How to Write a Procurement Letter (Without Making Your Donors Snooze)

Writing a procurement letter can sometimes feel like pulling teeth—you're asking for donations, but how do you make it sound urgent, appealing, and personal without putting your recipient to sleep? It’s a delicate balance, but fear not! Here's your guide to crafting a letter that doesn’t just get opened, but actually gets results.

First off, keep it short and sweet. The world has a short attention span, and your letter should reflect that. Aim for one page (two at most if you’re feeling extra) and stick to the essentials. Nobody wants to read a novel about your cause—just hit them with the highlights and keep it moving.

Mission Plastico's elegant auction full of expertly procured items, ready for the spotlight!

But don’t make it sound like a mass-produced form letter. Yes, personalization is possible! A quick “Dear [Name]” goes a long way. If they’ve donated before or been involved with your nonprofit, make a note of that—people love feeling like they’re more than just a name on a list.

Now, let’s talk about your mission. Share why your nonprofit exists, but don’t go overboard. A sentence or two should be enough to get the point across. Save the emotional, heart-wrenching stories for your event speeches or website; in your letter, you want to leave them wanting to know more, not buried under a pile of facts and figures.

The event details? Yes, they matter—but again, keep it simple. You don’t need to give them a rundown of every little thing that’s happening. Instead, focus on the essentials: event name, date, location, and number of expected guests. If you’ve got a VIP speaker or celebrity involvement, throw that in there too! Everyone loves a little star power.

A carefully procured wine selection makes for a great display—perfect for extra revenue with a wine pull.

Once you’ve shared the basics, you need to answer the all-important question: how will their donation help? People want to know their contribution is going to make a real difference. Maybe their donation will cover catering, sponsor a child’s ticket, or help you reach your event goal. Be specific, and let them know exactly how their generosity will make an impact.

And here’s where you make it easy for them—tell them what to do next! If you want them to donate online, sign a form, or contact you directly, make it crystal clear. Don’t leave them guessing. The simpler you make it, the better.

Of course, always sign the letter—both you and the head of the organization. A signature adds a personal touch, and it shows that the ask is coming from real people who truly care. Plus, it gives the letter a sense of legitimacy that a generic, unsigned request simply can’t convey.

If you’re feeling extra strategic, consider writing two versions of your letter: one for those who have donated before, and one for first-time givers. For repeat donors, focus on a thank you (because, hey, they’ve already helped!), and for new folks, add a little extra charm and context to get them excited about your cause.

Make sure the letter is on official letterhead—it looks professional and adds credibility. Bonus points if you can include your event logo! A well-designed letter gives the impression that your nonprofit is organized, serious, and ready to make some fundraising magic happen.

Finally, always include a form or a direct link to your donation page. Don’t just tell them to donate—give them the tools to do it. The easier you make it for them to contribute, the more likely they’ll actually follow through.

So, there you have it. A good procurement letter doesn’t need to be long-winded or complicated—it just needs to hit the right notes. Be concise, be clear, and, most importantly, be genuine. Happy letter writing, and may your fundraising efforts soar!