Use these free letter samples as templates for your formal notification.
School trips provide an opportunity for students to do and see things that they might not be able to experience in their family life. However, many schools have reduced funds and school trips are one of the first things to be cut from budgets. In order for children to get the education they deserve, fundraising has become an integral part of school activities.
Before a parent or guardian begins to write a donation request letter to help finance a school trip, they should ask the school officials about any policy on the subject. Once the parent or guardian knows the ground rules, they can begin to fundraise to help children take a fun and educational school trip.
Many people are willing to donate a small amount to a worthy cause. In order to be effective, the letter should grab the reader’s attention and try to engage him or her personally, so they feel they would like to help. Once they are convinced to give, the letter needs to be specific about how much to give and how to give it. If a recipient of the letter gives a donation, the teacher, parent or guardian should be sure to send a thank-you note.
Language Should be Direct
One of the most important components of a good donation request letter is to ask specifically for the individual’s help. The language should be direct. For example, the letter can say ‘we need your help’ or it can say ‘you can make this fantastic experience possible’, or it may say ‘we are asking for your help’.
Some qualities of a good donation request letter are:
• The letter should present the need and the solution
• The letter should inspire the person to give
• The letter should directly ask for an amount
• The letter should give a good justification for the school trip
• The letter should give a clear and easy way to make a donation
The first paragraph should start with an up-beat tone and convey good news or something positive about the fundraising cause. It should be slightly entertaining and interesting to captivate the interest of the potential donor. The next paragraph can give details about the cause. It may contain some personal information. It is recommended to make the letter one page, but if it requires two pages, the writer should make sure the information is compelling so that the potential donor wants to go on reading.
It is important to convince the potential donor that the money will be honestly dealt with and go to the cause. The letter should have a professional tone, even though it should be warm, it shouldn’t be casual and give the impression that the person requesting the donation is irresponsible. After the signature, a postscript is a good tool for giving information to readers who skin such letters.
Below is a sample donation request letter for a school trip. It is written by a teacher with the permission of her principal. The letter is intended for 12 to 15 recipients, and each will be personalized. It may go to an individual or a local business owner. It is recommended to send each letter by certified mail, so it is sure to be delivered.
Sample Donation Request Letter for a School Trip
Name of Teacher
Name of School
Address of School
City, State, Zip Code
Name of Individual or Organization
Address of Individual or Organization
City, State, Zip Code
Dear Name of Individual:
It is a well-known fact that experience is a better way to learn than reading. While most learning requires reading, my senior English class has a plan to experience a play by Shakespeare after having studied it for a month. The Local Theater presents The Tempest during the winter holidays, and our class would like to attend.
Tickets cost $40 each, which is out of the range most of our families can pay for one night’s entertainment. We believe this experience is much more than entertainment and would like to request help from you to make it possible for the whole class to attend together.
The play is presented during the last week in December and the first week in January. We are also planning to stop for ice cream after the play to discuss our experience while it's still fresh. There are 30 students and two teachers. The teachers and five students will pay their own way, but we need about $1250 for the rest of the class. The school is providing the transportation.
If you could donate $100, it would be a great help. You may send a personal check to the school address above. Kindly note on the check that it is for the school trip. If you have any questions, I can be reached at Phone Number or at Email Address.
Thank you in advance for helping further the education of these bright and enthusiastic students.
Signature of Teacher
Printed Name of Teacher
P.S. If we can all go together, this will be a great night for us.