- Write a short and formal letter only if you have received a personal request. This letter shows the reader that you have considered his or her request.
- Show appreciation to the reader or show compliment to the organization or the event on where your donation has been asked.
- Shortly explain why you are refusing the offer. You can explain it specifically or vaguely, depending on you.
- Try to ask if there are other possible ways where you can donate to the fundraising event or cause. You may also opt to offer goods and services that you are willing to share to the fundraiser. You may also suggest that you can pass the letter to other people who might potentially contribute to the event.
- Tell them that you wish for the success of the event.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thank you for considering us a sponsor of the Winston Elementary School Fete. It is with regret that will be unable to assist this year.
Tough economic conditions throughout the country, and particularly in our industry, has forced us to reassess our budget and policy on donations. Unfortunately, this fiscal year, our budget has been expended.
Our company appreciates the importance of corporate giving, particularly when the beneficiary is an educational institution, and we would be honored to be considered again in the future. To help us help you, you may like to consider forwarding your sponsorship application earlier in the fiscal year so we can include you in our plans.
We wish you a prosperous and happy day at the fete.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample rejection letter of donation requests due to policy change.
Further things to consider when writing rejection letters to fundraisers
Rejection letters are letters written to inform people that something they have made, written, etc., has been turned down. These letters can be used, for instance, to inform people that they have not been chosen for a job or school enrollment or that a book they have written has not been chosen for publishing. Conveying rejection can be difficult because most people don't know how to say the words without hurting the recipient. Actually, in most cases, people don't write rejection letters at all. They just drop communication with the concerned person, (which is rude). Rejection letters are important because they help build trust and develop goodwill between the parties involved.
After rejection, the people affected will be frustrated no matter what. However, well-drafted rejection letters can soften the blow and encourage them to keep trying. An excellent rejection letter is brief, considerate, and to the point. Begin by thanking the recipient for trying. State your decision politely and assertively, giving reasons for it. If you are rejecting a job application, for instance, give a genuine reason for it and encourage the recipient to apply for other positions. End on a positive note and wish the recipient success.
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.