Kindness and generosity are some of our defining traits as Filipinos. We always lend a helping hand to someone in need. 

That’s why writing solicitation letters is the go-to approach to raise funds for good causes in the Philippines.

Looking for solicitation letter samples to help you write your own? You’re in the right place! In this article, you’ll learn how to write a solicitation letter that wins potential donors and sponsors. 

At a Glance: Solicitation Letter Sample Templates (Free Download)

1. Solicitation Letter Sample Template for Sports Event (e.g., basketball/volleyball)
2. Solicitation Letter Sample Template for Church Project
3. Solicitation Letter Sample Template for Medical Operation
4. Solicitation Letter Sample Template for School Competition
5. Solicitation Letter Sample Template for Brigada Eskwela
6. Solicitation Letter Sample Template for Donation Drive for Calamity Victims
7. Solicitation Letter Sample Template for Alumni Homecoming
8. Solicitation Letter Sample Template for Pageant 
9. Solicitation Letter Sample Template for Christmas Party
10. Solicitation Letter Sample Template for Teacher’s Day
11. Solicitation Letter Sample Template for the PTA project
12. Solicitation Letter Sample Template for Feeding Program
13. Solicitation Letter Sample Template for an Animal Shelter
14. Solicitation Letter Sample Template for Funeral

What Is a Solicitation Letter?

A solicitation letter is a letter that asks a particular person or organization to voluntarily donate money or other resources for a project, program, or event.

The use of solicitation letters is common here in the Philippines. Here are some familiar examples:

• Some individuals with their loved ones in the hospital go door-to-door and give solicitation letters. 
• Church volunteers give solicitation letters to nearby communities to raise funds for their outreach programs.
• NGOs send solicitation letters to LGUs and private companies to ask for donations for typhoon or earthquake victims.
• Young Filipinos participating in local sports competitions raise funds for their registration fee and jersey uniforms through solicitation letters. 

What Is the Purpose of a Solicitation Letter?

The main purpose of a solicitation letter is to raise funds for a particular event, project, or program. Compared to other fundraising methods, writing solicitation letters is easier and less costly. 

This method can also collect money within the shortest possible time since the recipient can contribute immediately after reading the letter. They can either give the money to the sender or deposit it in the indicated bank account. 

Moreover, solicitation letters are more casual and straightforward. There’s no need to make it look like a formal proposal letter with a detailed project plan or documentation. The letter is good to go as long as the essential details are mentioned. 

Parts of a Solicitation Letter

1. Letterhead – includes details about the sender, such as the name of the person or organization, position, and address.
2. Date – the date when the letter is sent.
3. Recipient details – include the recipient’s name, position, organization/company, and address.
4. Salutation – in case the name of the recipient is unspecified, you may use the phrase To whom it may concern.
5. Introduction – provides a brief detail about the sender.
6. Body of the letter – states the sender’s purpose and intent to solicit funds, target date, fund amount, and avenues for the recipients to send their donation. 
7. Conclusion of the letter – provides contact details (phone number or email address) of the sender and expresses gratitude to the recipients.
8. Closing Remarks – short formal closing statement such as Best regards, Regards, Very Truly Yours, or Respectfully Yours.
9. Signature over the sender’s name.

How To Write a Solicitation Letter: Step-by-Step Guide

1. Write the Letterhead and the Date

There are different ways to write the letterhead of a solicitation letter, but the most common format is the one where it is written at the uppermost left portion of the letter. This portion indicates the sender’s name, position, organization or company, and address.

However, some organizations or companies prefer to put the letterhead in the upper middle section of the letter. This is usually used by senders writing on behalf of a school or a business institution. Furthermore, this format has the logo/s of the organization placed on each side of the letterhead. 

For instance, the letterhead of a solicitation letter for a church project can be placed in the upper middle section of the letter, just below the church’s logo. This is also the format usually used by schools for their projects such as Brigada Eskwela.

Once you’re done with the letterhead, indicate when you’re scheduled to hand in the solicitation letter.

2. Complete the Recipient’s Details

This includes the name, organization, and address of the recipient. 

3. Write a Short Salutation

The most common salutations used are Dear Sir/Madam/Name of the recipient. 

To whom it may concern is used when uncertain about the recipient’s name.

4. Write the Introduction of the Solicitation Letter

Your goal in this portion is to convince your recipient about the legitimacy of yourself or your organization. If you’re writing on behalf of an organization, provide a brief statement of the organization’s goals and missions.

In our example above, the sender is writing on behalf of a particular school’s Supreme Student Government (SSG). He mentioned a quick overview of the SSG’s mission to promote student welfare and rights.

5. Write the Body of the Solicitation Letter

In this portion, you must state three important pieces of information in no particular order. 

a. Purpose of Your Fundraising and Its Beneficiaries

In our example, the sender’s purpose for fundraising is for them to collect money to conduct their “Notebook Showering” program. They also mentioned that their beneficiaries are 100 students from their school.

Make sure to be as specific as possible. So instead of writing general statements such as “My brother is in hospital and needs money for his operation and immediate recovery,” indicate the exact illness of the beneficiary (e.g., pneumonia, cancer, diabetes, etc.), the hospital where he/she is confined, and the gravity of his/her condition (i.e., critical). 

Don’t forget to mention the date when the program/event/medical operation will be held. This gives a sense of urgency to the recipient to donate before the specific date. Your indicated time frame should make your recipient feel that there’s limited time to give money².

b. Target Amount 

For transparency, state how much money is needed for the fundraising. No need to go into details about why you came up with that amount but make sure that it is reasonable.

In our example, the sender mentioned that they need ₱10,000 for their “Notebook Showering” program. He also explained how this amount will be used. This is a realistic figure given that they will help more than 100 poor students to have decent school supplies. If the sender wrote a larger amount, such as ₱50,000, this will look suspicious to the recipient.

c. Intent To Solicit

Explicitly state that you’re asking the recipient to donate money. Be polite, and don’t force them. Mention that any amount they’ll provide will be helpful for your cause.

However, financial assistance is not the only thing you can request using a solicitation letter. For instance, teachers during Brigada Eskwela write solicitation letters to LGUs or private organizations to donate cleaning materials. In cases like this, make sure to specify the items you are requesting. 

Once you’ve informed your recipient about your intent to solicit, it’s time to tell them how they can send the money (or items solicited). You may attach a return envelope or write your bank account details. 

Don’t forget to put your contact details (mobile phone number and email address) in case the recipient has any queries. 

6. Conclude Your Letter by Expressing Your Gratitude to the Letter’s Recipient

Allot a short paragraph to say thank you in advance to the recipient. You may also mention how valuable their help is to the success of your cause.

7. End the Letter With a Closing Remark Together With Your Name and Signature

Tips and Warnings

• If you are sending a solicitation letter in person, it’s advisable to attach a return envelope to the letter. This provides a hassle-free way for the recipient to send the money. You can “personalize” this also by putting your organization’s logo.
• Keep it short. No need to use lengthy sentences to impress the recipient. Make it straight to the point, as some may have no time to read long letters. 
• A solicitation letter should be focused more on the beneficiary, not on your organization. A larger chunk of the letter must focus on how the fundraising can help the beneficiaries.
• If a bank deposit is one of the donation channels, make sure that the bank or e-wallet account name is the same as the sender’s name. If you’re writing on behalf of an organization, the account name must be that of the organization as well. If this is not the case, mention explicitly in the letter the account name to inform your reader. 
• Although it is not required to attach permits, certifications, or project plans with a solicitation letter, it’s best to still put them. It will make the recipients feel more secure that their donated money will go to the right cause. 
• Don’t force the recipient to donate. Your letter must not leave an impression that you’re obliging the recipient to give money. As much as possible, they should feel they are helping out of kindness. 

Frequently Asked Questions

References