Your data doesn't train Genie's AI
You keep IP ownership of your docs
What is a Solicitation Letter?
A Solicitation Letter is a formal written request seeking donations, support, or participation, commonly used by Hong Kong charities and non-profit organizations to raise funds or gather resources for specific causes. These letters must comply with local fundraising regulations and typically require approval from the Social Welfare Department before distribution.
The letter outlines the organization's mission, specific funding needs, and intended use of contributions while following strict disclosure requirements under Hong Kong's Charitable Fundraising Guidelines. It often includes tax-deductible status information, payment methods, and contact details for donor inquiries - making it a crucial tool for transparent and accountable fundraising campaigns.
When should you use a Solicitation Letter?
Use a Solicitation Letter when your Hong Kong non-profit or charitable organization needs to launch a fundraising campaign or seek specific resources from potential donors. This formal request becomes essential during annual giving drives, emergency response initiatives, or when launching new community programs that require external support.
The timing often aligns with fiscal year planning, major charitable events, or responding to community needs. Many organizations send these letters quarterly or during peak giving seasons like Christmas or Chinese New Year. Remember that Social Welfare Department approval must be secured before distribution, so start the process at least 4-6 weeks before your intended mailing date.
What are the different types of Solicitation Letter?
- Solicitation Letter For Death Donation: Used specifically for memorial fundraising campaigns, focusing on commemorating the deceased while supporting related causes
- Financial Support Agreement: A more formal variation used by established charities for large-scale, structured donation arrangements
- Fund Offering Memorandum: Advanced solicitation format for sophisticated donors, typically used in charitable endowment or foundation fundraising with detailed investment terms
Who should typically use a Solicitation Letter?
- Non-Profit Organizations: Lead the drafting and sending of Solicitation Letters, ensuring compliance with Social Welfare Department guidelines
- Legal Advisors: Review and verify compliance with fundraising regulations and charitable donation laws
- Board Members: Approve campaign strategies and sign off on major solicitation initiatives
- Potential Donors: Recipients who evaluate the funding request and make decisions about contributions
- Social Welfare Department Officials: Review and approve letters before distribution, ensuring public interest protection
- Finance Teams: Handle donation processing and maintain records for tax and audit purposes
How do you write a Solicitation Letter?
- Organization Details: Gather your charity registration number, tax-exempt status, and mission statement
- Campaign Specifics: Define your fundraising goal, timeline, and specific purpose for the funds
- Donor Information: Prepare gift recognition levels, tax deduction details, and payment methods
- Regulatory Compliance: Check current Social Welfare Department guidelines for fundraising approval requirements
- Supporting Documents: Collect financial statements, project plans, and impact reports to reference
- Review Process: Our platform helps generate compliant letters with all mandatory elements, ensuring legal accuracy
- Approval Timeline: Allow 4-6 weeks for government review before distribution
What should be included in a Solicitation Letter?
- Organization Identification: Full legal name, charity registration number, and registered address
- Fundraising Purpose: Clear statement of campaign objectives and intended use of funds
- Financial Transparency: Detailed breakdown of fund allocation and administrative costs
- Donor Rights: Tax deduction information and privacy protection commitments
- Regulatory Compliance: Social Welfare Department approval reference number and validity period
- Contact Details: Designated person for donor inquiries and complaint handling
- Legal Disclaimers: Data protection statement and donation terms under Hong Kong law
- Authentication: Authorized signatory details and official organization chop
What's the difference between a Solicitation Letter and an Engagement Letter?
A Solicitation Letter differs significantly from an Engagement Letter in both purpose and legal implications. While both documents formalize relationships, they serve distinct functions in Hong Kong's legal landscape.
- Primary Purpose: Solicitation Letters request charitable donations or support, while Engagement Letters establish professional service relationships and fee arrangements
- Legal Framework: Solicitation Letters fall under charitable fundraising regulations and require Social Welfare Department approval; Engagement Letters are governed by contract law and professional services regulations
- Binding Nature: Solicitation Letters are non-binding requests for support; Engagement Letters create legally enforceable obligations between parties
- Required Content: Solicitation Letters must detail fundraising purposes and fund allocation; Engagement Letters outline scope of services, fees, and professional responsibilities
Authors
Genie’s Security Promise
Genie is the safest place to draft. Here’s how we prioritise your privacy and security.
Your data is private:
We do not train on your data; Genie’s AI improves independently
All data stored on Genie is private to your organisation
Your documents are protected:
Your documents are protected by ultra-secure 256-bit encryption
We are ISO27001 certified, so your data is secure
Organizational security:
You retain IP ownership of your documents and their information
You have full control over your data and who gets to see it
