Solicitation Letter Template for England and Wales

A Solicitation Letter is a formal written request that asks individuals, businesses, or organizations to support a specific cause, typically through donations, sponsorships, or partnerships. In England and Wales, these letters play a crucial role in fundraising activities for charities, non-profits, and social enterprises, helping them comply with the Charities Act requirements for transparent fundraising practices.

To be legally compliant, solicitation letters must clearly state the organization's registered charity number, explain how donations will be used, and include accurate contact details. Many organizations use these letters during annual giving campaigns, capital projects, or emergency appeals, often following guidelines set by the Fundraising Regulator to maintain ethical standards and donor trust.

Use a Solicitation Letter when your organization needs to raise funds or secure support for specific initiatives, especially during planned giving campaigns or capital projects. These letters work particularly well for registered charities launching new programs, expanding services, or responding to community needs that require additional resources.

Many organizations send Solicitation Letters at the start of their fiscal year, during annual fundraising drives, or when facing unexpected funding gaps. The timing often aligns with tax-efficient giving periods in the UK, such as the end of the tax year in April. For regulated charities, these letters serve as documented proof of compliant fundraising practices under the Charities Act.

• Marketing Sponsorship Agreement: Used when seeking corporate partnerships for marketing campaigns, offering brand visibility and promotional benefits
• Product Sponsorship Agreement: Focuses on in-kind support through product donations or discounts, common in charitable events
• Social Media Sponsorship Contract: Tailored for digital fundraising campaigns with social media exposure benefits
• Title Sponsorship Agreement: For premium-level partnerships offering naming rights and exclusive benefits
• Training Sponsorship Agreement: Designed for educational program funding and skills development initiatives

• Charity Trustees: Responsible for approving and overseeing fundraising strategies, ensuring letters align with charitable objectives
• Fundraising Managers: Draft and coordinate solicitation campaigns, tailoring letters to different donor segments
• Legal Advisors: Review content to ensure compliance with Charities Act and fundraising regulations
• Corporate Donors: Primary recipients for major gift campaigns and partnership proposals
• Individual Supporters: Targeted for regular giving programs and specific fundraising appeals
• Fundraising Regulator: Monitors compliance with fundraising codes and handles donor complaints

• Project Details: Outline your fundraising goals, timeline, and specific funding needs
• Donor Research: Gather information about potential donors' giving history and interests
• Legal Requirements: Confirm your charity registration number and fundraising compliance details
• Impact Data: Collect statistics and stories showing your organization's effectiveness
• Financial Plans: Detail how donations will be used and any matched funding arrangements
• Contact Information: Include designated contact person, donation methods, and Gift Aid details
• Review Process: Our platform ensures your letter includes all required elements and follows fundraising regulations

• Charity Details: Full legal name, registered charity number, and regulatory status
• Purpose Statement: Clear explanation of fundraising objectives and intended use of funds
• Gift Aid Declaration: Standard HMRC-approved wording for tax-efficient giving
• Donor Rights: Information about data protection and privacy under GDPR
• Financial Transparency: Details about fund management and reporting commitments
• Contact Information: Official correspondence address and responsible person details
• Compliance Statement: Reference to Fundraising Regulator membership and codes
• Legal Disclaimer: Terms and conditions of donation acceptance

While a Solicitation Letter and an Engagement Letter might seem similar as formal business communications, they serve distinctly different purposes in UK law and practice. Understanding these differences helps ensure you're using the right document for your specific needs.

• Primary Purpose: Solicitation Letters focus on fundraising and seeking donations, while Engagement Letters establish professional service relationships and terms
• Legal Framework: Solicitation Letters must comply with charity and fundraising regulations, whereas Engagement Letters fall under contract and professional services law
• Content Requirements: Solicitation Letters emphasize charitable purposes and Gift Aid declarations, while Engagement Letters detail scope of services, fees, and professional obligations
• Binding Nature: Solicitation Letters are generally non-binding requests, but Engagement Letters create legally enforceable service agreements