We have been soliciting donations for our fall Penny Social for several months, and we used 2 different letters-one for national companies and another for more local businesses.
As someone else said, hand signing each and every one gives them a personal touch; we also hand addressed every letter, so they don't look overly professional, but they are on business letterhead and include our not for profit tax info.
We must be doing something right, because we're averaging a donation a day (and starting to take up a lot of room in the school safe, lol).
Here is our basic letter, sent to non-local businesses:
Dear Business Owner,
I am writing today on behalf of XYZ School PTA.
We are a magnet school located in
County, FL and have 600 students in grades Pre-K through 5th grade; students enrolled in our school reside throughout the county.
This November we will be holding our annual Penny Social, which is a type of Silent Auction. Monies raised will help support various school functions, including purchasing a suspended microphone system for our stage and a portable sign in unit to help keep our children safe.
We would greatly appreciate any help your business can provide. We are looking for any items that can be auctioned, including Gift Certificates, merchandise, etc.; if you prefer to make a monetary donation, an item will be purchased for you.
The names of any person and/or business who donate will be advertised along with the item.
If you are interested and/or able to help us with this activity you may contact us in the following ways: by mail directly to the school address listed
below, or, for more information, or to schedule pick up of any donations, please contact
at (123)456-7890.
Your help is greatly appreciated and your donation is tax deductible. Our Not-For-Profit Tax Number is xx-xxxxxxxxxxxxxx-x.
We would appreciate receiving all donations by Nov 1, 2007.
Thank you fot your support and consideration.
Sincerely,
