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A well-crafted gift proposal can make all the difference in your school's advancement efforts. This comprehensive template provides a structured framework for creating compelling proposals that resonate with potential donors and drive meaningful support for your institution.
Begin with a concise overview that captures the essence of your request. This section should immediately engage the donor by highlighting the specific need you're addressing, the requested gift amount, the potential impact their contribution will make, and a brief statement about your organization's credibility.
Think of this as your "elevator pitch" in written form—it should be compelling enough that someone could read just this section and understand your core request. Include images relevant to your request, school, and the donor, such as pictures of the school now and from their years as a student.
Establish your credibility by sharing your organization's mission and vision statements, a brief history of your organization's founding and growth, key accomplishments and milestones that demonstrate your effectiveness, and information about your leadership team and board.
This section builds trust by showing potential donors that you have a proven track record and the necessary structure to use their funds responsibly.
Clearly articulate the problem or opportunity your organization is addressing. Present compelling data that illustrates the scope and urgency of the need, connect the need to your organization's mission, explain why this need requires attention now, and use storytelling to make the abstract personal and emotionally resonant.
Remember that donors give to solve problems they care about, not just to support organizations. Help them understand why this particular issue matters.
Describe exactly what you plan to do with the requested funds. Outline specific activities, programs, or initiatives, explain your implementation timeline, identify key staff who will be involved, and detail how this project advances your overall mission.
Be concrete enough that donors can visualize their gift in action. Avoid jargon and instead focus on painting a clear picture of what their support will enable.
Present a detailed but accessible breakdown of how the gift will be allocated. Include line-item expenses with clear descriptions, administrative costs (be transparent about overhead), other funding sources already secured or being pursued, and multi-year financial projections if applicable.
Transparency builds trust. Don't shy away from showing reasonable administrative costs—experienced donors understand these are necessary for effective operations.
Demonstrate accountability by explaining the specific, measurable outcomes you expect to achieve, your metrics for success and how you'll track them, your evaluation methodology and reporting timeline, and how you'll communicate results back to the donor.
This section shows that you're focused on results, not just activities, and that you've thought carefully about how to measure success.
Outline how you'll acknowledge and involve the donor. Include recognition opportunities (naming rights, acknowledgment in publications, etc.), reporting schedule and format, opportunities for the donor to engage with the project, and long-term relationship development plans.
This shows donors that you value their partnership beyond just their financial contribution.
End with a compelling summary that reiterates the opportunity for impact, clearly states the requested gift amount, outlines next steps in the process, and expresses gratitude for their consideration.
Make sure the donor understands exactly what you're asking for and what will happen next.
Consider including testimonials from those you've helped, letters of support from community partners, recent media coverage, your organization's most recent annual report, and profiles of key staff involved in the project.
These materials add credibility and emotional resonance to your proposal.
The most effective gift proposals create a logical and emotional case for support. They help donors envision the impact they can make through your organization and give them confidence that you have the capacity to deliver on your promises. Remember that each proposal should be tailored to the specific interests and motivations of the individual donor or foundation you're approaching.
Download the Gift Proposal Template today and take the first step toward creating more compelling, effective fundraising requests. This template is designed to be a starting point/guide in drafting a gift proposal. Each element can be edited to fit the unique needs of your school and specific donor prospect.
Ready to transform your school's advancement efforts? Download the template now and start crafting gift proposals that truly resonate with your donors.
