One of the most challenging parts about organizing a fundraising golf outing is soliciting donations and raffle baskets. 

For starters, asking people for free stuff is always awkward, especially if you’ve been doing your event for years and tap the same businesses repeatedly. Also, urgency is never a concern for the donor, but getting items in time to package and present them for the outing is one that will stress any organizer out. 

To help with your donation requests, we’ve listed some letter best practices and included two donation request letter templates you’re free to use. 

We hope these resources get you those headline-making donations that motivate your golfers to dig deep into their pockets. 

What to Include in a Raffle Prize Request Letter

When writing your request letters, there is some information you’ll want to include upfront. The donor will likely want to know it or need it eventually. 

• Organization or event name.
• Tax ID number.
• Outing dates and details. 
• How funds will be allocated — If this isn’t the inaugural outing, include how much you’ve collected to date and how the money was distributed. 

Raffle Prize Solicitation Letter Best Practices

To give your letter the best chance of generating donations, consider the following best practices: 

• Research who makes donation decisions at the targeted organization and personalize the letter to that person. 
• If possible, call out how the business or donor is relevant to your cause. For example, a fundraiser for an individual might highlight how much he or she enjoys a restaurant’s signature dish. 
• Keep your letter short. As compelling as the long-version of your story may be, no one wants to read a book. 
• Include some suggested donation items to give the donor some quick ideas. 
• Make your ask very clear. When asking for free stuff, it’s often very easy to tip-toe around a direct request. The donor shouldn’t be left wondering what you want from them.  
• Make the next steps crystal clear. If I’m willing to donate to your cause, I shouldn’t wonder who to call or where to send my donation. 
• Get your letters out early. Contributing to your cause won’t be the highest priority for most organizations, so don’t save the ask till the last minute. Give them plenty of time to put something together. Ideally, start reaching out 5 to 6 months beforehand. 
• Be prepared to follow up once or twice. People get busy and your donation probably isn’t the business’ top priority. But don’t be pushy or impatient. 
• Put a bunch of irons in the fire. It’s always better to have more baskets than fewer. The more requests you make, the better chances you can fill your raffle table.

Raffle Prize Request Letter Templates

Below are two template letters or emails you are free to copy and use to help solicit donations.

TEMPLATE 1: Annual event where the person or organization has donated before

March 19^th, 2022

[DONOR NAME]

[DONOR ADDRESS]

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To [FIRST NAME],

This summer, we will be hosting the [GOLF OUTING NAME]. Through the event’s first [NUMBER] years, we have raised more than [DOLLAR AMOUNT]. This money has gone to [FUNDING ACCOMPLISHMENTS].  

We will be hosting our event again this year on [DATE]. [NOTE ABOUT THE ORGANIZATION'S RELEVANCE TO THE CAUSE], we wanted to ask if you’d be willing to donate again to our fundraising raffle. 

Last year, the [DONOR NAME] graciously donated [DONATED ITEM], and it generated a ton of interest. We'd really appreciate it if you could contribute to our cause again. 

If you’re willing to provide a donation, please feel free to call me at [PHONE] or email me at [EMAIL] to coordinate details, or send a package to [ADDRESS]. 

Thank you for your continued support.

Sincerely,

[YOUR NAME]

[CAUSE] (Tax ID: 23-111111)

[PHONE]

[EMAIL]

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TEMPLATE 2: Inaugural event where the person or organization hasn't donated previously:

March 19^th, 2022

[DONOR NAME]

[DONOR ADDRESS]

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To [FIRST NAME],

This summer, we will be hosting the inaugural [GOLF OUTING NAME]. We are hosting this event to help raise money for [FUNDING GOAL]. 

We will be hosting our event on [DATE]. [NOTE ABOUT THE ORGANIZATION'S RELEVANCE TO THE CAUSE], we wanted to ask if you’d be willing to donate to our fundraising raffle. 

We'd appreciate anything you can contribute to our cause, including [SUGGESTED ITEMS]. 

If you're willing to provide a donation, please feel free to call me at [PHONE] or email me at [EMAIL] to coordinate details, or send a package to [ADDRESS].

Thank you for your time and consideration.

Sincerely,

[YOUR NAME]

[CAUSE] (Tax ID: 23-111111)

[PHONE]

[EMAIL]

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