Writing a Business Solicitation Letter

 Use this sample business solicitation letter as a template for your formal solicitation letter.

Most business solicitation letters are written to invite tenders, donations or quotations. The letter should include the details of the services that are being requested as well as the terms and conditions of the agreement. It should follow formal business-letter format, so the content is clearly expressed and in the proper place. 

If the intention of the business solicitation letter is for a quote for a contract job, it may be sent to several places. The sender should first make a list of the companies they want to approach for a quote. They should call each company and find out the name of the person who is in charge of giving quotes and address the letter to that person. 

​​​It should clearly state the tasks required and specifically request a price quote for performing those tasks. A clear, concise letter is a mark of respect for the receiver and has a better chance of success than a casual, awkward letter. The letter should also state the action expected from the recipient such as the date when a response or quote will be expected.

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Also called fundraising letters, business solicitation letters are used when an organization is having a fundraising campaign or special fundraising event. The aim of the letter is to alert the recipient of the need for donations or participation on behalf of the charity or institution. 

There may be local laws regarding solicitation letters, and the sender organization should make sure they are in compliance with the laws before starting their fundraising campaign

The letter should be addressed to an individual and use the company’s legal name. If the sender doesn’t know who is in charge of charitable giving, they should call the business being contacted and ask for the name of the person or of the financial officer. ​

Express Gratitude

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​​The letter should state the cause and express gratitude that the receiver is taking the time to consider donating. They can also state a fundraising goal if applicable and explain how the funds will be used.

For example, all the proceeds from the event will be used to build a new computer lab at a particular school. It may also state that the sender would like to have a long-term relationship with the business.

​If an event is involved, the letter should clearly state the time, date and venue of the event and give a description of the activities that will be included such as a guest speaker or entertainment.

If applicable, the sender can also mention that the recipient’s company will get special promotions as well as advertising at the event such as their logo displayed on the program and other places, and be able to network with other invited participants. A minimum amount of donation expected should be mentioned unless there is no minimum amount. In that case, the letter can state that.

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​Business Solicitation Letter Sample Template

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Here is a sample business solicitation letter for fundraising. It should be written on letterhead if possible. If the letter is to a company requesting their participation in a charity event, it should be sent by certified mail so the sender is sure it was received. If it is sent to many individuals on a mailing list, it need not be sent by certified mail.

Business Solicitation Letter Sample Template

LETTERHEAD OF CHARITY ORGANIZATION

[Name of Sender]

[Name of Sender’s Organization]

[Address of Sender]

[City, State, Zip Code]

[DATE]

[Name of Receiver]

[Name of Company of Receiver]

[Title of Receiver]

[Address of Company]

[City, State, Zip Code]

Dear [Name of Receiver],

I am writing this letter to you on behalf of [Name of Charity]. We provide toys, books, electronic equipment, clothing and food to children in need throughout the year. Our aim is to help the children with some of the necessities of life, so they can focus on their education and improve their lives. We hold an annual fair at the parking lot of Name of Place to raise funds for our work. 

We are requesting you to purchase one or more tickets to the fair to help us raise funds. Tickets are $25 each for adults and $15 each for children between six and 15 years. Children under six years may enter for free. The fair has rides, games and food stalls, and has been a great success every year since its beginning in 2002. 

This year, we have distributed food and clothing to 465 children and purchased 12 computers for high school aged children to help with their studies. Through our efforts over the past 10 years, 42 of the children we supported have graduated from high school and entered college. Your business is a pillar of the local community, which is why we are asking you to join these efforts. 

Please call me at [555-123-4567] or contact me at [Name@email.com] if you have any questions. I have enclosed a stamped, addressed envelope to make it easier for you to buy tickets, and one of our volunteers will visit you at your request to deliver the tickets. 

Sincerely,

[Signature of Sender]

[Printed Name of Sender]

List of enclosures: [stamped envelope]