Silent Auction Request Letter

If you’re doing silent auctions at your fundraising event, this sample silent auction request letter will help you get more items donated to raise money. Essentially, this is a modified donation request letter and follows that format or template while giving the business owner or decision maker all the necessary facts.

Silent auction request letter

The success of your silent auction depends on getting great items donated, so your letter needs to convey your need and elicit a positive response. Here’s an overview of what to say and how to say it, followed by a sample letter that you can copy.

Silent Auction Request Letter Tips

  1. Introduce yourself and your group
  2. Include event description, date, time, and place
  3. Explain your need, i.e. why you are raising funds
  4. Explain their benefit, i.e. what’s in it for them
  5. Specifically “ask” for their help
  6. Give a psychological justification using “because”
  7. Include a donation form with contact information

Sample Silent Auction Request Letter

Date

Dear Mr./Mrs. Business Owner (Use their real name, not “To whom it may concern”),

I’m Kelly Doe with Your Local Nonprofit Group and we are hosting a large fundraising event Next month. Our “Don’t Worry, Be Awesome!” event will be held at the Community Events Center on January 31, 2013 starting at 7:00 p.m.

We are raising funds to assist returning veterans find jobs because they’ve sacrificed so much for our country. Our job skills program shows veterans how to adapt their military training to learning valuable skills. Unemployment rates are sky high for this group of talented young men and women, which is a major problem.

Our event is expected to draw over 500 supporters and participating businesses will be prominently featured in our event program. In addition, each program contains a “support our supporters” flyer listing contact details for these businesses.

Can you help us out with a donation of a product or service from your business because it will greatly help an unemployed veteran? All donations are greatly appreciated and are tax deductible. Your donation can be something as simple as a gift certificate to your business or an invitation to share lunch with you.

A donation form for silent auction items is attached. Simply fill it out, then call or email us and we’ll handle everything.

Thank you for your consideration of our request to help out unemployed veterans.

Cordially,

Kelly Doe

Auction Committee Chairperson
Your Local Nonprofit Group
Phone: (555) 555-5555
Email: Kelly [AT] ylnpg.org

And that’s how you ask for donations of silent auction items!

Sample Silent Auction Donation Form

Silent Auction Donation Form

Donor Representative Name: _______________
Donor Company Name:____________________
Mailing Address:_________________________
Physical Address:________________________
EMAIL:________________________________
Phone Number:__________________________

Description of item or service being donated
______________________________________
______________________________________
______________________________________
______________________________________
______________________________________

Approximate Retail Value: ____________________

Thank you for your support!

Please return this form or email the same information to Kelly by January 14th, 2013

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