How To Get Items for Your Silent Auction - Charity Auction Request Templates

It’s all well and good to plan to procure great auction items. But when you actually sit down to write that all-important auction item donation request, your palms get kinda sweaty, and suddenly, you’re drawing a blank. Never fear! Funraise is here—with a few templates to get those persuasive juices flowing. Keep in mind that these are for individual donors. If you’re writing to a business, be sure to highlight how their donation will benefit them, too.

And of course, with all of these scripts, you’ll want to mix it up! Personalization is key when it comes to donor communications, so if you want to make an impression, try to show that sparkling personality.

Auction item donation request template

Dear [Name],

This [month] is our [event name], and I couldn’t be more excited. Here at [organization name], we [mission]. And this year, we’ve already [whatever amazing feat you’ve accomplished]. With the funds from this event, we’ll be able to [whatever goal you aim to achieve], bringing us even closer to [vision statement].

You’ve been an incredible partner over the past [number] years, and I am so grateful for your support as a [donor’s role(s) at the nonprofit]. Now, I’m reaching out to you again. To [reiterate mission/vision], we’re planning an amazing event with and for our community—and we’re planning to make it our most successful auction yet. That’s where you come in.

We need exciting and unique items and experiences for our live and silent auctions. Specifically, we’re looking for [wishlist items and experiences].

Additionally, we would love to see you at [event] on/at [event details]. You can learn more about the event [here] and purchase tickets [here]. You can also call or email me any time at [contact information]. I hope to see you there!

[Name], I’m so grateful your continued generosity as we [reiterate organizational mission]. With supporters like you, we can [reiterate organizational vision]. Thank you, thank you.

All the best,

[Name]

[Title]

Auction item donation thank-you template

Dear [Name],

Last month, we held [event name], our biggest charity fundraising event of the year. It was a festive and fulfilling evening, and thanks to the compassion and dedication of hundreds of donors, we raised over [amount]—and we couldn’t have done it without you.

On behalf of everyone here at [organization], thank you so much for your generous donation of [item information]. With your support, we will continue to [mission statement], with a goal of [vision statement]. Already, we’ve [what you’ve accomplished this year]. With the success of our event, we’ll be able to do so much more.

In addition, please note that your item donation is tax-deductible. Our tax ID number is [number].

Thank you again for standing with us in [reiterate mission]. We look forward to partnering with you in the months and years ahead.

Gratefully,

[Name]

[Title]

Template to decline or repurpose auction item donations

Dear [Name],

On behalf of everyone here at [organization], thank you so much for your donation of [item information] for [event]. While we so appreciate your support, we can’t accept your item at this time. Unfortunately, [reason you can’t/don’t want to accept the item].

We are happy to [what you can do with the item]. Alternatively, you can [other actions to take].

Thank you for your understanding and for continuing to stand with us in [reiterate mission]. We are truly grateful, and we look forward to partnering with you in the future.

All the best,

[Name]

[Title]

Running an auction is a lot of work, but it can really pay off for your nonprofit in terms of fundraising goals and community building. With these tips, you’ll be well on your way to a white-glove sale. (It’s an auction thing; look it up!) Ready? Let the bidding commence!

Answer from an Expert: How do you keep participants engaged in fundraising?

Justin Wheeler, Funraise CEO and Co-founder, gave us the answer in a special Virtual Event Q+A session drawing on his experience putting on extremely successful virtual fundraising events:

You may have donors at an event, but don't forget that you're not fundraising in a vacuum; these donors are interacting across different channels. So whether it's texting, social media, or email, sit down with your marketing team and build out a strategy to keep your fundraiser top of mind. And since these folks are raising their hands to talk to you on all these platforms, implement that strategy across those channels.

All about charity auction items: FAQs (answered by AI+human teams)

Which items sell best at a nonprofit auction?

While it depends on your audience, unique experiences or items are most likely to start a bidding war. Focus on sourcing once-in-a-lifetime experiences, exclusive perks, special trips, or one-of-a-kind items.

How many items should you include in a live auction? In a silent auction?

You don’t want folks to fall asleep, so around 8-12 items is a good baseline for your live auction. When it comes to the silent auction, it depends on the size of your space and the size of your audience. But a general rule of thumb is to have about one item (or package) for every four attendees.

Are items donated to a charity auction tax-deductible? What about items purchased?

Donations are tax-deductible. Purchases are tax-deductible beyond the fair market value of the item. So, if someone pays $400 for an item worth $300, $100 of their purchase is tax-deductible.

How can I attract more attendees to bid in a silent auction?

To attract more attendees to bid in a silent auction, consider offering items and experiences that cater to a wide range of interests. Include themed experiences in your auction to pique the interest of potential bidders. By diversifying your auction items and appealing to a broader audience, you can increase attendee engagement and participation.

How can a silent auction be a fun and creative way to promote an organization's mission?

That answer is way too vague for our creative nonprofit friends. All fundraising campaigns and events—actually, all of your actions—have the ultimate goal of promoting your mission and increasing your impact. The better question is: How can you integrate your mission into your auction items and silent auction experience?

How can the organization's mission be integrated into the items and overall experience of a silent auction to excite donors?

To make your silent auction a memorable event that effectively promotes your organization's mission, incorporate storytelling and education into a carefully curated auction item display. Start by using your mission to craft a compelling narrative that resonates with your donors. By weaving your organization's story into the auction experience, you can educate attendees about the impactful work you do while also creating excitement around the items up for bid.

Integrating the organization's mission into the items and experience of a silent auction involves strategically selecting items that align with the mission and convey its impact. By curating items that reflect the organization's values and goals, donors can see firsthand how their contributions support the cause, generating excitement and engagement.

What are some benefits of holding a silent auction fundraiser?

Silent auctions provide nonprofits with the opportunity to raise funds in a fun and interactive way, engage with a wider donor base, and communicate their mission effectively. One key benefit is that silent auctions offer a more relaxed and enjoyable experience for donors compared to live auctions, allowing individuals to participate without feeling pressured. Additionally, auction events can help organizations expand their donor base by attracting smaller donors who may be eager to contribute but are unable to make large donations.