Sample Letter Asking Board Members to Donate: Templates, Best Practices & Proven Tips

Every nonprofit leader knows board giving sets the tone for every fundraiser you run all year. When you need to formalize this ask, a well-crafted Sample Letter Asking Board Members to Donate removes awkwardness, sets clear expectations, and drives consistent participation.

Too many organizations wing this request, leaving money on the table and creating unnecessary tension. In this guide, you’ll learn when to use these letters, how to customize them, and get ready-to-adapt templates for every common scenario.

Why This Letter Is More Critical Than You Realize

Most board members want to give. They joined your organization because they care about your mission. The problem is rarely willingness—it is clarity.

Your sample letter asking board members to donate does not just ask for money. It creates shared accountability, demonstrates respect, and sets a standard every other donor will follow. Good board giving rates directly improve grant applications, major donor outreach, and community trust.

Sample Letter Asking Board Members to Donate: Annual Campaign Kickoff

Subject: Our annual campaign launches next week

Dear [Board Member Name],

Next Monday we open our 2024 community annual campaign. Every year, our board gives first to show outside donors we believe in this work.

We ask all board members to make their gift before launch day. Any amount counts. You can give online, or reply to schedule a quick call.

Thank you for leading,

[Your Full Name]

Sample Letter Asking Board Members to Donate: Emergency Relief Fund

Subject: Urgent: Emergency shelter support needed

Dear [Board Member Name],

Last night’s storm damaged our youth shelter roof. We need $12,000 in repairs before the end of this week.

I’m reaching out to the board first before we make a public ask. Every gift will be matched by a local business this week only.

With gratitude,

[Your Full Name]

Sample Letter Asking Board Members to Donate: Matching Gift Challenge

Subject: Double your impact this month

Dear [Board Member Name],

One of our long time supporters has offered a $50,000 board matching challenge. Every dollar our board gives this month will be doubled.

This is the most efficient time for you to support our mission. Gifts will close out the challenge on the 30th.

Thank you,

[Your Full Name]

Sample Letter Asking Board Members to Donate: New Program Launch

Subject: Help us launch the after school program

Dear [Board Member Name],

You voted last month to approve our new free after school program for 75 local kids.

We are asking every board member to make a founding donor gift this week. All founding donors will be listed on the program entrance plaque.

Warmly,

[Your Full Name]

Sample Letter Asking Board Members to Donate: Year End Final Push

Subject: 3 days left to hit our annual goal

Dear [Board Member Name],

We are $18,000 short of our annual fundraising goal with 3 days left in the year.

Can you help us close this gap? Every year end gift is 100% tax deductible and will go directly to client services.

Thank you for everything,

[Your Full Name]

Sample Letter Asking Board Members to Donate: Board Onboarding Welcome

Subject: Welcome to the board

Dear [New Board Member Name],

We are so glad you have joined our team. One expectation for all board members is personal financial support of the organization.

There is no required amount. Many new members start with a monthly recurring gift that fits their budget.

Let us know if you have questions,

[Board Chair Name]

Sample Letter Asking Board Members to Donate: Capital Building Campaign

Subject: Capital campaign quiet phase is open

Dear [Board Member Name],

Our new community center capital campaign is now in the quiet board phase. We will not announce this publicly for 90 days.

All board leadership gifts will be listed first on the building donor wall. Reply to schedule a private conversation about giving options.

With appreciation,

[Campaign Director]

Frequently Asked Questions about Sample Letter Asking Board Members to Donate

When is the best time to send this letter?

Send this letter 7-10 days before you open public fundraising. This gives board members time to give before you ask anyone else. Never send this request the same day you announce a public campaign.

Should I ask for a specific dollar amount?

You may share a suggested board giving range, but always let members choose their final amount. Frame the number as a guideline, not a requirement. Never shame anyone for their gift size.

Can I send this letter via email?

Yes, email is appropriate for almost all board donation requests. For very large capital campaign asks, follow up the email with an in person or phone conversation.

What if a board member cannot donate?

Always offer alternative ways to contribute. This can include securing a gift from their employer, volunteering extra hours, or making introductions to other donors.

Should I send this letter to the whole board at once?

Send individual personalized letters to each board member. Mass group emails get far lower response rates and feel less respectful.

How long should this letter be?

Keep your letter between 100-200 words total. Board members are busy. Get straight to the ask, explain the impact, and make giving easy.

Do I need to follow up after sending?

Send one polite follow up reminder 5 days after your original letter. Do not send more than two reminders. Respect that some members will need more time.

Should I share what other board members give?

Never share individual donation amounts without permission. You may share the overall board participation rate once the campaign closes.

Every good board ask starts with respect, clarity and gratitude. The letters in this guide remove the awkwardness that stops so many organizations from making this important request. You do not need perfect writing—you just need to be honest about your mission and needs.

Pick the template that fits your current campaign today. Customize it with your own organization’s story, then hit send. You will be surprised how willing your board is to step up when you ask clearly.