Submitting an In-Kind Donation Request A Nonprofit’s Guide

Submitting an In-Kind Donation Request: A Nonprofit’s Guide

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In-kind contributions play a crucial role in helping nonprofits stretch their resources and make a greater impact in their communities. But how can your organization successfully solicit in-kind donations from businesses and individuals? It all starts with an in-kind donation request.

Submitting an in-kind donation request requires a thoughtful approach. From crafting a compelling message to targeting the right potential donors, this process can strengthen partnerships and open doors to ongoing support.

In this guide, we’ll walk you through the steps to create effective in-kind donation requests, build meaningful relationships with donors, and ensure your nonprofit is well-equipped to secure the resources it needs. Specifically, we’ll cover:

Whether goods, services, or professional expertise, in-kind contributions can provide invaluable support for your mission. You certainly don’t want to miss out on the opportunities as they’re made available to you!

Ready to find out how your team can make the most of them by maximizing your donation requests? Let’s begin with a recap of the basics.

What is an in-kind donation?

An in-kind donation refers to a non-monetary contribution made to a nonprofit organization. Instead of donating cash, individuals or companies provide goods or services that directly support the nonprofit’s mission. These donations can range from tangible items like clothing, food, and office supplies to professional services such as legal counsel, marketing support, or event planning.

In-kind donations definition for nonprofits

Check out a few examples here:

  • A bakery donates pastries for a fundraising event
  • A tech company offers free software to streamline a nonprofit’s operations
  • A marketing firm supplies advertising support to an organization pro bono

All in all, in-kind donations allow organizations to save money on essential expenses, redirecting their financial resources toward other impactful initiatives.

These kinds of donations are a win-win for both donors and nonprofits. Donors can make meaningful contributions by leveraging their products, skills, or surplus inventory, while nonprofits benefit from valuable resources they might not otherwise afford. By fostering partnerships with individuals and businesses, nonprofits can use in-kind donations to meet specific needs and amplify their overall impact.

Understanding in-kind donation requests

In-kind donation requests are formal appeals made by nonprofits to secure goods or services instead of monetary contributions. These requests are tailored to meet the specific needs of the organization, such as items for an event, professional expertise, or resources to support day-to-day operations.

Unlike monetary donations, in-kind contributions often require nonprofits to carefully identify what they need⁠—and match those needs with potential donors who can provide them. For example, a nonprofit hosting a community fundraiser might request food from local restaurants, auction items from retail businesses, and/or pro bono photography services to document the event.

When crafting in-kind donation requests, nonprofits must clearly communicate:

  1. What they need: Be specific about the items or services required, such as office supplies, event space, or expertise.
  2. Why it matters: Explain how the donation will directly impact the cause or support a specific program or initiative.
  3. How donors benefit: Highlight potential benefits to the donor, such as recognition, marketing opportunities, or the chance to make a meaningful difference in their community.

Components of an in-kind donation request

Successful in-kind donation requests are personal, concise, and targeted to the right donors. By understanding the value of in-kind support and crafting strategic appeals, nonprofits can build strong partnerships and secure the resources they need to further their mission.

6 Steps to submit an in-kind donation request

Securing in-kind donations requires a strategic approach to ensure your request is clear, compelling, and targeted to the right donors. We recommend following these steps to maximize your chances of success:

1) Create an in-kind donation wishlist.

The first step in soliciting in-kind donations is to clearly identify your nonprofit’s specific needs. This involves creating a detailed wishlist of goods or services required for programs, events, or daily operations.

For example, you might need school supplies for a community drive, auction items for a fundraiser, or professional services like graphic design or legal counsel. A well-thought-out wishlist provides clarity for both your organization and potential donors, making it easier to communicate your needs and secure the right contributions.

2) Identify potential in-kind donors (individuals and companies).

Once you have a wishlist, the next step is to identify individuals, businesses, or organizations that can fulfill those needs. Consider local businesses, large corporations with philanthropic programs, or individuals with relevant expertise or resources.

For the best results, look for donors whose values or services align with your mission. All in all, you’ll want to research and prioritize donors who are likely to support your cause based on their past (or current) giving or community involvement. And if you have an existing connection to the business or individual, even better!

3) Familiarize yourself with existing in-kind giving programs.

Many companies have structured in-kind giving programs with specific guidelines, requirements, or application processes. Research these programs to understand how to align your request with their criteria.

For example, some companies may only donate to nonprofits with a 501(c)(3) status or within certain geographic areas. Familiarizing yourself with these programs not only increases your chances of success but also helps you tailor your approach to fit the company’s requirements and philanthropic priorities.

4) Craft a personalized request for support.

A personalized request is key to standing out and building a connection with potential donors. Address your request to a specific individual, such as the company’s community outreach manager or business owner. Clearly explain your nonprofit’s mission, the specific item or service you need, and how it will benefit your cause.

Not to mention, you’ll want to emphasize how the donation aligns with the donor’s values or business goals and highlight any recognition or benefits they might receive in return. Personalization shows that you’ve done your research and value their potential partnership⁠—and aligning your goals with one another.

5) Provide supporting materials, if necessary.

To strengthen your request, include any relevant supporting materials. This might involve your nonprofit’s tax-exempt status letter, a flyer for an upcoming event, or data showcasing the impact of previous donations.

Supporting materials lend credibility to your request and help donors understand your organization’s mission and the significance of their contribution. However, you’ll want to be concise and include only the most pertinent documents to avoid overwhelming the donor with too much information.

6) Follow up with the potential donor.

After sending your initial request, it’s important to follow up if you haven’t received a response within a reasonable timeframe. A polite email or phone call can serve as a gentle reminder and provide an opportunity to answer any questions the donor might have.

Following up shows your professionalism and enthusiasm for their support. Even if the donor cannot contribute this time, maintaining a positive and respectful interaction can lay the groundwork for future opportunities.

Best practices for an effective in-kind donation request

Now that you have an understanding of the basic steps you should take, implementing the following expert-proven tips can help you craft in-kind donation requests that stand out from the crowd.

Use employment information to uncover potential donors.

One often overlooked strategy is leveraging employment information to identify potential donors. Many companies encourage their employees to participate in philanthropic efforts and may have programs in place to support nonprofit causes, such as in-kind donations, volunteer grants, or even VTO.

By engaging with your current supporters and learning where they work, you can uncover opportunities to connect with businesses that align with your mission. Additionally, employees may act as internal advocates for your organization, increasing your chances of securing in-kind support.

Tailor your in-kind donation request for each prospect.

A one-size-fits-all approach rarely succeeds when soliciting in-kind donations. After all, personalization is the key to showing potential donors that you value their unique contribution and understand their capabilities. Thus, research each prospect’s business and philanthropic goals and craft a request that aligns with their resources and values. A tailored approach demonstrates thoughtfulness and increases the likelihood of a positive response.

For example, a local bakery might appreciate a request for baked goods for an event, while a tech company may be more inclined to provide equipment or software.

Be clear and specific about your needs.

Ambiguity can make it difficult for potential donors to understand how they can contribute. Clearly articulate what you need, how much you need, and when you need it. Rather than broadly asking for “event supplies,” specify items like “200 folding chairs for a community seminar on April 15th.”

This level of detail not only makes it easier for donors to fulfill your request but also instills confidence that their contribution will be put to good use.

Focus on the impact donations have on your cause.

Donors are more likely to give when they see the tangible impact of their contribution. Emphasize how the requested in-kind donation will directly benefit your programs or community. For example, explain how donated backpacks will equip underserved children for success in school or how donated food will feed families during the holidays.

Sharing stories, photos, or data about past successes can further illustrate the meaningful difference donors can make.

Highlight various benefits to the donor.

In-kind donations offer numerous benefits to donors beyond the satisfaction of supporting a good cause. These can include public recognition, tax deductions, and increased visibility in the community.

When crafting your request, be sure to outline these potential benefits. For example, you might offer social media shoutouts, acknowledgment in an event program, or signage at a fundraiser. By showcasing how their support also benefits their business or personal brand, you create a mutually beneficial relationship.

Offer easy, flexible ways to give.

Streamlining the donation process can make it more appealing for potential donors to contribute. Provide clear instructions on how to deliver goods or services, such as pick-up options, drop-off locations, or online submission forms.

Flexibility is also key—let donors know they can offer partial contributions or alternative items if they are unable to meet your exact request. By removing barriers and offering convenience, you increase the likelihood of receiving in-kind donations.

Free template: Crafting an in-kind donation request

Ready to begin soliciting gifts for your cause? Get a headstart on your in-kind donation requests with our prewritten template. Just remember to customize the messaging to your own organization for the best results!

Subject Line: Partner with [Nonprofit] to Make a Difference (at no cost!)

Dear [Contact Name (HR or CSR Representative)],

I hope this message finds you well. My name is [Name], and I am [Title] at [Nonprofit], a charitable organization dedicated to [briefly state your mission or cause].

We are currently planning [event/campaign name] on [date(s)], which will [explain the purpose or goal]. To make this initiative a success, we are reaching out to valued community partners like [Company] for support.

We are specifically seeking in-kind donations of [list specific items or services, e.g., food, gift cards, technology, professional services] that will help us achieve our goals. Your generosity would directly impact [describe beneficiaries, e.g., local families, students, the environment] and contribute to creating a lasting positive change.

In recognition of your support, we would be delighted to feature [Company] in our promotional materials, including [list specific benefits, e.g., event signage, social media shoutouts, newsletter acknowledgments].

Please let us know if you would be open to discussing this opportunity further. I’d be happy to answer any questions or provide additional details about our organization and the upcoming event.

Thank you for considering this request. Your support would mean the world to us and the community we serve.

Warm regards,

[Your Full Name]
[Your Title]
[Nonprofit Name]
[Your Contact Information]
[Website URL]

P.S. I’d love to set up a quick call at your earliest convenience. Let me know what time works best for you!

Wrapping up & additional resources

Completing an in-kind donation request is about more than just asking for goods or services—it’s about building lasting partnerships with those who believe in your mission. By understanding your needs, identifying the right donors, and crafting a compelling request, your nonprofit can open the door to valuable contributions that fuel your work and expand your impact.

Remember, every successful in-kind donation request begins with clear communication and ends with genuine gratitude. As you refine your strategy and cultivate these relationships, you’ll not only secure essential resources but also inspire ongoing support from your community.

Let this guide be your roadmap to building a stronger network of in-kind donors for your nonprofit’s success.

Interested in learning more about securing in-kind donations and more for your cause? Check out these resources to continue growing your knowledge:

Gather more support with in-kind donation requests and more using Double the Donation.