Nonprofit organizations, schools, churches, and community groups are always seeking high-value items to boost the success of their fundraisers. One increasingly popular strategy is the use of travel experiences—vacations, hotel stays, airline tickets, and full getaways—donated by generous partners. Making a compelling travel donation request can open the door to incredible fundraising opportunities, helping you raise more money while offering your supporters a once-in-a-lifetime experience.
In this article, we’ll cover what a travel donation request is, how to write one, who to contact, and best practices to ensure your request gets approved.
What Is a Travel Donation Request?
A travel donation request is a formal appeal made by a nonprofit or charitable group asking a travel-related business—such as a hotel, airline, travel agency, or resort—to donate services or vacation packages to support a fundraising event. These donations are typically used in:
-
Silent auctions
-
Live auctions
-
Online fundraisers
-
Raffle drawings
-
Donor appreciation giveaways
The appeal can be made via email, physical letter, or even an online form, depending on the company’s preferences.
Why Travel Donations Work So Well for Fundraisers
1. High Perceived Value
Travel packages are among the most desirable auction or raffle items. They draw attention and encourage generous bidding, making them highly profitable for nonprofits.
2. Broader Appeal
Everyone loves a vacation. Whether it’s a weekend getaway or an international adventure, travel prizes appeal to a wide demographic.
3. Low Cost for Organizations
When a hotel, airline, or tour company donates the experience, your organization reaps the financial rewards without the burden of purchasing it.
4. Branding Opportunities
Partnering with travel brands adds credibility to your fundraiser and can bring new eyes to your cause through joint promotion.
Who to Send a Travel Donation Request To
To increase your chances of securing donations, reach out to a broad range of travel-related businesses, including:
-
Hotels and resorts (local and international)
-
Airlines and private jet services
-
Travel agencies and tour operators
-
Cruise lines
-
Bed and breakfast inns
-
Vacation rental owners (Airbnb or Vrbo hosts)
-
Car rental companies
-
Travel experience providers (e.g., spa getaways, city tours)
Start with businesses that align with your audience and mission. For example, a youth education nonprofit might partner with family-friendly resorts, while an environmental group might appeal to eco-tourism companies.
How to Write an Effective Travel Donation Request
1. Start with a Personal Greeting
Avoid generic salutations. Use the recipient’s name if possible. If you’re unsure, “Dear [Business Name] Team” works as a professional fallback.
2. Introduce Your Organization
Briefly explain who you are, your mission, and the impact your nonprofit has made in the community. This builds trust and demonstrates your cause is worthy.
3. Explain the Fundraising Event
Share the purpose of your event, the date, expected attendance, and how funds raised will be used. Make it clear that their support will contribute to something meaningful.
4. Make the Ask
Be specific. Don’t say “we’d love anything you can provide.” Instead, say something like:
“We’re kindly requesting a donation of a 2-night stay at your resort to include in our auction fundraiser.”
5. Highlight the Benefits to the Donor
Let the business know what they’ll receive in return. This could include:
-
Logo placement in event materials
-
Mentions on social media
-
Tax deduction (if applicable)
-
Exposure to a targeted audience
6. Include Contact Information
Provide your phone number, email, and deadline for when the donation is needed. Invite them to reach out with questions.
7. Close Professionally
Thank them for their time and consideration, and express enthusiasm about the potential partnership.
Best Practices for Travel Donation Requests
-
Start Early: Give travel brands at least 6–8 weeks’ notice before your event.
-
Be Professional: Use proper formatting, grammar, and clear language.
-
Customize Each Request: Tailor the letter to each recipient’s brand and location.
-
Follow Up: Send a polite follow-up email if you haven’t heard back in 1–2 weeks.
-
Show Gratitude: Always thank the donor, both privately and publicly.
-
Document Everything: Keep records of communications and donations for tracking and tax purposes.
Promoting Travel Donations at Your Fundraiser
Once you secure a travel donation, promote it widely to build excitement:
-
Post teaser content on social media
-
Include high-quality photos in newsletters
-
Create a visually appealing auction display
-
Mention the donor in all event promotions
-
Use a professional auctioneer to generate excitement
Conclusion
Crafting a successful travel donation request can dramatically enhance your nonprofit’s fundraising results. By reaching out to the right partners with a clear, respectful, and value-driven approach, you can secure incredible travel experiences that not only attract donors but also help you fulfill your organization’s mission.
Whether you’re planning a silent auction, a gala, or an online raffle, travel donations have the power to inspire generosity and make your event unforgettable.