It can be difficult to ask for your congregants’ monetary support after all that they do for your community. However, church donation letters are a great way to increase funding for initiatives that will help your congregation become a better place. We’re here to help with tips and templates to set you up for success.
Asking for donations is never easy, especially when you’re reaching out to the people whom your congregation would be nothing without. Even though it can feel uncomfortable asking your congregants for donations, fundraising is essential to the continuation of your church services and community as a whole. That’s where church donation letters come in!
Church donation letters are an easy and helpful way to ensure your church secures sufficient donations to accomplish its goals. To make sure you write compelling letters to your congregation, we’ve included some church contribution letter samples for different occasions along with some best practices.
Church donation letters are letters congregations send to their constituents or other members of the local community in request of monetary support. These letters can ask for general donations or for help with a certain project or initiative. The purpose of church letters is to secure funding that will allow your congregation to thrive and accomplish its goals.
There are several reasons why church donation letters should be a part of your fundraising plan. One reason is that combining these letters with other fundraising methods can increase your fundraising potential. For example, if your congregation is already successful with online fundraising, then sending out church donation letters may give your fundraising efforts an extra boost.
Next, hearing from you can remind congregants of why they enjoy being a part of your church. It’s easy to come every Sunday or for the holidays and forget what it really means to be a member of a church community. Being reminded of all of the incredible initiatives your church is working on may make congregants reflect on their participation in your community and subsequently donate.
Lastly, church donation letters provide an opportunity for you to show your appreciation for members of your community. A church is nothing without its constituents, so it’s important to show a little love to your congregants, especially those who continuously support your congregation.
There are several elements that are important to include in your church contribution letter. Although we have some letter templates available for you to use, it’s still helpful to recognize what makes a strong church donation letter. Here are the necessary components:
Standard Church Contribution Letter Template
Event or Project Fundraising Letter Template
Church Building or Repairs Letter Template
Mission Trip Letter Template
Business Sponsorship Letter Template
Monthly Giving Letter Template
Donor Acknowledgement Letter Template
Year-End Letter Template
Subject: [church’s name] needs your help!
Dear [congregant’s name],
We are so lucky to have you as a member of our [church’s name] community. Thank you for your support and continued participation. We are happy to provide congregants like you with programs and events that lift us up and remind us of the importance of having a giving spirit.
To continue offering the services that we do, we need some extra help. Your support will allow us to reach greater heights and accomplish so much more, such as [initiatives, projects, or events you have planned].
We thank you in advance for your support. If you’d like to donate, kindly do so at [insert donation link].
If you have any questions or concerns about donating, please feel free to contact us at [email address] or [phone number]. You can also stop by the church’s main office in person at [church’s address], or drop your donation in the collection plate during our next service.
Thank you again for being such an important part of the [church’s name] community.
Sincerely,
[development officer or church leader’s name]
Considering that this is a general template, you’ll probably want to change it to fit your church’s voice and needs. For example, you might want to personalize the letter to your congregation. If there’s a special event or signature saying that’s important to your church, then make sure to include that.
It’s also important to use a personable tone. These are most likely members of your community that you’re reaching out to, so you’ll want to treat them as such. Talk to them as you would in person.
Lastly, you’ll want to make sure your letter catches your congregants’ attention. Creating an eye-catching subject line will make your congregants open your letter and see what it’s all about. Then, to keep their attention, keep it short and sweet.
Subject: What’s next for [church’s name]?
Dear [congregant’s name],
We have some exciting news! We’re in the midst of planning [event or project]. To give you a little sneak peek, we’re planning on [give more details about the event or project and its impact on the community].
While getting ready for this spectacular [event or project], we couldn’t help but reflect back upon our most recent [event or project], [event or project’s name]. [Explain how successful the event was, citing specific statistics or outcomes is possible]. We would love for [upcoming project or event] to be just as successful, but we need your help to make it happen!
With your generous donation of [donation amount], we’ll be able to [what you’ll be able to accomplish]. If you’d like to contribute, you can find our donation page here [insert donation link].
Thank you in advance for your support!
Sincerely,
[development officer or church leader’s name]
If you’ve hosted an event or project in the past, make sure to highlight its successes. You want to make your congregants believe in your upcoming event or project. After all, you’ve provided them with great ones in the past, so why wouldn’t your next one be just as wonderful?
Another important element to include in this letter is any specific details about the event or project. Make sure it is clear what your event or project will be and what it will bring to the community. Without a clear picture of your it’s potential impact, your congregants will be less likely to show you their support.
Subject: We have some fixing up to do!
Dear [congregant’s name],
[Explain what building or repair you are working on and why it’s important].
This new space will not only look fantastic, but more importantly, it will also be a place for members of our community to gather and enjoy each other’s company. We can’t wait for our congregation to be able to use it.
With your help, we’ll be able to [explain what you’ll be able to build or repair]. If you’d like to donate, please do so at [insert donation link]. You can also drop off your donation at our church’s main office at [church’s address]. We hope you’ll join us in building this community space.
Thank you in advance for supporting us in [reiterate details of the building or repair] that will be such a great asset to our [church’s name] community.
Sincerely,
[development officer or church leader’s name]
In order to gain support for your new building or repair, you’ll have to let your congregants know why it’s important. Give as many details as possible, and make sure it’s clear what the impact of this new space will be.
Additionally, you might want to include the total cost of the new building or repair. Details such as the total cost of the project will allow constituents to understand more about the financial toll the project will have on the church, potentially making them more willing to help out if they can.
Subject: [church’s name] members are headed to [mission trip location]!
Dear [congregant’s name],
As a member of our [church’s name] community, you know how important it is to us to share our faith with others and help make the world a better place. On [date of mission trip], several outstanding members of our community will be making their way to [mission trip location] to spread our mission with the people there.
We are so excited about this amazing opportunity, but we need your help! With your support, we’ll be able to [explain what will happen on the trip and its purpose].
Will you help us out with a generous donation of [donation amount]? If you’re interested, please visit our online donation page at [insert donation link] or drop off your donation at our church’s main office at [church’s address].
On behalf of our mission trip participants, we sincerely thank you in advance for your support of our trip to [location].
Sincerely,
[development officer or church leader’s name]
Again, when writing these letters, it’s important to be as specific as possible. For this church contribution letter, include details of the trip like the date and location. If congregants are contributing to your mission trip, they’ll likely want to know more about it.
In addition, you’ll want to clarify the purpose of the trip and what impact it will have. Your constituents will want to be sure that their values align with the mission of the trip and its activities before considering making a donation.
Subject: Will you help us at [church’s name] reach our goal?
Dear [business owner or contact’s name],
We’re writing to let you know about a new project we are working on at [church’s name]. [Explain what the project is].
Our church is excited about this project because [explain the project’s benefits], but we need some help in order to reach our goals.
Would you be so kind as to contribute [donation amount] to help fund our growth as a church? With your help, we would be able to [explain what the project will accomplish], which would greatly benefit our community. If you’re interested in helping us out, please check out our donation page at [insert donation link].
We appreciate any way you can support us in achieving our goals. Please give us a call if there is an alternative or better way you’d like to help.
On behalf of our community at [church’s name], we thank you in advance for supporting us and our mission.
Sincerely,
[development officer or church leader’s name]
This church contribution letter is a little different in that it might not be going to one of your congregants but rather to a potential sponsor, so it’s important to show your congregation in a good light. Make sure to research who the best person to reach out to is, and address that person by name. This could be the business owner or a special sponsorship point of contact. Whoever it may be, you want this church to get in the right hands to speed the process along.
Since your church is most likely asking a business for help with a specific project, explain what that project is. Having as much information as possible will help businesses decide if they are willing to support your cause.
If the business you’re reaching out to may be able to provide better help in the form of goods or services, let them know that’s an option. For example, if you’re hosting an event and reaching out to a restaurant for help, it may make more sense for them to donate food rather than funds.
Lastly, if a business chooses to donate, thank them afterward and ask if they would like to be recognized in any way. These practices will help to foster a good relationship with the business that could aid you in getting support for future projects.
Subject: Will you help us make our [church’s name] community even better?
Dear [congregant’s name],
Thank you so much for being an essential member of our [church’s name] community. Your involvement in the church and passion for your faith do not go unnoticed.
As you know, our faith teaches us to have a giving spirit and help out those around us. Giving not only helps out your community, but it also builds your character and brings blessings into your life. In light of this giving spirit, we hope you’ll consider making small monthly contributions to our church.
With your help, the church will be able to thrive and provide for our community in so many important ways. Whether you decide to contribute or not, we again thank you for being such a valued congregant of [church’s name]. We’re always here if you need anything and appreciate your dedication to our mission.
Sincerely,
[development officer or church leader’s name]
Since you are asking your congregants for a recurring donation, you want to make sure they know they are appreciated. Thank them for being active members of your community throughout the letter.
When presenting the request to donate, offer different monthly amounts or options and explain what they will achieve. Giving monthly is a generous task, so you’ll want to make sure that there are several ways for your congregants to participate.
Most importantly, don’t be pushy. Contributing monthly is certainly not for everyone, and you don’t want members of your congregation to feel that all you want from them is their monetary support.
Subject: Thank You, [congregant’s name]!
Dear [congregant’s name],
On behalf of [church’s name], thank you for your contribution!
We have received your donation of [donation amount] through [means of donation]. Your support will allow us to further our community and fund important upcoming projects. [Call out a specific initiative they funded if applicable.]
Please keep this letter for tax purposes. You will be able to write off your donation at the end of the year.
As always, if you have any questions or concerns, please reach out to us at [email address], call us at [phone number], or visit us at [church’s address]. We appreciate your support and hope to see you soon!
Sincerely,
[development officer or church leader’s name]
There are two types of donor acknowledgment letters. The one we’ve provided acts as both a thank you note and donation receipt. Alternatively, some churches may choose to write a donation request letter in which they start off by thanking donors for their previous donations.
For this type of donor acknowledgment letter, it’s important to show you’re grateful for the contribution. No matter how big or small, every donation deserves a thank you.
If you have any specific upcoming projects or events, tell donors what their donations will go towards. Being specific will allow donors to know for sure that their money is being well spent.
Lastly, make sure this letter sends automatically after the donation is received. That way, you won’t forget to thank donors individually, and donors will immediately know of your appreciation.
Subject: Thanks for helping us out this year, [congregant’s name]!
Dear [congregant’s name],
We wanted to take the time to thank you for your generous support of [church’s name] this year. It’s because of donors like you that the church was able to thrive this year.
With your help, we were able to [explain some initiatives your church accomplished in the past year]. Thanks for helping us make our community a better, more faith-driven place.
Besides thanking you for your support, we wanted to send you this letter for tax purposes. When filing your taxes this year, you will be able to write off these donations. To help make the process easier, we’ve attached a summary of your contributions for the year.
We are incredibly grateful for all you’ve done for [church’s name] this year and for being an active member of our community. We look forward to another amazing year together!
Sincerely,
[development officer or church’s name]
The purpose of this letter is two-fold: thank congregants for their support and notify them about tax write-offs. Therefore, you don’t want to ask your congregants for further donations at this time. Doing so would make the letter appear insincere.
In addition, it’s important to highlight what you were able to achieve with the funds you’ve acquired this year. Members of your community will want to know that their money has been put to good use and that any future donations they give will be, too.
FundraisingLetters.org is a project put together by Nexus Marketing and ECardWidget as a way to help individuals and organizations across the world effectively communicate with supporters. Feel free to use our fundraising letter templates for your organization.