Short answer: A donation request letter to a business should name the event and date, explain what the money is for, ask for one specific item or a clearly described type of item, say how the business will be thanked, and give a pickup or delivery date. Bring it in person to the owner or manager when you can. Track every donation's estimated value, and send a written thank-you within two weeks.
This page is part of the school sponsorship guide. Cash sponsorships have their own sponsorship letter templates; this page covers in-kind donations: goods and services instead of money. Every prize, auction item or case of water a business donates is a cost the fundraiser doesn't pay, so more of what families give reaches the purpose. Below: what to ask each kind of business for, four letters, a donation form, a thank-you and a tracker.
What to ask businesses for
| Business | Good ask | Used for |
|---|---|---|
| Restaurants, pizza and ice-cream shops | Gift cards, a class party, volunteer lunch | Prizes, volunteer thanks |
| Grocery stores | Water, snacks, a gift card for supplies | Event-day costs |
| Bowling, trampoline parks, skating rinks, cinemas | Family passes | Top prizes, auction items |
| Salons, spas, fitness studios | Services or class packs | Auction items for adults |
| Printers and sign shops | Banners, flyers, yard signs | Event materials |
| Hardware and garden stores | Supplies or a garden package | Event setup, auction items |
| Sports teams and venues | Tickets or signed items | Auction items, raffle prizes where legal |
| Bookstores and toy stores | Gift cards, book bundles | Prizes for younger students |
| National and regional chains | Whatever the company's giving program allows; ask the store manager whether requests go through an online form, and apply weeks ahead | Any of the above |
Ask for something specific. "Two family passes for our top-fundraising classes" is easier to say yes to than "anything you can give." Before you ask, decide what each item is for; the prize and incentive ideas show structures that reward participation as well as top earners.
Fill in the details that never change
Your school, event, purpose and contact details are the same in every request, so enter them once here and they appear in all four letters and the thank-you below. The business name, the item you're asking for and the dates stay in brackets, because those change with every business. Nothing you type leaves your browser.
1. General donation request letter
2. Auction item request
3. Short email version
4. Follow-up (about ten days later)
In-kind donation form
Use one form per donation. It gives you what you need for the catalog or prize list, the thank-you and the treasurer's records.
The donor estimates the value; your group records it but doesn't certify it. IRS Publication 1771 is specific about non-cash gifts: the written acknowledgment describes the item but does not state its value, and says whether the donor received anything in return. Your treasurer may use the donor's estimate as a starting point when recording in-kind income, and auction winners may ask for it. The same publication notes that donors generally can't deduct the value of services they give, so thank a business for its time without implying a deduction. The general acknowledgment rules, including the $250 threshold, are in the donor acknowledgment section.
Thank-you letter for in-kind donations
Keep a donations tracker
One row per request keeps volunteers from asking the same business twice and makes the thank-yous easy. Print the sheet below for the volunteer table, or copy its columns into a shared spreadsheet, and save it in the fundraising folder for next year's chair.
Printable in-kind donations tracker
The value column is the donor's estimate, for your records. It does not go on the thank-you letter.
| Business and contact | Asked by, date | Item | Donor's est. value | Received | Thanked | Ask again? |
|---|---|---|---|---|---|---|
Tips for a better response
- Ask early. Four to six weeks' notice is the minimum; two months is better, and more for a chain's online program.
- Ask for the item you'll actually use. A class-party prize or a family pass you've planned around is easier to say yes to, and easier to thank for, than "anything."
- Offer a smaller alternative. A business that can't give a family pass may give two single passes or a gift card.
- Bundle small items. Several small gift cards can become one attractive auction basket. The basket auction guide has class basket themes and a contents card.
- Check expiration dates and restrictions when the item arrives, and list them on the donation form so winners aren't surprised.
- Tell the business what its donation did. "It was the prize for the class with the highest participation" is the line that earns next year's yes.
Sources
- Publication 1771: Charitable Contributions, Substantiation and Disclosure Requirements, Internal Revenue Service (accessed 2026-10-30)
Frequently asked questions
How do you ask a business to donate to a school fundraiser?
Visit the owner or manager with a short letter that names the event, the date and the purpose, and asks for one specific item. Explain how the business will be thanked and when you need the item. Leave the letter and an in-kind donation form, and follow up once if you don't hear back.
What should a donation request letter include?
The event name and date, what the money raised will be used for, the specific item you're asking for, how it will be used, how the business will be recognized, a deadline and pickup details, and the group's contact information. Include the group's legal name and EIN if it is a 501(c)(3) organization.
Do we need to give businesses a receipt for in-kind donations?
Send every donor a written thank-you that describes what was donated. If your group is tax-exempt, IRS Publication 1771 says the acknowledgment for a non-cash gift should describe the item, not value it, and say whether anything was given in return; donors need one for any single gift of $250 or more. Ask your treasurer to confirm the wording your group uses.
Can we ask chain stores for donations?
Yes, but many chains handle requests through a corporate program with an online form and lead times of several weeks. Ask the local store manager how requests work, and apply early. Locally owned businesses usually decide faster.