When it comes to supporting a cause, donations aren’t always monetary. In fact, in-kind donations—or contributions of goods or services—can be just as valuable as cash, saving nonprofits tons of dollars in expenses. And oftentimes, all it takes is a simple in-kind donation request to secure that support!
Whether it’s a company providing free printing, a local bakery donating snacks for an event, or a tech firm offering software licenses, in-kind support helps organizations stretch their budgets while delivering greater impact.
But while the idea of asking for free goods or services might seem straightforward, crafting a successful in-kind donation request requires strategy, clarity, and professionalism. In this post, we’ll walk through practical tips to help you identify your needs, approach potential donors, and submit compelling requests that increase your chances of getting a “yes.”
But first, let’s start with a recap of the basics.
What is an in-kind donation request?
An in-kind donation request is when a nonprofit, school, or community organization asks for goods or services instead of money. These contributions can take many forms and essentially can be defined as any non-cash item or service that helps further your mission without coming out of your budget.
The request itself is a formal way of asking a company, individual, or vendor to provide specific items or services that your organization needs. In-kind donation requests are typically made through letters, emails, online forms, or even in-person conversations.
A well-written request includes details about your organization, what you’re asking for, how the donation will be used, and how the donor will be acknowledged.
Why complete in-kind donation requests?
Completing in-kind donation requests is a smart strategy for stretching your nonprofit’s resources. Every product or service you receive as an in-kind gift is something you don’t have to purchase, which means more of your budget can go directly toward your mission.
In-kind donations also:
- Lower overhead costs for events, operations, or special programs
- Build relationships with local businesses and community partners
- Encourage ongoing support by giving donors a tangible way to contribute
- Create new exposure when businesses promote their partnership with you
All in all, many companies are happy to provide in-kind support—they just need to be asked. By completing a thoughtful, specific request, you increase your chances of receiving what you need to support your cause.
Now, onto how you can actually do so.
1) Know your needs.
Before you reach out to any potential donors, take the time to clearly define what your organization actually needs. Whether it’s items for a fundraising event, supplies for a specific program, or professional services, having a detailed list helps you make targeted, purposeful requests.
Avoid vague or overly broad asks—instead, focus on specific goods or services that align with your current goals and initiatives. This also makes it easier for companies to say “yes” because they know exactly how their donation will make an impact.
2) Do your research.
Not every business is a perfect fit for your in-kind request. Take the time to research local companies, national brands, or service providers whose values align with your mission. Look into their past donation history, CSR focus areas, and any community initiatives they’ve supported.
If a company has a history of giving to causes like yours, they’re more likely to support your request. Plus, keep in mind that personalized outreach based on real connections or shared values will always stand out more than generic, one-size-fits-all appeals.
3) Identify companies with open applications.
Many businesses—especially national chains and other major retailers—have in-kind donation request forms or application portals right on their websites. These forms often have eligibility criteria, submission deadlines, and specific instructions for requesting support.
Identifying and applying to companies with clear application processes increases your chances of success and ensures you’re following the preferred method of outreach. Pro tip: Bookmark these application pages and create a calendar to track submission windows. You can even use a tool like Double the Donation’s corporate giving database to uncover opportunities!
4) Craft a strong proposal.
A compelling in-kind donation request should be clear, concise, and customized. Start with a brief overview of your organization and its mission, followed by the specific items or services you’re requesting. Explain how the donation will be used, who it will benefit, and what impact it will make.
Whenever possible, include numbers, photos, or stories to bring your mission to life. Also, mention how you plan to recognize the donor—such as signage, social media mentions, or inclusion in event materials.
5) Use the proper channels.
Always submit your request through the appropriate channels. If a company has an online application, use it. If they prefer emails, follow that route.
For local businesses, you might consider stopping by in person. Pay attention to guidelines and avoid sending mass emails or messages to generic contact forms unless that’s what’s specified. Following instructions not only increases your chances of a positive response but it also shows that you’re organized, respectful, and easy to work with.
6) Be professional.
Professionalism goes a long way in making a good impression. Use proper grammar, branded letterhead, and a polite tone in your communications. Attach any necessary documentation, like your 501(c)(3) letter or event flyer.
If you’re following up on a request, do so with respect and patience. Continuously demonstrating professionalism reassures potential donors that their gifts will be well-managed and appreciated.
7) Demonstrate gratitude.
Always thank your donors—no matter the size of the contribution. A prompt, sincere thank-you letter or email makes donors feel appreciated and more likely to support you again. If the donation is used for an event or program, share photos or a short impact summary.
Public acknowledgment, when appropriate, can also go a long way. Gratitude should never be an afterthought; it’s a critical part of donor stewardship.
8) Track and report on your in-kind gifts.
Keeping accurate records of in-kind donations is essential. For the best results, you’ll want to log what was donated, the estimated fair market value, who gave it, and when. This helps with budgeting, reporting to your board, and demonstrating your impact to future supporters. It’s also helpful for generating donor acknowledgment letters.
Tracking and reporting show that you value the support, use it responsibly, and are ready for more.
Final Thoughts & Further Reading
In-kind donations can provide critical resources and lasting relationships for your organization—but only if approached thoughtfully. By understanding what to ask for, targeting the right partners, and clearly communicating your impact, you’ll set yourself up for success.
Remember, behind every product or service is a person who wants to help. With a little preparation and a lot of gratitude, your next in-kind donation request could open the door to generous, ongoing support.
Looking to continue growing your knowledge on all things corporate giving? Check out these additional recommended resources to learn more:
- 20 Leading Companies That Give In-Kind Donations. Get started with these companies known for their generous in-kind giving programs.
- In-Kind Donations for Nonprofits [A Fundraiser’s Guide]. Discover everything you need to know about in-kind donations for nonprofits here.
- How to Win At Corporate Philanthropy for Nonprofits. There’s a lot that goes into corporate philanthropy. The more you know about it, the better you can attract support for your cause.