Solicitation Letter Template for the UK
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What is a Solicitation Letter?
A solicitation letter is a formal written request asking recipients to donate money, sponsor an event, volunteer, or otherwise support a specific cause or initiative. Registered charities, community interest companies, and other not-for-profit organisations use these letters to raise funds, attract volunteers, and gather resources for their work. You can download and edit a solicitation letter template to send by post or email.
To meet UK fundraising rules overseen by the Charity Commission for England and Wales, the letter must clearly identify the organisation, state the purpose of the request, and include disclosures such as the charity registration number and how funds will be used. A strong solicitation letter tells a clear story, sets out specific needs, and makes it easy for the recipient to respond with support.
Common variations include a sponsorship solicitation letter for a Christmas party or community event, a donation appeal, an academic or university fundraising letter to alumni and board members, and a volunteer recruitment letter. The content of each follows the same core structure while adapting the ask to the audience. Some organisations pair the letter with a fuller funding proposal when they approach corporate sponsors or grant-making trusts.
Sample clauses: standard wording in a UK solicitation letter
4. Identity of the Charity and Statutory Solicitation Statement
4.1 This letter is issued by [Charity Name], a charity registered in England and Wales with registered charity number [000000] and, where applicable, a company limited by guarantee registered in England and Wales with company number [00000000], whose registered office is at [registered office address].
4.2 In accordance with section 60 of the Charities Act 1992, any solicitation made by a professional fundraiser or commercial participator on behalf of the Charity shall state the institution benefiting, the proportion in which institutions are to benefit if more than one, and the method by which that person's remuneration is to be determined.
4.3 Where this letter is signed by a paid officer, employee or trustee of the Charity, that person's name and capacity shall be stated in full, and no statement shall be made which is likely to mislead the recipient as to the identity of the Charity or the destination of any donation.
4.4 The Charity confirms that this appeal is conducted in a manner consistent with the Code of Fundraising Practice and that the recipient may withdraw consent to further fundraising communications at any time by contacting [contact details].
5. Application of Donations and Restricted Funds
5.1 Donations made in response to this letter shall be applied by the trustees towards [stated purpose of the appeal], and shall be held as restricted funds applicable only for that purpose.
5.2 Not more than [10]% of each donation shall be applied towards the administrative and fundraising costs properly incurred in connection with this appeal, and the balance shall be applied to the stated purpose.
5.3 If the stated purpose cannot be carried out, or is carried out with surplus funds remaining, the trustees may apply the donation or surplus cy-près in accordance with sections 63 to 66 of the Charities Act 2011, and the donor consents to that application by making the donation.
Illustrative extract showing typical drafting under the law of England and Wales. Documents generated with GenieAI are tailored to your rules, standards and context.
Frequently Asked Questions
When should you use a Solicitation Letter?
Use a solicitation letter when your charity or not-for-profit needs to raise funds, recruit volunteers, or gather resources for a specific project or ongoing operations. It suits annual fundraising campaigns, emergency relief efforts, capital improvement projects, community programmes, event sponsorship (such as a solicitation letter asking local businesses to sponsor a Christmas party), and academic appeals where a university or school writes to alumni and board members.
Timing matters. Send it around the tax year end (April), when donors weigh up Gift Aid relief, before major holidays when charitable giving rises, or when an urgent community need arises. Many organisations plan a schedule and send letters quarterly or monthly by post and email to maintain steady support and keep pace with Charity Commission reporting obligations for charitable contributions. Track results across each send so you can see which appeal, audience, and ask amount produced the strongest response, and refine the next round accordingly.
What are the different types of Solicitation Letter?
- Direct Mail Fundraising: Traditional donation requests sent to past or potential donors, featuring compelling stories and clear giving options with gift aid information
- Capital Campaign Letters: Focused on major building projects or equipment purchases, often including detailed budgets and naming opportunities
- Emergency Appeal Letters: Used during crises or urgent needs, emphasising immediate impact and time-sensitive response
- Corporate Partnership Requests: Tailored to businesses, outlining partnership benefits and charitable tax advantages
- Volunteer Recruitment Letters: Designed to attract volunteers, detailing opportunities, requirements, and community impact
Who should typically use a Solicitation Letter?
- Registered Charities: Primary creators and senders of Solicitation Letters, including charities registered with the Charity Commission, educational institutions, and religious organisations
- Fundraising Officers: Professional fundraisers who craft and manage solicitation campaigns and donor relationships
- Compliance and Governance Teams: Review letters to ensure they meet Charity Commission guidelines and UK fundraising regulations
- Donors: Recipients who evaluate and respond to donation requests, including individuals, corporations, and charitable trusts
- Charity Commission Inspectors: Monitor fundraising activities and enforce charitable solicitation laws across England and Wales
How do you write a Solicitation Letter?
Start from a solicitation letter template and adapt it to your appeal. Gather the details below before you draft, then explore which sample wording and tone best suits your audience.
- Organisation Details: Gather your charity's registration number (if applicable), legal entity details, and current contact information
- Campaign Goals: Define specific fundraising targets, project timeline, and intended use of funds with clear outcomes
- Donor Research: Compile giving history, donor preferences, and appropriate ask amounts based on previous engagement
- Legal Requirements: Review Charity Commission guidance and UK-specific disclosure requirements for charitable solicitations
- Impact Data: Collect statistics, success stories, and concrete examples of your organisation's work and beneficiary outcomes
- Response Mechanisms: Set up donation processing systems, reply envelopes, and online giving options with secure payment processing
What should be included in a Solicitation Letter?
- Organisation Identification: Legal name, address, and charity registration number (if registered with the Charity Commission)
- Charity Commission Disclosures: Statements about registered charity status and financial accountability, in line with the Code of Fundraising Practice
- Purpose Statement: Clear description of how donations will be used and any restrictions on funds
- Gift Aid Language: UK tax relief statements enabling donors to claim Gift Aid on their contributions
- Donation Acknowledgment: Details of how donations will be recognised and receipted for tax purposes
- Contact Information: A named person or department for queries and follow-up, including a postal address and email
- Response Options: A reply mechanism such as a reply envelope, an online giving link, or a Google Form so recipients can respond quickly
- Privacy and Opt-out: A short data protection and privacy policy note explaining how contact details are held, and how recipients can stop future solicitations under UK fundraising standards
What's the difference between a Solicitation Letter and an Engagement Letter?
Whilst a Solicitation Letter and an Engagement Letter might seem similar as formal business communications, they serve distinctly different purposes and have unique legal requirements. A Solicitation Letter focuses on requesting donations or support for charitable causes, whilst an Engagement Letter establishes a professional service relationship and its terms.
- Purpose and Intent: Solicitation Letters aim to raise funds or gather support for not-for-profit activities, whilst Engagement Letters outline the scope and terms of professional services
- Legal Requirements: Solicitation Letters must comply with UK charitable fundraising laws and Charity Commission regulations; Engagement Letters focus on service obligations and fee structures
- Target Audience: Solicitation Letters address potential donors or supporters; Engagement Letters are exchanged between service providers and clients
- Enforceability: Engagement Letters create binding contractual obligations; Solicitation Letters primarily serve as persuasive requests without contractual implications
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About the Solicitation Letter
Start from a solicitation letter template and adapt it to your appeal. Gather the details below before you draft, then explore which sample wording and tone best suits your audience.
- Organisation Details: Gather your charity's registration number (if applicable), legal entity details, and current contact information
- Campaign Goals: Define specific fundraising targets, project timeline, and intended use of funds with clear outcomes
- Donor Research: Compile giving history, donor preferences, and appropriate ask amounts based on previous engagement
- Legal Requirements: Review Charity Commission guidance and UK-specific disclosure requirements for charitable solicitations
- Impact Data: Collect statistics, success stories, and concrete examples of your organisation's work and beneficiary outcomes
- Response Mechanisms: Set up donation processing systems, reply envelopes, and online giving options with secure payment processing
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