A local business may be willing to support an approved school initiative, but a Catholic School Council should not send requests informally. Confirm the project, approval, financial process, school identity, recognition terms and authorized contact before approaching any organization.
Quick answer
Can a council send a donation request on its own?
Treat the request as a school-community communication and obtain the principal’s approval first. Use the school-approved letterhead, contact route and financial instructions. Do not promise a charitable tax receipt unless the YCDSB School Finance process confirms that the particular gift and documentation qualify.
Before writing the letter
- Define the approved project and student benefit.
- Confirm the target amount or in-kind need and any excluded items.
- Decide who is authorized to send and answer the request.
- Confirm how money or goods will be received, recorded and acknowledged.
- Check vendor, conflict-of-interest, logo, privacy and recognition requirements.
Sample donation request letter
Subject: Community support for [approved school initiative]
Dear [Name or Organization],
[School name] is preparing [brief description of the approved initiative] to support [student benefit]. Our goal is to [specific outcome], and the project has been reviewed through the school’s approval process.
We are inviting local organizations to consider [a financial contribution / specific in-kind item]. Any support is voluntary and will be handled through the school’s approved financial and donation process. Please contact [authorized school contact] at [school-approved contact method] before sending funds or goods so that eligibility, delivery and documentation can be confirmed.
Thank you for considering this request and for your interest in local students.
Sincerely,
[Authorized name and role]
[School / Catholic School Council]
Make the request credible
- Personalize the opening and explain why the organization is a reasonable fit.
- Use a concrete student outcome instead of broad promotional language.
- State exactly what is requested and the response deadline.
- Avoid claims that a donation guarantees advertising, access to families or preferential treatment.
- Provide one official way to verify the request with the school.
Recognition and privacy
Any public recognition should be approved, proportionate and consistent with board rules. Do not share student names, images, family contact information or mailing lists with a donor. A business relationship must not become an unapproved marketing channel to students or parents.
After a response
- Confirm acceptance before the donor sends anything.
- Issue only the documentation authorized by the school or board.
- Record the contribution in the approved account and minutes where appropriate.
- Thank the donor without overstating the relationship.
- Report the project outcome to families and supporters.
Official sources
Confirm the school’s current approval, safety, privacy, financial and communication procedures before acting.
- YCDSB School Finances and registered charity information
- YCDSB Policy 603A: School Fundraising
- YCDSB Policy 803: School Generated Funds
Related parent guides
Last reviewed: July 20, 2026. Independent parent information, not medical or legal advice and not an official YCDSB publication.