It makes sense to be careful and to have a system in place when it comes to soliciting donations. Often, it's just a matter of volunteers understanding how to do something. Steps you can take: Make sure you have a designated person in charge of soliciting donations so they can coordinate efforts. Create a list of companies to seek donations from. Create a specific script that volunteers can use when reaching out to potential donors, so that interactions are professional.
We have donation letter templates you can download and customize for your own use. You can use these to contact folks by mail, but also as the basis for a script if volunteers are contacting potential donors by phone.
Donation Request Letter
Auction Donor Thank You Letter
Our Ultimate Donation List on the Message Boards has tons of informations and tips from our peers on how to successfully seek donations.
Here's the link.