Solicitation Letter Template for Malaysia

A Solicitation Letter is a formal written request seeking donations, support, or participation for a specific cause or organization. In Malaysia, these letters commonly help non-profits, religious institutions, and registered charitable bodies raise funds under the Societies Act 1966 and Income Tax Act 1967.

The letter must clearly state its purpose, the requesting organization's details, and how donations will be used. Malaysian law requires fundraising organizations to maintain proper records and obtain necessary permits, especially for public collections. A well-crafted solicitation letter often includes tax-deduction information and follows guidelines set by the Registrar of Societies.

Use a Solicitation Letter when your organization needs to raise funds or gather support for charitable, religious, or community-based initiatives in Malaysia. This formal request becomes essential before launching fundraising campaigns, seeking corporate sponsorships, or requesting in-kind donations from potential donors.

The timing matters most when planning major projects, during annual funding drives, or responding to specific community needs. Malaysian non-profits typically send these letters at the start of fiscal years or before significant events. Remember that under local regulations, you need proper permits and registration before distributing solicitation letters for public fundraising activities.

• Basic Fundraising Request: Standard solicitation letters used by registered Malaysian charities seeking monetary donations, typically including tax benefit information
• Corporate Sponsorship Appeal: Detailed proposals targeting businesses, outlining specific sponsorship tiers and recognition benefits
• Emergency Relief Campaign: Time-sensitive appeals focusing on immediate community needs or disaster response
• Project-Specific Request: Letters seeking support for particular initiatives, complete with project timelines and specific funding goals
• In-Kind Donation Request: Letters asking for non-monetary contributions like goods, services, or volunteer time

• Non-Profit Organizations: Registered charities, religious bodies, and community groups who draft and send solicitation letters to raise funds for their causes
• Board Members: Approve and often sign these letters, ensuring compliance with Malaysian charity regulations
• Corporate Donors: Business entities who receive and respond to solicitation letters, often seeking tax benefits under Malaysian law
• Fundraising Coordinators: Staff members who manage the solicitation process and maintain proper documentation
• Legal Advisors: Review letters to ensure compliance with Malaysian fundraising laws and Registrar of Societies requirements

• Organization Details: Gather your registration number, tax exemption status, and official letterhead
• Project Specifics: Document clear funding goals, project timeline, and intended use of donations
• Legal Requirements: Check current Malaysian fundraising regulations and obtain necessary permits
• Donor Benefits: List tax deduction information and recognition programs for contributors
• Supporting Documents: Prepare financial statements, past project results, and organization credentials
• Contact Information: Include multiple ways donors can reach you and make contributions

• Organization Identity: Legal name, registration number, and tax-exempt status under Malaysian law
• Purpose Statement: Clear description of fundraising objectives and intended use of donations
• Legal Disclosures: Required statements about fundraising permits and regulatory compliance
• Financial Information: Transparent breakdown of fund allocation and administrative costs
• Tax Benefits: Details of tax deduction eligibility under Income Tax Act 1967
• Authentication: Official letterhead, authorized signatures, and organizational stamp
• Contact Details: Complete information for donation submission and inquiries

A Solicitation Letter differs significantly from an Engagement Letter in both purpose and legal implications. While both documents formalize relationships, their core functions and requirements under Malaysian law are distinct.

• Primary Purpose: Solicitation Letters request donations or support for charitable causes, while Engagement Letters establish professional service relationships and outline terms of business arrangements
• Legal Framework: Solicitation Letters must comply with Malaysian fundraising regulations and Societies Act requirements, whereas Engagement Letters follow contract law and professional service standards
• Financial Implications: Solicitation Letters discuss voluntary contributions with tax benefits, while Engagement Letters specify binding payment obligations and service fees
• Documentation Requirements: Solicitation Letters need charity registration proof and fundraising permits; Engagement Letters require detailed scope of work and professional terms