Free Donation Request Form and Letter Templates

Are you a nonprofit organization seeking food, raffle, or other in-kind auction item donations for your fundraiser? If you’re curious about how to request donations, how to reach out to potential donors, or who to contact, look no further; we’ve got you covered.

Organizing a nonprofit gala event requires a lot of resources, and securing in-kind donations from companies can be a great way to help offset some of the costs. In-kind donations are non-monetary donations of goods or services, such as gift certificates, products, or event space. If you're a nonprofit organization planning a gala event and looking to request in-kind donations from companies, here are some tips to help you make a successful ask.

We’ve also provided free sample donation request forms, letter templates for donation request outreach, and silent auction bid sheet templates. If you’re not sure where to start, we’ve also listed popular donors on TheShareWay site who offer online donation request forms for food, beverages, and raffle items.

1. Determine what types of in-kind donations you need

Consider what types of in-kind donations would be most helpful for your event. For example, you might need items for a silent auction, or catering for the event. Once you've determined what you need, make a list of companies that offer those goods or services.

Need help getting started? If you’re new to requesting donations, you’ve come to the right place; below, we’ve compiled a list of popular donor companies found on TheShareWay site, including a designer jewelry company, a knitting marketplace, a sustainable coffee roaster, and American fast-casual restaurant chains.

Companies with online donation request forms

You can find even more donors by visiting TheShareWay site to see our full list of 400+ donors as well as user-submitted reviews to help with your search.

Raffle Item Donations

CVS
Donates gift cards | Requires 501c3 status | Submit donation request 42 days before your event | Prefers Local Community causes | Donates in all states

CVS is reinventing pharmacy to have a more active, supportive role in each person's unique health experience and in the greater health care environment, from advising on prescriptions to helping manage chronic and specialty conditions to providing quality walk-in medical care and pharmacy benefits management.

Knit Picks
Donates knitting products, auction baskets | Requires 501c3 status | Prefers to donate to Arts & Culture and Local Community causes | Donates in all states

Knit Picks is a retailer of quality yarn and needles for all types of knitting crafts. They are passionate about ethical sourcing and providing affordable materials.

Rocketbook
Donates notebooks | Requires 501c3 status | Donates in all states

Rocketbook is producing the notebooks of the future, digitizing the pen and paper experience with their unique, reusable notebooks designed for cloud connectivity via their Rocketbook App. They value sustainability, and make their products with recyclable plastics.

Kendra Scott
Donates raffle items | Requires 501c3 status | Submit donation request 30 days before your event | Prefers Education, Wellness & Fitness causes | Donates in all states

Kendra Scott is a Texas-based jewelry company that designs everyday pieces, fine jewelry, and wedding jewelry. They also sell home accessories and decor.

Caesars Entertainment
Donates tickets, venues, monetary donations | Requires 501c3 status | Submit donation request 90 days before your event | Prefers Wellness & Fitness, Environment & Sustainability, Education, Equality causes | Donates in all states

Caesars Entertainment is a hospitality and accommodations service. They manage luxury resorts, hotels, casinos, and other upscale vacation destinations.

Food and beverage donations

La Colombe
Donates roasted coffee products | Requires 501c3 status | Submit donation request 44 days before your event | Prefers Equality, Local Community, Environment & Sustainability causes

La Colombe is a responsibly-sourced coffee roaster that is "changing the way we view coffee" through unique blends and brewing education. They are just as passionate about serving quality coffee as they are uplifting coffee producers.

Freddy's Frozen Custard & Steakburgers
Donates gift baskets, gift cards, food | Prefers Local Community causes | Donates in all states except AK, CT, DE, HI, MA, MD, ME, ND, NH, NY, OR, RI, SD, VT, WA, WV

Freddy's is a family restaurant serving American fast food. As their name implies, their specialties include burgers and frozen custard.

AlterEco
Donates chocolate, raffle items | Donates in all states

AlterEco is a socially responsible chocolate company. Their mission is global transformation through ethical relationships with small-scale farmers, and an integral sustainability orientation at every point on the supply chain.

Noodles & Company
Donates catering gift certificates, auction kits, food | Submit donation request 42 days before your event | Prefers Education, Local Community, Children, Environment & Sustainability, Poverty & Homeless causes | Donates in all states except AL, AK, DE, GA, HI, LA, MA, ME, MS, NH, NJ, NM, NV, OK, RI, SC, TX, VT, WV, WY

Noodles & Company is a casual restaurant chain serving fresh noodles, pastas, salads, and soups. They offer a variety of dishes, from Italian-inspired pastas to Asian noodle plates.

Raising Cane's
Donates gift cards, monetary donations, food | Prefers Local Community, Poverty & Homeless, Animals, Art & Culture, Education, Wellness & Fitness causes | All states except for CT, DE, FL, ID, IN, ME, MD, MI, MT, NH, NJ, NY, ND, OR, PA, RI, SD, VT, WA, WV, WI, WY

Raising Cane's is an American fast-food chain famous for their fresh, made-to-order chicken fingers.

2. Draft a proposal letter

When requesting in-kind donations, it's important to have a clear and professional proposal letter. This letter should introduce your organization and the event, explain why you're requesting a donation, and describe the benefits that the company will receive for their donation. Make sure to personalize the letter for each company you're approaching, and be sure to include specific details about how their donation will be used.

If you're unsure how to get started, below are some sample templates you can use and customize for your donation requests.

Sample Letter, Form, and Bid Sheet Templates

Donation Request Letter Template

• This template can be used for initial outreach, such as when contacting companies through email or with a physical letter.
  
  

Thank You Letter for Donation Template

• This template can be used to thank donors after having received an approved donation.
  
  

Donation Request Form Template

• After a company has agreed to donate to your nonprofit, send them this document to capture the full details of the donated items.
  
  

Silent Auction Bid Sheet Template

• Running a silent auction? Use these bid sheets templates. We have multiple themes!
  
  

3. Provide recognition for the company's donation

Consider recognizing the companies that make in-kind donations to your event. This could include listing their name in the event program or on your organization's website, or thanking them during the event. Providing recognition for their donation will help build goodwill and encourage future support from the company.

Requesting in-kind donations from companies for a nonprofit gala event requires careful planning and preparation. As long as you follow these steps, you’ll be on your way to a successful event that will bring in plenty of donations. Good luck!

Photo by Scott Graham on Unsplash