If you are seeking a donation for an upcoming event or charitable cause, corporations can sometimes help. One of the most common ways to get a company to support the cause is with a well-written business letter. If you decide to write a donation letter to a corporation, make sure you address it correctly, so that it falls into the right hands as quickly as possible.
Call the company’s main switchboard to find out the name of the department that handles corporate donations, as well as the full name of the lead employee in that department, if possible. Find out the person’s official title and the exact address of the branch of the company where the employee works. You might also find this information on the company’s website under "Corporate Initiatives," "Community Relations" or “Social Responsibility.”
Type the date at the top of your business letter. Skip a line and enter the name of the representative you’ve identified, his department name and the full address of his office, also called the inside address. If you do not have a name, address the letter to "Prospective Corporate Donor" or "Community Relations Representative."
Address the greeting of the letter to the named representative. Use a hyphen when addressing the representative; "Dear Ms. Smith:" is a proper introduction. If you do not have a contact name, use the same title used in the recipient address line.
Avoid the trite “To whom it may concern” introduction at all costs when writing a donor request letter, because that reduces the likelihood that it will reach the right recipient at the corporation.
Don’t just contact one company -- write letters to many different corporations who may find an interest in your cause.