Sample Donation Request Letter for Catholic Elementary School Councils (CSC)
Engaging Local Businesses to Support Student Success
As members of a Catholic Elementary School Council (CSC), one of our key responsibilities is to support school initiatives through community engagement and fundraising. While CSCs are limited to two major fundraising events per year under Policy 606, donation requests to local businesses can be a valuable year-round strategy — and a way to build lasting partnerships.
In this post, we’ll explain why donations matter, how to approach businesses professionally, and provide a ready-to-use sample letter that your CSC can customize.
📌 Why Request Donations from Local Businesses?
Local businesses are often eager to give back — especially when the funds help:
• Purchase classroom resources or sports equipment
• Support school events or technology upgrades
• Fund special needs learning materials
• Enhance student wellness initiatives
Bonus: Anyone who donates through the school board can receive an official tax receipt and dedicate funds to a specific school or purpose.
✉️ Best Practices When Requesting Donations
• Use official CSC letterhead or include the school’s contact details
• Clearly state the purpose of the request and how the funds will be used
• Be transparent — mention that all donations go directly to the school through the board
• Offer recognition (e.g. name on event banners, school newsletters, social media shoutouts)
• Include your contact information and be available for follow-up
📝 Sample Donation Request Letter (Editable Template)
[Insert School Name] Catholic Elementary School Council
[Insert School Address]
[Insert City, Province, Postal Code]
[Insert Date]
Dear [Business Owner’s Name],
On behalf of the [School Name] Catholic Elementary School Council, we are reaching out to explore the possibility of a donation to support our students and school community.
As parents, guardians, and volunteers working closely with school administration, our CSC strives to enrich the learning environment through various initiatives. This year, we are seeking community support to help fund:
[Briefly describe the initiative – e.g., purchasing Chromebooks, upgrading classroom libraries, supporting extracurricular activities, etc.]
Your generous contribution would make a direct impact on our students and demonstrate the value of local businesses in building a strong, supportive school community. All donations made through the York Catholic District School Board are eligible for official tax receipts and can be directed specifically to our school for this purpose.
If you are able to support this initiative, please make cheques payable to:
“York Catholic District School Board”
Memo: [School Name] – Donation for [specific purpose]
You may also contact our school office or email us at [CSC email or school contact] to coordinate or discuss the donation further.
On behalf of the students and families of [School Name], thank you for considering this opportunity to make a difference.
Warm regards,
[Your Full Name]
Catholic School Council Chair (or Fundraising Lead)
[Your Email / Phone Number]
💡 Final Tips
• Make sure your school principal is aware and supports all donation outreach.
• Use a consistent and professional tone in all correspondence.
• Follow up with a thank-you letter or certificate after receiving the donation.
Need More Resources?
• 🔗 Fundraising Rules & Best Practices for CSCs (Policy 606)
Yan Zhou on Catholic Education & Advocacy 
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