School Equipment or Supplies • Letter Templates and Guides

How to write this letter:

1Explain the need for the funds you are raising and include the amount you are hoping to raise.
2Indicate how the funds will be raised (fundraising auction or similar event, direct-mail requests, etc.).
3Tell how the new equipment or supplies will benefit the students, faculty, or the larger community.
4Be sure to emphasize important deadlines.
5Reiterate your hope that the students and parents will participate in the fundraising event.


Generally write this letter to parents of the students at the school, as well as to others who live in the neighborhood or community where the school is located, especially alumni and other individuals with strong scholastic ties.

Example Letter #1


As we all know, computers are at the heart of modern life. More and more leisure activities require technological comfort, and more and more professions require specialized proficiency. Therefore, it's essential that technology play a growing role in the education of our students.

To address this need, (Name of School) would like to acquire enough computers to place one in each classroom of our school. However, the funds for such materials are not provided for in the yearly budget, and so in a few weeks time, (Name of School) will initiate a fundraising campaign to attract attention to the topic and to attract funds for the purchase.

We are writing today to ask you, the parents of our students, to help us spread word of our fundraising efforts. Specifically, we would like you to widen the exposure of our campaign by distributing fundraising brochures to the shops and restaurants near your home. In addition, we would encourage you to pass the materials to family members or friends who might consider contributing to the cause.

If you are willing to lend a hand, please call (Name) at (Phone Number) to request that the fundraising brochures be sent to your home. Of course, please also feel free to pick up the brochures in person. Since the campaign officially begins on (Date), we hope you will respond to our request as soon as possible.

We greatly appreciate your understanding and support.

Example Letter #2


Did you know that most teachers spend money out of their own pockets to furnish classroom supplies? The teachers at Springfield Middle School are no exception. Some of our teachers are spending as much as $50 per month on supplies for art and science projects, as well as curriculum enrichment for our children.

Our PTA asked some of the teachers why they don't insist that the students provide these items themselves. The response was that they don't want to penalize students whose parents cannot or will not pay for the supplies.

We can do better than that! We asked the teachers to prepare lists of needed supplies that are not furnished by the school district, and we plan to stock the school supply room with all the necessary items.

Instead of holding yet another fundraising event, we are simply asking for donations. Please look at the enclosed list and send what classroom supplies you can to the school by the end of next week. If you would prefer to donate money instead and have the PTA purchase the supplies, we would appreciate that too.

Thank you for your help with this project. If each of us gives a little, every one of our children will benefit.

Example Letter #3


As an alumna of our school, I am hoping that you will help us meet a pressing need that exists in our high school. Since our doors opened more than 50 years ago, we have been committed to giving our students the best education possible. That's why we are planning to raise $10,000 to purchase new computers for our computer lab. There is simply not money in the budget to buy the computers at this time, but those we have are already several years old, and if we wait, the programs and technology they use will only become more outdated.

In order to raise the money to purchase the new computers, we will be holding a special fundraising auction, and we are inviting everyone from the community to attend. The fundraiser will be on Friday, October 20, at 5:30 p.m., so mark your calendar today!

In addition to coming and supporting the school by attending the event, any items you could donate to the auction would be much appreciated. If you would like to donate any new or lightly used items, please bring them to the school by that Friday, the day of the auction, by 2 p.m. We would be happy to answer any questions you might have about the fundraiser; just call our office at 555-5555 between 8 a.m. and 4 p.m.

We hope you will be able to come and support our school by taking part in this fund drive to raise money for this very worthwhile cause. We'd love to see you there!

P.S. If you would like to help raise money but are unable to attend the event, donations of any amount are welcome and can be sent directly to the school. Simply mention that they are for the "Computer Fund." Thanks!

Example Letter #4


You may have heard that a new charter school is being built over in the Springfield development. As you know, this is an area with primarily young families, and the school will prove a wonderful academic opportunity for these children.

Construction on the building is almost complete, and we are very excited to buy the furniture and other equipment needed for the classrooms, library, etc. In order to keep tuition and other costs as low as possible, we are planning to raise much of the needed funds for this expense. Will you help us to raise $100,000 to purchase computers, desks and chairs, bookshelves, tables, and other needed items by making a donation of $250 to our "Classroom Fund"? We hope to have all of the funding by the beginning of the summer so that we will have time to purchase and set up the equipment before classes begin in the fall. If you could send your tax-deductible donation to the address indicated above by April 1, we would really appreciate it.

Mr. Doe, I believe in the success of our school, and I know that with the support of people like you, we can keep the costs of attending the school as low as possible so that more families will have the opportunity to benefit. I hope you will help us in this worthwhile cause--after all, is there anything more important than the education of our future leaders?

P.S. If you are not able to make a donation of $250 at this time, would you be able to make a donation of $100, instead?

Write Your Letter Step-by-Step


Explain the need for the funds you are raising and include the amount you are hoping to raise.

Example Sentences for Step 1

Example Phrases for Step 1


Tell how the new equipment or supplies will benefit the students, faculty, or the larger community.

Example Sentences for Step 3

Example Phrases for Step 3


Reiterate your hope that the students and parents will participate in the fundraising event.

Example Phrases for Step 5

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