You found a company that accepts donation requests, and now you’re staring at a blank page wondering what to actually write. The difference between a request that gets approved and one that gets ignored often comes down to how specific and organized your ask is.
This guide walks you through exactly what to include in an in-kind donation request letter, how to write one that gets results, and a list of more than 50 companies with active giving programs.
What is an in-kind donation request
An in-kind donation request is a formal appeal asking a business or individual for goods, services, or equipment rather than cash. You might ask a local restaurant for catering, a retailer for gift cards, or a photographer for pro bono event coverage. The request goes to companies whose products or services align with your nonprofit’s mission or event.
In-kind donations fall into three categories:
- Physical goods: Food, office supplies, auction items, adaptive equipment, sensory toys
- Services: Professional help like accounting, photography, graphic design, legal counsel
- Space: Venue access or meeting rooms for events, training sessions, or family gatherings
Nonprofits use in-kind requests because they stretch limited budgets. A donated gift basket for your silent auction, for example, frees up cash that can go directly toward programs.
What to include in an in-kind donation request letter
Before you write anything, gather the information companies will ask for. Missing any of the elements below often means your request goes unanswered.
Organization name and mission statement
Companies want to know who you are before they commit anything. Lead with your nonprofit’s full legal name and a one-sentence description of your mission.
501(c)(3) status and EIN
Most corporate giving programs require proof of tax-exempt status. Your EIN (Employer Identification Number) is the nine-digit number the IRS assigned when you received 501(c)(3) designation. Include it in every request.
Contact information and mailing address
Companies need a way to reach you and ship physical donations. Provide a phone number, email address, and physical mailing address.
Specific item or service requested
Vague asks get ignored. Instead of writing “gift cards,” specify “four $25 Target gift cards for our family assistance program.” Companies respond better when they know exactly what you want.
Event details and intended use
Donors want to know where, when, and how their contribution will be used. If you’re requesting items for a fundraising gala, include the event name, date, location, and expected attendance.
Donation deadline and timeline
State when you need the item and why. Corporate giving programs often have processing times of four to eight weeks, so your deadline helps them prioritize.
Donor recognition and acknowledgment plan
Describe how you will thank the company publicly: logo placement on event signage, mention in the program, social media shoutout, or listing in your annual report. Companies often give because they want visibility in the community.
How to write an in-kind donation request letter
Now that you know what to include, here’s how to put it together.
1. Research the company giving program
Check the company’s website for donation guidelines, eligible causes, application deadlines, and any required forms. Some companies only donate to certain cause areas or within specific geographic regions.
2. Address the right person at the company
Find the community relations manager, store manager, or corporate giving contact by name. “Dear Community Relations Team” works better than “To Whom It May Concern,” but a specific name is best.
3. Open with your mission and the cause you serve
Lead with who your nonprofit helps, not with what you want. A sentence like “Cara Mia Kids Foundation provides early intervention therapy for children with special needs in Los Angeles County” tells the reader immediately why your work matters.
4. Make a specific ask
State the exact item, quantity, and approximate value. “We are requesting a $50 gift card to include in our silent auction” is clear. “We would appreciate any support you can provide” is not.
5. Show the impact of the donation
Explain what the donated item will accomplish. For example: “Your gift basket will be auctioned to fund therapy sessions for a child who otherwise could not afford care.”
6. Include your tax ID and supporting documents
Attach your IRS determination letter and any forms the company requires. Some businesses have their own donation request form.
7. Close with a clear next step
Tell them exactly what to do: reply by email, call your office, or mail the item to your address by a specific date.
In-kind donation request letter template
Use this template as a starting point. Replace the bracketed placeholders with your organization’s information.
[Your Organization Letterhead]
[Date]
[Company Name]
[Attn: Community Relations or Contact Name]
[Company Address]
Dear [Contact Name or Community Relations Team],
[Organization Name] is a 501(c)(3) nonprofit organization (EIN: [Your EIN]) dedicated to [one-sentence mission statement].
We are writing to request an in-kind donation of [specific item, quantity, and approximate value] for [event name or program], taking place on [date] at [location]. We expect [number] attendees, and all proceeds will support [brief description of how funds will be used].
Your donation will [specific impact statement, e.g., “be featured in our silent auction to raise funds for therapy services for children with developmental delays”].
In recognition of your generosity, we will [describe recognition: logo on event signage, social media mention, listing in program, etc.].
To fulfill this request, please [specific next step: reply to this email, call our office, or mail the item to the address below] by [deadline].
Thank you for considering this request. If you have any questions, please contact [contact name] at [phone] or [email].
Sincerely,
[Your Name]
[Title]
[Organization Name]
[Address]
[Phone] | [Email]
In-kind donation request examples by scenario
Different situations call for different approaches. Here are examples of how to customize your ask.
Silent auction and raffle prize request
“We are seeking a $50 gift card or product valued at $75 or more to include in our silent auction benefiting children with special needs in Los Angeles. Your donation will be displayed with your company logo and announced during the event.”
Event sponsorship and hospitality request
“We are requesting catering for 100 guests at our annual family appreciation event on [date]. Your contribution will provide a meal for families who have children receiving early intervention services.”
Program supplies and equipment request
“We are requesting 20 sensory fidget toys for our therapy waiting room. The toys help children with developmental delays self-regulate while waiting for appointments.”
Service and volunteer hours request
“We are seeking pro bono photography services for our upcoming fundraising gala. In exchange, we will feature your business logo on all event materials and provide a dedicated social media post.”
Gift card and retail product request
“We are requesting five $25 grocery store gift cards for our family assistance program. The cards help families cover basic needs while their children receive therapy services.”
50+ companies that accept in-kind donation requests
Many national brands have formal giving programs. Each company has its own eligibility criteria, application process, and lead time.
Big box retailers and department stores
| Company | What they donate | How to apply |
| Target | Gift cards, merchandise | Target Circle community giving portal |
| Walmart | Gift cards, products | Local store manager |
| Costco | Gift cards, merchandise | Local warehouse manager |
| Kohl’s | Gift cards, merchandise | Kohl’s Cares program online |
| Macy’s | Gift cards, merchandise | Macy’s community giving page |
Grocery and warehouse chains
| Company | What they donate | How to apply |
| Whole Foods | Gift cards, food | Local store team leader |
| Trader Joe’s | Gift cards, food | Written request to local store |
| Kroger | Gift cards, food | Kroger community rewards |
| Safeway | Gift cards, food | Local store manager |
Restaurants and food service brands
| Company | What they donate | How to apply |
| Chipotle | Gift cards, catering | Chipotle community giving page |
| Panera | Gift cards, bakery items | Local café manager |
| Chick-fil-A | Gift cards, catering | Local franchise owner |
Toy, apparel, and family brands
| Company | What they donate | How to apply |
| Mattel | Toys | Mattel Children’s Foundation |
| Hasbro | Toys, games | Hasbro community giving |
| Build-A-Bear | Stuffed animals, gift cards | Local store or corporate giving |
| Carter’s | Children’s clothing | Carter’s community giving |
Outdoor and sporting goods retailers
| Company | What they donate | How to apply |
| Bass Pro Shops | Gift cards, merchandise | Bass Pro Shops community giving page |
| REI | Gift cards, gear | REI community giving |
| Dick’s Sporting Goods | Gift cards, equipment | Dick’s community relations |
How far in advance to submit an in-kind donation request
Most companies need four to eight weeks to process donation requests. Large corporations with formal giving programs may require 90 days or more.
Create a calendar to track submission deadlines for recurring events. If your annual gala is in October, start submitting requests in July or August.
Tips to strengthen an in-kind donation request
1. Personalize every letter you send
Generic mass letters get ignored. Reference the company by name and explain why you chose them.
2. Lead with a story
Open with a brief, real example of a child or family your organization has helped. A sentence like “Last year, a three-year-old in our program took his first independent steps after six months of physical therapy” connects emotionally.
3. Attach visuals and proof of impact
Include photos from past events, a one-page impact summary, or testimonials from families you’ve served.
4. Offer visible donor recognition
Promise logo placement, social media shoutouts, or signage at the event.
5. Make the ask easy to say yes to
Request a specific, reasonable item. Smaller asks get approved more often than large ones.
How to follow up after submitting a donation request
1. Wait the full response window before reaching out
Most companies state a response timeline on their website. Respect it before following up.
2. Send a short email follow-up
Keep it to two or three sentences. Restate your request, mention the date you submitted it, and ask if they need any additional information.
3. Place a polite phone call
If there’s no response to your email after a week, call the community relations contact or store manager.
4. Thank the company whether they say yes or no
A thank-you keeps the relationship open for future requests.
How to acknowledge and record an in-kind donation
- Written acknowledgment letter: Thank the donor and describe the gift in detail. Do not assign a dollar value; that’s the donor’s responsibility for tax purposes.
- Internal record-keeping: Log the donation in your donor database with the date, item description, and donor contact information.
- Public recognition: Follow through on any promised recognition, whether that’s event signage, a social media post, or listing in your annual report.
Frequently asked questions about in-kind donation requests
What is the difference between in-kind and cash donations?
In-kind donations are goods or services. Cash donations are monetary contributions. Both support nonprofit missions but are tracked differently for accounting and tax purposes.
Are in-kind donations tax deductible for the business?
Generally yes, but the donor is responsible for determining fair market value and consulting their tax advisor.
Can a nonprofit submit an in-kind donation request without 501(c)(3) status?
Most corporate programs require 501(c)(3) verification. Some local businesses may donate without it, but formal giving programs typically do not.
What should a nonprofit do if an in-kind donation request is denied?
Thank the company, ask if you can reapply next year, and move on to the next prospect.
Partner with Cara Mia Kids to change a child’s trajectory
In-kind donations directly support therapy, adaptive equipment, and family assistance for children with special needs in Los Angeles. At Cara Mia Kids Foundation, 94 cents of every dollar goes to the children and families we serve.
Learn how to get involved or refer a family who could benefit from early intervention services.