How to Write a Donation Letter for Youth Sports

Every sports league or club needs to raise extra money. Seeking donations from businesses is a great idea–but can seem tricky at first. It’s no surprise that many leagues wonder how to write a donation letter for youth sports.

Many well-known companies make generous donations to worthy causes. But these companies receive a lot of requests from organizations like yours. You have to know how to approach them to secure the funds you need.

How can you make your request stand out? Follow these five tips to write a donation letter that gains attention and wins support.

1. Make it Personal

Your donation request shouldn’t read like an impersonal form letter. Instead, do some research and find the name of a decision-maker at the organization. This may be a store manager or human resource leader. Address your letter to this person, if possible and sign each letter personally.

Another way to build a connection is by using the word “you” throughout the letter. This simple word makes readers feel like they are part of your content. In fact, a Yale University study identified “you” as the most influential word in English.

Also, the sender of your donation letter can make a difference. Is there someone in your league who is well known or well connected in your community? Ask if he or she would be willing to be the “face” of your donation outreach.

2. Share Results and Success Stories

When people are making a donation, they want to know their money is going to a good cause. It’s helpful to explain exactly how you expect to use the donation.

Will funds go to scholarships for players needing support? Are you covering equipment costs that might be out of reach for some youth athletes?

If you have historical data on the number of athletes your league has supported share that too. These types of details help people understand why their contribution is important.

Success stories make an impact too. You can highlight league accomplishments–such as competing in regional, state, or national tournaments.

Also, you can share the story of a youth who faced barriers to sports participation. Tell how being part of your league made a difference in this young person’s life. This may not be the story of your best athlete. Instead, it can show how your program promotes values like confidence and perseverance.

3. Explain Any Benefits the Donor Receives

Typically, you should offer the business a benefit in exchange for their contribution. You can even offer tiered benefits tied to the size of the donation.

Some of the benefits you can offer include:

  • Announcing the name of the donor at events or games
  • Printing the name of the donor on team t-shirts
  • Hanging an advertising banner near playing fields or arenas
  • Listing the name of the donor on your website

For many businesses, these benefits are a powerful form of grassroots advertising. People affiliated with your league will associate the business with a worthy cause. That positive sentiment is very valuable to local businesses.

4. Don’t Neglect the Basics

You can author the most brilliant donation letter. But you won’t secure any funds if you overlook key details.

Make sure every letter clearly states the name of your league or club. Include your website so that potential donors can learn more about what you do. Have several members of your board proofread the letter before sending it to local businesses.

And identify at least one contact name–along with contact details. Be sure to list a phone and email for each contact.

5. Make Donating Easy

Don’t deter businesses from contributing by having a cumbersome donation process! You must avoid the manual effort of mailing checks and receipts if you want to secure more donations.

There are many online resources you can use to streamline fundraising. It’s easier than ever to collect payments online so that businesses or other local organizations can contribute easily.

Also, Facebook now offers fundraising options for non-profits. You can add a donate button to your league’s page for easy giving. And you can set up specific fundraising pages on Facebook. 

Whatever your need, you can find an affordable, convenient solution for online fundraising.

Learn How to Write a Donation Letter for Youth Sports — and Gain More Money for Your League or Club

Donations from local businesses are an important funding source for youth sports leagues. It can be hard to know how to reach out to potential new donors. Learning how to write a donation letter for youth sports is key.

You should always aim for a personal connection–and avoid sounding like a form letter. Explain exactly how you plan to use donated funds–and share stories of past success. And offer prospective donors some visibility in thanks for their contribution.

It’s vital to include the basics–like links to your website and contact details. And move your donation process online to make it easy on contributors.

Even a few new donors can bring huge benefits to your league. You may be able to avoid registration fee increases or cut back on family fundraising. Most importantly, you’ll be able to bring better sports experiences to young athletes.

Curious how to find more sponsors? Learn more in our post How to Find Companies that Sponsor Youth Sports.

Need more help getting sponsors for next year? Or interested in setting up a new website for your sports program? Send us a message at or try it out at

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