GUIDELINES
- Your response to the requests for donations says a lot about you. Your tone should be courteous and honest. It is better to keep your principles and your method of controlling expenditures in mind while responding to such letters. Give a sensible and well-reasoned response to these requests.
- Appreciate the reader's request.
- Humbly tell the reader that you can't support all worthy causes. Also, mention how your company handle such requests.
- Mention what you are going to do about it, clarifying whether it's a personal or corporate contribution.
- Wish success to your reader's organization.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
This letter is to let you know that we have received your letter requesting for financial assistance for the Regional Housing Aid project. We would like to commend you for coming up with this initiative. It does appear to be a worthwhile endeavor.
While we do appreciate your efforts, we regret to inform you that we have already made the necessary allocations for social awareness projects. Since our team decides on these matters during the first quarter of the year, we no longer have enough funds left for more projects this month. We do hope that you will send us a proposal again later this year so that we may include you in our list for the following year. We wish you all the best!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to respond to a request for financial assistance.
Further things to consider when writing response letters to fundraisers
Response Letters
Response letters are letters written to provide answers or information requested in letters of inquiry. The main purpose of such letters is to satisfy the recipient with an action that fulfills his/her request. A response letter can be used to respond to a query about company's products and services or just to respond to a complaint. It makes the recipient feel valued and helps maintain strong relationships between the parties involved. A response letter also gives you an opportunity to clear up any misunderstandings with the recipient or ask questions. Response letters should be sent promptly, and all issues must be addressed courteously (even those that seem irrelevant).
When writing response letters, it is advisable to keep the message short and to the point, taking into account that the recipient may lack your expertise. Make sure to address the letter to the person who made the inquiry and mention that this is a response to that inquiry. Maintain a positive tone even if the letter contains negative information. Make your response as clear as possible. If you are responding to multiple questions, for instance, consider putting your answers in bullet form. Close by offering to give further assistance.
Letters to Fundraisers
Letters to fundraisers are letters sent to people who seek financial support for charities, institutions, and/or other enterprises. If you have been requested to donate something to a fund, there are times when you may find yourself writing to the fundraiser. It could be to seek some clarification about the donation, to inquire about the venue and date, or even to cancel the invitation to the fundraiser. In all situations, letters to fundraisers should be sent well in advance so that all the involved parties can be on the same page.
The best letters to fundraisers are short and to the point. Start the letter with the proper salutation making sure that it is addressed formally and to the right person. Clearly mention the purpose of the letter. If you are writing to cancel an invitation, for instance, state so and give the reason for cancellation. In instances where you are writing to request some information, mention exactly what you are requesting. Include any other details that you think could be of help to the recipient. Be polite and maintain a professional tone. Conclude on a positive note and with a statement that calls the recipient to action.
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