Solicitation Letter Template for United States

A Solicitation Letter is a formal written request asking for donations, support, or participation in a specific cause or initiative. Nonprofits, charities, and other organizations commonly use these letters to raise funds, attract volunteers, or gather resources for their missions.

To comply with U.S. fundraising regulations, these letters must clearly identify the organization, state the purpose of the request, and include required disclosures like tax-deductibility status or registration information. A well-crafted solicitation letter tells a compelling story, outlines specific needs, and makes it easy for recipients to respond with their support.

Use a Solicitation Letter when your nonprofit or charitable organization needs to raise funds, seek volunteers, or gather resources for specific projects or ongoing operations. This formal request becomes essential during annual fundraising campaigns, emergency relief efforts, capital improvement projects, or when launching new community programs.

Timing your Solicitation Letter matters���������������������������send it during tax season when donors are thinking about deductions, before major holidays when giving increases, or when addressing urgent community needs. Many organizations send these letters quarterly or monthly to maintain steady support and meet IRS reporting requirements for charitable contributions.

• Direct Mail Fundraising: Traditional donation requests sent to past or potential donors, featuring compelling stories and clear giving options
• 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, emphasizing immediate impact and time-sensitive response
• Corporate Sponsorship Requests: Tailored to businesses, outlining partnership benefits and tax advantages
• Volunteer Recruitment Letters: Designed to attract volunteers, detailing opportunities, requirements, and community impact

• Nonprofit Organizations: Primary creators and senders of Solicitation Letters, including charities, educational institutions, and religious organizations
• Development Officers: Professional fundraisers who craft and manage solicitation campaigns
• Legal Compliance Teams: Review letters to ensure they meet state fundraising regulations and IRS requirements
• Donors: Recipients who evaluate and respond to donation requests, including individuals, corporations, and foundations
• State Charity Regulators: Monitor fundraising activities and enforce charitable solicitation laws across different jurisdictions

• Organization Details: Gather your nonprofit's tax ID, state registration numbers, and current contact information
• Campaign Goals: Define specific fundraising targets, project timeline, and intended use of funds
• Donor Research: Compile giving history, donor preferences, and appropriate ask amounts
• Legal Requirements: Review state-specific disclosure requirements and charitable solicitation regulations
• Impact Data: Collect statistics, success stories, and concrete examples of your organization's work
• Response Mechanisms: Set up donation processing systems, reply envelopes, and online giving options

• Organization Identification: Legal name, address, and tax-exempt status (including EIN number)
• State Disclosures: Required charitable registration statements and financial information based on state laws
• Purpose Statement: Clear description of how donations will be used and any restrictions on funds
• Tax Deduction Language: IRS-required statements about tax-deductibility of contributions
• Gift Acknowledgment: Details about how donations will be recognized and receipted
• Contact Information: Designated person or department for questions and follow-up
• Opt-out Options: Information about how recipients can stop future solicitations

While 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, while an Engagement Letter establishes a professional service relationship and its terms.

• Purpose and Intent: Solicitation Letters aim to raise funds or gather support for nonprofit activities, while Engagement Letters outline the scope and terms of professional services
• Legal Requirements: Solicitation Letters must comply with charitable fundraising laws and IRS 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