted to reach out to you about an exciting fundraising initiative we’re launching to support our students and teachers. As you know, our school is committed to providing the best possible education and opportunities for our students, and we need your help to make this happen.

Our fundraising goal is to raise $25,000 to support the purchase of new technology and equipment for our classrooms. With your support, we’ll be able to provide our students with the tools they need to succeed in today’s fast-paced, technology-driven world.

By making a donation to our school, you’ll be helping to provide our students with access to cutting-edge technology that will help them learn and grow in exciting new ways. Whether it’s a new laptop for our computer lab or state-of-the-art robotics equipment for our science program, your support will make a real difference in the lives of our students.

Of course, we understand that times are tough for many families right now, and we don’t want to put any undue pressure on anyone. That’s why we’re reaching out to our entire community, to ask for any support that you’re able to provide. Whether you’re able to make a one-time donation or contribute on a monthly basis, every little bit helps.

To make a donation, simply visit our online donation page at [insert website link]. There, you’ll be able to make a secure donation using your credit card or PayPal account. Alternatively, you can send a check made out to [school name] to [school address].

Thank you for your continued support of our school community, and for helping to provide our students with the best possible education and opportunities. Together, we can make a real difference in the lives of our students and teachers.


[Your Name]
School Fundraising Coordinator

Sample school fundraising letter to parents

Dear Ms. Johnson,

As a parent, you know firsthand the impact that a quality education can have on a child’s future. That’s why I’m writing to you today to ask for your support in our school’s fundraising efforts.

At James Madison Elementary School, we are committed to providing our students with the best possible education and resources to help them succeed in their academic and personal lives. To that end, we are launching a new fundraising initiative to raise funds for our new STEAM lab. Our goal is to raise $50,000 to support this important initiative.

We believe that this lab is essential to the success of our students and the overall success of our school community. By providing cutting-edge technology and hands-on experiences, we can help our students develop critical skills in science, technology, engineering, art, and math. We are confident that with your support, we can make this initiative a reality and provide our students with the tools and resources they need to succeed.

We understand that times are tough, and many families are facing financial challenges. However, even a small donation can make a big difference. Every dollar that we raise will go directly towards supporting our students and enhancing their educational experience.

If you’re able to contribute, please visit our online donation page at to make a donation. If you prefer to donate by mail, please send your donation to James Madison Elementary School, 123 Main Street, Anytown, USA.

Thank you in advance for your support of James Madison Elementary School. Together, we can help our students achieve their full potential and build a brighter future for our community.


Jane Smith


James Madison Elementary School


Isack Kimaro
Isack Kimaro

Isack Kimaro, a lawyer, Creative Writer and self-taught SEO expert has been a prominent author of law-related topics since 2017. Through hard work, dedication, and a relentless pursuit of knowledge, Isack has successfully navigated the legal industry by providing valuable and easy-to-understand legal information to 500,000+ individuals of all levels of understanding.